EVERYTHING YOU ALWAYS WANTED TO KNOW ABOUT DEPARTMENTAL PURCHASING PROCEDURES*
but were afraid to ask!
(Go to the TABLE of CONTENTS )
Department of Pathology and Laboratory Medicine
University of Texas Health Science Center - Houston
Revised March 1999
*Walter Harvey - Administrative Assistant
Request for Issuance of a Check RI Request to Return Merchandise Form RM
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NOTE: Please remember that ALL documents pertaining to the purchasing process using funds administered by this department MUST have a Doc-id assigned by the purchasing office. There should be NO EXCEPTIONS to this rule.
MATERIALS REQUEST TRANSACTION (MR)
The Materials Request Transaction (MR) submits your request for the purchase of goods from General Stores . The Goods Request (GR) is used to purchase items from the UT Bookstore or for catering from the UT Cafeteria. When ordering from General Stores it is necessary to check the catalog number of the item (s) you want. We must always check this catalog before going to outside vendors. The University's policy is that if an item is available from General Stores we must get it from Stores. When the GR is used to submit a request to the Bookstore, you do not need a catalog number, but you do need a complete description of the item in question. Prior to entering a Stores order in Netscape or Tufims you can verify the price and availability on any item by going to "INVC" in Tufims. This is very helpful because the prices on Stores items change almost daily.
Filling out the Materials Request form:
DOCUMENT NO.: Leave blank
ACTION: E
DATE: Enter the date of the transaction.
BUDGET FY: Current fiscal year (e.g.99)
ACCTG. PD.: Leave blank.
WH: Enter 01 for General Stores; enter 02 for gas cylinders only.
REQUESTED BY: Name of faculty or other staff member.
PHONE: Enter your phone number.
DEL. BLDG./RM: Your respective laboratory or office.
DEPARTMENT: Pathology.
ALL PAPERWORK: Purchasing personnel/your name.
ACCOUNT DEBITED: Enter fund source for request including appropriate sub-org. Grant-funded orders WILL NOT have a sub-org.
APPROVED BY: Departmental orders require appropriate signature from DMO or designee. No transaction will be processed without proper authorization. Grant-funded orders requires the signature of the Principal Investigator or his/her designee.
LN NO: You can enter as many lines as you need.
CATALOG NUMBER: Enter appropriate number for Stores item(s) desired. Not required for Bookstore orders.
QUANTITY: Enter quantity desired.
I/D: Leave blank.
UNIT: Enter appropriate unit: ea (each), cs (case), bot (bottle), box.
DESCRIPTION: Brief description of item. When ordering a book from the bookstore, full name of author, title, and publishing company is required.
UNIT COST: Required.
I/D: Leave blank.
TOTAL COST: Required. (multiply unit cost by quantity).
After filling out the Materials Request, forward all orders using dept. funds to the DMO or designee for signature approval.
Grant-funded orders must have the appropriate signature before forwarding to dept. purchasing office. UNDER NO CIRCUMSTANCE WILL ORDERS BE PROCESSED WITHOUT PROPER AUTHORIZATION. After the MR is processed the yellow copy will be returned to your mailbox.
The Purchase Requisition submits your request to the University's Purchasing Department for goods and/or services to be secured from outside vendors. Once a purchase requisition is accepted and processed, the purchasing department issues a purchase order (PO #). The purchase requisition or "RQ" is used for purchases with a dollar amount of more than $5000.00 and for all orders that require pre-payment for $250.00 or more. In other words, if you need to order a $250.00 book that requires prepayment, you would process an RQ. However, if you need to purchase a book that costs less than $250.00 but requires pre-payment you would need to fill out an RI. If what you need is available through General Stores or the bookstore, you need to process an MR or a GR. Everytime an RQ is used to order items that require pre-payment, you must send proper documentation to that effect: for example, a pro-forma invoice, a catalog or brochure, or any other document that shows that pre-payment is required. Failure to do so will result in the cancellation of the requisition. Please furnish xerox copy of documentation.
Filling out the Purchase Requisition:
DOCUMENT NUMBER: Leave blank for doc-id.
ACTION: Type "E" for original.
DATE: Date of request.
BUDGET FY: Use current fiscal year (eg.99 for year Sept.1 98 to Aug. 31 99)
ACCTG. PD.: Leave blank.
VENDOR CODE: Not required (unless you know it).
NAME: Complete name and address of vendor.
CONTACT/PHONE/E/M: Fill in, if known.
DEPT: Pathology.
REQUESTED BY: Name of faculty or other individual requesting the order.
PHONE: Your number.
DEL. DATE REQUIRED: Indicate an approximate date for delivery.
DEL. BLDG. ROOM: Your respective lab or office.
APW: Purchasing personnel/your name.
% OF USE AND PRINC. USER: Leave blank.
ACCOUNT CODE: Indicate source of funding including sub-org (exception: no sub-org on grant funds).
Line No.: One line for each item you are ordering.
Qty.: Quantity desired.
I/D: Leave blank.
Unit: Unit of measurement: each, vial, bottle, case, etc. Commodity Code: This is a required field. You need to classify the item you are ordering within a certain category (for example: office supplies). There is a commodity code book in our office for your consultation. We suggest you order a Commodity Code Book from General Stores.
Catalog No.: The catalog number of item in question from the vendor's catalog or brochure.
UNIT COST: Required.
I/D: Leave blank.
Total: Unit cost times number of units being ordered.
Below each line please give a description of item and any other information that will help the University's Purchasing Department to expedite your order. For example, if a price has been quoted to you by a salesman, indicate quote number, and name of salesman and date the price was quoted. When ordering software, you must always indicate the piece of equipment the software will be used with, its serial number and UT tag number, and room where located. When you are requesting pre-payment please type or print: PRE-PAYMENT REQUIRED. If one form is not sufficient for same order, you can continue on another form with the next line item number.
The yellow copy of processed RQ will be sent to you for your files. Since the RQ generates a message to the University's Purchasing Department, if you have questions about PO numbers,delivery dates, etc., please inquire by electronic mail with the doc-id.
NEVER GIVE A DOC-ID TO A VENDOR. Only Purchasing can place an order by issuing a Purchase Order. Unlike the SOS which is a purchase order, the RQ is only a request.
When using departmental funds, submit to the DMO for signature approval along with other documentation when necessary. When the funding is off a grant, you need the Principal Investigator's signature or that of his/her designee. You may have as many as four different accounts on an RQ.
Sole Source means you can buy proprietary products but only when the purchase can be justified. The University has adapted this procedure for all fund sources and it is referred to as a Sole Source Purchase. A Sole Source Purchase Requisition will be considered in the Purchasing Office ONLY when a written justification is submitted containing ALL of the following elements:
(1) An explanation of the need for the specifications.
(2) The reason competing products are not satisfactory. (This must be detailed, showing that you have canvassed the market place).
(3) A statement which clearly articulates the effects on the program if goods or services were to be procured elsewhere.
If the goods being ordered are replacement parts to an existing piece of equipment, be sure to reference the UT tag number.
A Sole Source is only necessary when the item(s) cost over $5000.00. For goods below $5000.00 it is up to the buyer/end-user to canvas vendors for quality and pricing.
A reminder about the most commonly used objects:
Object 25: "Other Operating Expenses" is a category found in all accounts and it is used to pay for items such as: media production, demurrage charges, dues, subscriptions, animal purchases, lab coats, software if the value is less than $500.00, etc.
Object 39: "Consumable Supplies": used on all accounts to purchase lab supplies valued below $500.00 from outside vendors and General Stores.
Object 60: "Equipment" - This includes all computer and laboratory equipment costing over $1000.00.
Object 67: Capital improvements- Improvements or alterations which increase the useful life of an asset e.g. Purchase or remodeling of Buildings etc.
Object 69: Equipment and Furnishings (Non-Capital) Includes all equipment/furnishings which is not an accessory/component to capital equipment and costs more than $250.00 but less than $500.00.
REQUEST FOR ISSUANCE OF A CHECK (RI)
The RI transaction submits your request to Accounting so that they can issue a check to the vendor, employee, or consultant written in the vendor field. The RI can be used to pay for goods or services that have been contracted outside the normal purchasing cycle. RI's are most commonly used for:
1. Payment for registration for seminars or conferences in Houston only
2. Membership dues to professional societies
3. RENEWAL of subscriptions to professional journals
4. Reimbursements to employees for approved purchases
5. Hotel bills and other entertainment-related expenses (visiting recruits, departmental functions, etc). RI's can also be used to pay for books ordered outside normal
purchasing procedures. RI's can be used to order publications that require pre-payment providing the amount does not exceed $250.00, if the amount is above $250.00, you will need to fill out a Purchase Requisition.
Filling out an RI:
DOCUMENT ID: Leave blank
DATE: Date when you are preparing the RI.
PAY TO: The complete name of the vendor, employee, or consultant.
AMOUNT: Total amount due. Note: remember the institution does not pay sales tax.
PREPARED BY: Your name
PHONE: Your telephone number.
LOCATION/DATE OF EVENT: This applies to entertainment functions, hotel bills, registration for seminars. It is not required for subscriptions or memberships.
PURPOSE OF EXPENDITURE: Give details of expenditure. For example: if it is membership dues don't just say "dues" but rather "dues to the American Society for Clinical Pathology" for Dr. XX. It is very important that you always indicate the name of the faculty member here and not under prepared by. When it is entertainment-related expenditures, list names of attendants and what was discussed; for example, dinner at a restaurant with a faculty recruit. When applicable, please indicate invoice #, account #, etc.
ACCOUNT TO BE CHARGED
FUND: Indicates source of funds: If it is the department account it will always be 1IU. If it is a grant or contract it will more than likely be a 201 or a 500 series account.
AREA: Denotes the medical school and it will always be a 2 with few exceptions.
ORG: Denotes a division within the medical school: for the department account the number is 6660 or 6695. For grants, it varies depending on the investigator.
SUB ORG: Obtain correct Sub-org from Pathology Purchasing Office.
OBJECT: Most commonly used object is 25 for membership dues, subscriptions, and general reimbursements from department account. If you are using grant money, the object to use is 25. For entertainment reimbursement, use 17.
SUB OBJ: Obtain correct sub obj code from Pathology Purchasing.
BALANCE SHEET: Leave blank
When an RI is complete make 2 xerox copies of the RI and the support documents and submit to the DMO for signature or to PI when grant funds are being used. The RI will be channeled to purchasing office where:
1. A doc-id is assigned and written on the xerox copy you attach
2. The document is entered into TUFIMS
3. Paperwork is sent to accounting
4. One xerox copy is then forwarded to accounting with original and one is kept in the departmental purchasing office.
PLEASE NOTE: If items were purchased on a credit card and an R.I. is submitted for reimbursement, a copy of the Credit Card statement showing where the charges have hit MUST be submitted with relevant documents or the accounting department will not pay the R.I. Maximum time for reimbursement of any purchases, dues etc. is 60 days.
REQUEST TO RETURN MERCHANDISE FORM
The Return Merchandise Form is basically used for two purposes:
When returning a product to the vendor, we must first obtain the vendor's authorization by securing a name of a company representative and - when appropriate - an authorization number (if the company requires one). We must also determine who will be paying for the shipping charges - the vendor or the department.
Filling out the form:
DATE: Required
ORIGINAL PO#: Reference PO with which items were purchased from vendor.
ACCOUNT CHARGED: Account line of original PO.
SHIP TO: Required. Please enter complete name and address.
REQUESTED BY: Required
MERCHANDISE TO BE PICKED UP AT: Normally when returning an item we put our room number MSB 2020 Exception: large pieces of equipment.
DESCRIPTION OF ITEMS: Required.
CATALOG/SERIAL/PART NO.: Required when appropriate.
UTHSC TAG NUMBER: Required when appropriate.
REASON FOR RETURN: Required. Please check appropriate box(es).
AUTHORIZED RETURN BY VENDOR: Required. Indicate name of individual who gave you the authorization, a number when available, who pays for the shipping, desired method of return (UPS, overnight delivery, US Mail, etc.) and a value amount. If vendor will not pay for shipping, please provide an account number.
Parts II and III of the form are to be filled out by Purchasing and Receiving departments; therefore, leave blank.
FORWARD FORM TO OUR DEPARTMENTAL PURCHASING OFFICE. Obtain appropriate signature. When sending an instrument off-campus for repairs, check appropriate box C (ship for repair) and indicate a serial number, a UT tag number, and the room number where instrument is to be picked up. Again, only small items can be brought to our office for pick-up. Under original PO, indicate either the PO used to purchase the instrument (if the instrument is still under warranty) or the new PO or SO number being used to pay for the repairs.
NOTE: - Effective March 1995, Shipping and receiving no longer handles overnight shipping. The Department has been assigned a Federal Express account and each Department handles their own shipping. You will still need to fill out a Return Merchandise Form unless the recipient is paying the shipping cost. Once the proper documentation is completed, packages can be taken to a Fedex drop-box located on the ground floor of the Medical School, or take these packages/envelopes to the Purchasing office before 3:00 p.m. so that a pick-up can be arranged.
When the Department is billed by Fedex you will be asked to prepare a "RI" for payment of the respective shipping charges that apply to you.
The petty cash system is used to reimburse faculty and staff for the purchase of goods and services acquired on an emergency basis. Under normal circumstances the proper purchasing channels should be followed using purchase requisitions, sos, goods requests, etc. General guidelines for petty cash are:
1. Maximum amount that can be reimbursed is $300.00. The use of multiple receipts to circumvent this limit is not acceptable.
2. All petty cash transactions must have adequate support including a detail listing of each item purchased and the ORIGINAL receipts. Photocopies will NOT be accepted. Generally accepted paid receipts include a cash register receipt, a cancelled check, a formal cash receipt issued by vendor, or an original charge card slip.
3. Reimbursement requests for entertainment are governed by strict guidelines: a. date, location, persons attending function (with affiliation and title) and purpose of function must be indicated on voucher. For a business luncheon, a copy of the agenda or meeting announcement should be attached.
b. Entertainment expenses related to a trip will not be reimbursed with petty cash but with a travel voucher.
c. Federal grant funds and state funds cannot be used for entertainment nor for the purchase of food , coffee or tobacco products.
4. Petty cash cannot be used for equipment and software purchases.
5. If repair parts for UT equipment are purchased, the equipment model #, serial #, and tag numbers have to be referenced on the voucher.
6. In-town parking related to institutional business may be reimbursed from petty cash with the proper explanation as to its purpose. Out-of-town parking and airport parking relating to a trip cannot be reimbursed from petty cash.
7. Office supplies should normally NOT be purchased with petty cash since they are carried by General Stores or can be ordered on SOS. In such cases when office supplies are purchased with petty cash, a justification must be included.
8. Petty cash may NOT be used to reimburse residents for the cost of textbooks.
9. Sales tax on any purchase WILL NOT be reimbursed. Copies of the University's State Sales Tax Exemption Certificate can be obtained from our office.
10. Employees cannot be reimbursed for payments made to the Texas State Board of Medical Examiners for yearly registration fees (MD licenses). The UT System prohibits such payments.
11. The time limit for reimbursements of petty cash is TWO MONTHS from the date of the expenditure.
Filling Out Petty Cash Voucher:
PURCHASED FROM: Name of vendor
DATE: Date you prepare voucher.
PURCHASED BY: Name of individual to be reimbursed.
DEPT.: Pathology
PURPOSE: General statement.
ACCT. NO.: Indicate funding source, including sub- org. Provide information on quantity, description, and price. Once completed, make a copy of voucher and submit voucher with copy and back up to DMO for appropriate signature. (ALL PETTY CASH VOUCHERS WILL BE GIVEN A DOC-ID.) The original and back up will be returned to individual submitting voucher. Take both the signed voucher and backup paperwork to petty cash window on ground floor between 1:00 p.m and 5:00 p.m.on Monday, Wednesday and Friday for re-imbursement.
The Service Request (SR) submits your request for the services of one of the University's service departments. The most frequently used service departments are Media Production and the Print Shop (Including Quick Copy). The particular service department that you want is indicated by the transaction type code on the SR. For Media Production, the code is MP; for the Print Shop (and Quick Copy), it is PS.
Filling out a Service Request:
DOCUMENT NO: Leave blank for doc-id.
REQUEST DATE: Date you are filling out form.
ACTION: Type "E", for original.
ACCTG PD.: Leave blank
BUDGET FY: Use current fiscal year (eg. 99)
TRANS TYPE: Indicate service department you want. For additional codes check with our office. For example; AN is for animal care, DM is for demurrage, MP is for media production.
START DATE: Date you want service to begin.
EXP DATE: Date you want job finished.
JOB#: Leave blank.
DEPT CONTACT: Your name or your faculty's name.
PHONE: Your phone number.
MAX AMT: Indicate an approximate estimate of the cost of the service to be performed. The way a SR works, we normally do not know the actual cost until service is completed.
DESCRIPTION: Brief description of what is needed; for example: slides; film processing
BILLING TYPE: Leave blank.
DEL BLDG: Your respective lab or office.
BUYER INFORMATION: This section is used to indicate funding source. If it is a grant, you need to secure the signature of the principal investigator or his/her designee. When using departmental funds, forward to DMO or designee for signature approval.
SERVICE REQUEST TEXT: You can indicate at length what you want done. When the SR is signed and processed with a doc-id you take the white copy with you to the respective service department. No media work will be accepted without a screen print.
For Quick Copy and Print Shop requests, there is a special form Called "Printing Service Instructions". This form is handled the same way any service request is, except that it requires more detail information pertaining to the job itself such as the number of copies, color of paper, type of paper, bindery instruction, etc..
The Small Order form or SOS constitutes an official purchase order up to a maximum amount of $5000.00. The SOS system allows departments to place orders directly without going through the University's Purchasing Department.
1. SO's are used to order goods and services from outside vendors that are not available through General Stores or the University Service departments.
2. Some of the most common items include: general laboratory supplies, office supplies, chemicals, books and periodicals, new subscriptions, software, computer supplies, equipment repairs, etc.
3. SO's CAN NOT be used to order items that require pre-payment.
4. SO’s CAN NOT exceed the $5000.00 limit under ANY circumstances.
5. You can order off the same fund to a particular vendor more than once per day providing the total amount of the orders do not exceed $5000.00
6. SO numbers will be generated through the department's accounting system .
Filling out the SO form:
NUMBER: Assigned by the Departmental purchasing office.
VENDOR CODE: Not required (unless you know it).
REQUESTED BY: Your name.
PHONE: Your phone number.
DATE: Current date.
DEL DATE: Expected date of delivery. (No ASAP)
DEL ROOM: Required.
ACCOUNT CHARGED: Funding source.
AUTHORIZED SIGNATURE: Appropriate signature, grant funding requires the signature of the principal investigator or his/her designee.
ACCOUNT LINE: Complete fund, area, org, sub-org, obi, total of order.
LN: Line number.
QTY: Indicate number of units ordered.
I/D: Leave blank.
UNIT: Unit of measurement: each, bottle, vial, etc.
COMMODITY CODE: Required.
CATALOG NUMBER: Required.
DESCRIPTION: Brief description of item.
UNIT COST & TOTAL COST: Required
Once order is filled out, submit to purchasing office for processing. Purchasing will return the yellow copy once the order has been entered into Tufims.
NOTE: When chemicals are being ordered,a CAS # is usually required. These numbers can be found in the computer system using "CWIS".
FOR YOUR INFORMATION - Effective April 10, 1995 the "SOS" limit has been increased to $1000.00 for State Accounts, $5000.00 for Grant Accounts and $5000.00 for Local Funds.
The Physical Plant Request Form is used to request services to be carried out by the University's Maintenance Dept. These services include; Construction, Utilities, Locksmith etc. It is necessary to find out what area of service is needed before submitting a PP request. It is also advisable to contact the Maintenance Dept. for a verbal estimate of cost prior to filling out a request.
Filling out the PP request.
Document No. Leave blank.
Request Date: Date you make the request.
Acctg.Pd.: Leave blank.
Budget FY: Current fiscal year.
TransType: The only trans type is "CR"
Start Date: Date you need job to start.
Exp. Date: Anticipated completion date.
Job #: Leave blank.
Dept. Contact: Your name.
Phone: Your number.
Max.Amt: Estimated maximum charges.
Description: Short description of work needed.
Billing Type: Leave blank.
Buyer Information: Source of funds.
Work Description: Detailed description of work to be carried out.
Once the request has been filled out properly please obtain authorized signature from Principal Investigator if the request is to be paid for using grant funds. If this is a departmental expenditure the document should be approved by the DMO or designee before turning in to the purchasing office. Once the document is entered into TUFIMS the yellow copy will be returned to your mailbox.
Orders for the Animal Care Department can be placed in 2 different ways:
TRAVEL AUTHORIZATION WORKSHEET (TA)
The Travel Authorization submits your request for approval of travel for the University. It is the University's policy that a TA document be completed regardless of the cost to the University. What this means is that if an employee take a trip pertaining to UT business even if is a "no cost" trip, a TA must still be completed otherwise the traveler will not be covered by UT insurance.
Filling out the Travel Authorization Worksheet form:
TRAVELER: Name of person traveling.
E. VENDOR CODE: Travelers Vendor Code (E Doe001).
DESTINATION/DESTINATION CODE: Name of city where meeting is held or name of city of closest airport and 3 letter code of city if known.
PURPOSE/PURPOSE CODES: Purpose of trip and 2 letter code if known. (eg. "AC" academy meeting).
DATES: Dates the traveller will be out of the city. (Houston).
Please note there are four columns, two columns under "Expenses to be paid directly to the traveler" and two columns under "Expenses to be paid directly to a third party(s). The purpose of the two columns are to allow for expenses to be paid from two fund sources. The columns designated to third party are strictly for the "BTA"
(Business Travel Account) in which the airline ticket is paid directly to the airline and for registration paid directly from UT to the association that is sponsoring the meeting. Airfare tickets must be purchased through UT travel to assure reimbursement. Allowance for auto mileage is 27.5 cents per mile. Reimbursement for meals and lodging depends on the fund source used. 1IU funds allow up to $130.00 per day for lodging and $50.00 per day for meals. Grant funds and other fund sources are based on location of meeting.
Once the TA worksheet has been completed it will need to be signed by the person requesting the authorization as well as the chairman or supervisor. If this is a foreign travel see procedures regarding foreign travel.
"ADVANCE REQUEST FOR TIME OFF " form must also be completed and attached to the TA worksheet for approval.
The Registration Worksheet is necessary if there is to be a pre-paid registration fee.
Filling out the Registration Worksheet form:
CHECK PAYABLE TO: Name of institution or vendor check is to be made payable.
NAME: Registrant's Name (Traveler).
TITLE: Traveler's Title (Professor, Tech. etc.).
UNIVERSITY OF TEXAS ADDRESS: MSB 2.136
OFFICE PHONE: Line or extension where traveler can be reached.
AMOUNT: Dollar amount of registration fee.
TA DOC-ID REF: The TA Doc-Id will be assigned by the purchasing area.
Note: Original and two copies of Registration Form must be submitted to the Purchasing area. Two copies of screen print with original and one copy of Registration Form will be sent to Accounting for processing.
The Travel Expenditure submits your request for reimbursement of travel expenses. This worksheet is fairly simple to complete and is a matter of filling in the blanks.
Filling out the Travel Expenditure Worksheet form:
VENDOR CODE: Travelers Vendor Code (E Doe001).
VENDOR NAME: Name of person traveling.
DEPARTMENT CODE: The department code is "PATH".
DEPART DATE/TIME: The actual date and time traveler left the city.
ARRIVAL DATE/TIME: The actual date and time traveler returned to city,(Houston).
DATE: Individual dates of expenses.
TDES: Destination code, (CHI Chicago).
TPUR: Reason for trip. (PP Present Poster).
LINE REF TO: References the line the expenses are to be charged (only necessary if more than one account is being charged).
FOOD AND LODGING: There are two columns that can be used. Please see reference at bottom of worksheet.
DAILY TOTAL: This is the daily total of food and lodging only.
AIR: This is for airfare. If BTA was used designate BTA and attach air ticket.
MILEAGE: Actual miles driven in personal vehicle (to/from airport or destination of meeting must be itemized on back of worksheet.
PARKING: Airport parking or rental car parking, receipt necessary for reimbursement.
CAR RENTAL: Rental car expense, receipt necessary for reimbursement.
REGISTRATION: Out-of-pocket registration paid by traveler.
OFFICIAL FUNCTION: Entertainment expense must be itemized on back of worksheet, receipt necessary for reimbursement.
MISC: For expenses that do not fall under the other categories but must be itemized and receipts are necessary for reimbursement.
Procurement Card
The department now has the authority to obtain goods and services utilizing the State Procurement Card. These cards are kept in the safekeeping of Purchasing personnel and Staff Assistants and can be used by the authorized personnel ONLY. It is a criminal offence to use another person's procurement card. In the event a procurement card purchase is being made, the purchasing office will determine same. You are still required to submit the proper paperwork to the purchasing office (RI, SOS, RQ) along with proper documentation and signature authority from the DMO or PI. All accounts can be utilized using the Procurement Card .
Staff Assistants
The department has now authorized Staff Assistants to make purchases for their respective faculty members. All guidelines listed above MUST be followed irrespective who is making the purchase. All forms must be filled out properly before orders are placed and Dept's accounting principles strictly adhered to.
Html by Hong Zhou, Ph.D. , (please email me for corrections) 4/14/98, last modified 4/20/98
Revised 3/28/99, Walter Harvey.