Other University Services
Request for Purchase Order
The Administrative Office will enter purchase order requests for those labs
who do not have access to BEN FINANCIALS. These requests need to be typed on
the PO requisition form, printed and signed by the PI or authorized signer.
The Administrative Office reviews all PO's for compliance, active fund number
and authorized signature before they are approved from processing.
Requests for purchase orders for equipment items over $ 5,000 must have three
quotes or a bid waiver letter stating why three bids could not be obtained.
Expenditure Justification Form must be completed
if item was not previously budgeted for. When the purchase order is entered,
it will ask for a custodian. If it is considered lab equipment, the PI is the
custodian. If it is departmental equipment, Paul Lopez is the custodian.
Justification Form must be completed explaining why the computer is necessary
and how it will benefit the project. If computing equipment is not purchased
from Computer Connection, it may require a letter from the School of Medicine's
Director of Information Services. Please
Manager to obtain such approvals before submitting a purchase order.
your order online and enter Patsy Hooker, firstname.lastname@example.org as the approver. You will get a confirmation of the order within 24 hours.
However, you do not need to pick up your own order, since Paul Lopez will deliver
the alcohol to the lab.
There are a limited number of procards assigned to each department in the
School of Medicine, and all departmental procards cards are currently assigned
to existing faculty members. Those who currently hold a university procurement
card in the department have the following responsibilities:
- Secure the procard in a locked location so only the cardholder has access
to the number.
- Before initiating a transaction, refer to the University commodity
matrix to confirm that a PO or c-form would be a more appropriate
method of payment.
- Each time the procard is used, email the Financial
Coordinator (Patsy at email@example.com)
to verify the authorized charge. The email must contain the following
- the name of the vendor,
- the total purchase price of the item(s),
- the grant/account where the charge should be allocated,
- and the type of item which was purchased (ie. scientific supply, office supply,
book, computer software). This information is needed to transfer the item to the
correct account in a timely manner.
- At the end of every month, each procard holder receives a financial statement.
It is the responsibility of the procard holder to review this statement,
sign it, and return it to the Administrative Office with attached invoices
and packing slips; the business purpose should be written on each invoice.
- Tax should never be charged to procard transactions. If tax is charged
on any item, including food items, the vendor needs to be contacted to
credit the procard account.
- All procard receipts must be saved for seven
years. In the event of an audit, the procard holder is required to produce
all receipts in an organized manner.
- Failure to follow the above rules will result in card privileges being
Each procard holder is also required to use the procard in a responsible
manner. A complete copy of the Procurement Credit Card user guide is available
Administrative Office. Of special notice in the guide are the list of restrictions.
The following commodities are not to be purchased on the procard:
- Travel and entertainment related expenses and advances, with the exception
of registration fees and box lunches. (Box lunches can only be charged to departmental
- Alcoholic Beverages
- Animals and animal related purchases
- Annual equipment maintenance contracts
- Automotive gasoline
- Cash Advances
- Catering services where a signed contract is required
- Cellular phones and related monthly charges
- Construction and renovation costs
- Consulting services
- Office and Laboratory furniture
- Prescription drugs and controlled substances
- Personal items
- Radioactive and hazardous materials
In addition to the above, the following transactions are not permitted on
grants and contracts unless approved by the Business Office:
- Meals, food and any entertainment expenses
- Memberships, dues and subscriptions
To help avoid out-of-pocket expenses when traveling, call World
Travel, Inc at 1-888-641-9112 to make your airline and car rental reservations.
Provide them with the 26-digit account number and ask them to email your
reservation for approval to firstname.lastname@example.org. You will get an email confirmation with "e-tickets" in it.
Fill out the Reimbursement
Form - Corporate form
to have Accounts Payable send a check to the vendors to pay for your registration
and hotel in advance. Remember to include your completed registration form
and use the 26-digit FinMIS account number.
After travel has occurred fill out the Travel
and Entertainment Expense Report and remember to include all original receipts.
Please visit the Travel Office's website
for more information.
1. Consult with World
Travel, Inc at 1-888-641-9112 for
airline flight reservations. There will be no out-of-pocket expenses
charged to you. Be aware that when making international travel
arrangements that is being charged to a federal grant, you are required to
use US carriers only.
2. Most registration fees can be charged to a Procard, avoiding
out-of-pocket expenses to you.
3. Save all original paid receipts for travel (hotel, meals, taxis,
etc.). Boarding passes will be needed, if you choose not to use World Travel for your airline tickets. We need to provide proof that you
actually paid for a transaction, and not simply made a reservation. A
credit card statement can be used as proof of payment.
4. There are per diem rates (see Comptroller's
for each city to cover your food expenses while you are travelling, if you
choose not to save your receipts and itemize your meals.
5. If requesting reimbursement for mileage when using your personal car,
calculate the number of miles by .565 (56.5 cents per mile). You can also be reimbursed for tolls, but not the purchase of gas.
6. Documentation providing proof of the conference/meeting should be included.
7. Always use the on-line C-1 form to request travel reimbursements that
can be found by going to the Comptroller's
Site and clicking on forms. Scroll down to Travel and Entertainment Reimbursement
(C-1 Form). If you are traveling outside the U.S. and are being reimbursed
federal grant, you will also need to fill out the Travel
and Entertainment Form.
8. Before submitting your travel reimbursement, talk to your PI or the
authorized signer in your lab about where to charge the expense. Usually,
your travel expenses will be charged to the same account that your salary is
9. Travel reimbursements should be requested within 30 days of travel.
Please contact the Administration Office or refer to the Travel Office web
site for more details
to assist you.
IRB Contacts and Forms
From the IRB: The best guidance we can give is call us any time, particularly
when you have "coded" specimens
and you are unsure whether IRB review is required- We are more than happy to
Tracy Ziolek, MS
Associate Director, Compliance & QI
Megan Kasimatis-Singleton, JD
Associate Director, Education & Training
Analyst: Expedited Review, Biomedical Sciences
APP-1 Human Research Determination Worksheet
guidance on when submission is required (pdf)