A. PURPOSE
The purpose of this statement is to provide guidelines
for routing purchase and travel request on Contracts and Grants
and Institutional Trust Fund Accounts.
B. GENERAL GUIDELINES/APPLICABLE POLICIES
It is the responsibility of the Principal
Investigator, Project Director or Account Manager to secure
appropriate goods and services to satisfy the terms and conditions
of the award, gift, or activity and within the award period.
Only the following categories of cost require the
approval of the Contracts and Grants staff:
The aforementioned types of expenditures may require
agency approval or have certain restrictions which could cause
a liability, if not properly processed. Therefore, they require
review and approval based upon the terms and conditions of the
award.
All other categories of cost do not require Contracts
and Grants approval and request should be directed to the Purchasing
Department.
C. PROCEDURES:
Purchase and travel requests must be approved by
the Principal Investigator/Project Director or the responsible
account manager
Request should also have the appropriate approvals
for the category of cost (see sections on specific categories
of cost, i.e., equipment)
Purchase request and travel request for the categories
of cost listed above in Guidelines and General Policies must be
approved by the assigned accountant in Contracts and Grants
Purchase request and travel request for all other
categories of cost (i.e., 2300, 2600, 3500, 5000, etc.) do not require
Contracts and Grants approval and they should be forwarded directly
to the Purchasing Office. Scholarship request should be submitted
directly to the Financial Aid Office.
It is the responsibility of the Principal Investigator/Project
Director to only submit request for goods and services that
are allowable for the award and are within the award period.
Request for goods, services, and travel that are
found to be unallowable or outside the award period will be charged
against the Principal Investigator/Project Directors departmental
state fund budget if allowable or to other departmental funds.
There will be notification of any disallowed cost to Principal Investigator/Project Director, Dean, Department Head and Vice Chancellor.