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OFFICE OF RESEARCH
Department of Research Enhancement and Compliance Services
Linda M. Gardiner, Ph.D. Director
Seed Grant ProcurementWorkshop
June 17, 2010
DEPARTMENT OF RESEARCH ENHANCEMENT AND
COMPLIANCE SERVICES
Website
http://www.tsu.edu/pages/2684.asp
Seed GrantsThings To Remember
• In house state funded program administered by the Department of Research Enhancement and Compliance Services.
• Ms. Kimbler Lofton – Office Administrator (Ext. 4245) Hannah Hall #230• Funds must be encumbered by April 30, 2011
• Progress Report Due Date: January 31, 2011
• Final Report Due Date: May 30, 2011
Categories of Procurement
• Purchasing Equipment, Supplies, commercial services
• Hiring Graduate, Undergraduate and/ or Clerical Assistant
• Hiring a Consultant
• Traveling on Behalf of the University
Items Needed To Purchase Equipment, Supplies and
Commercial Services• Requisition (Vendor’s information ie. Vendor ID#)
• Quote from the vender
• W-9 form for venders not in TSU system
• 3 Bids or Sole Source Document ($5,000< purchases)
~In house form
~Letter/ statement from vender
Items Needed To Hire a Graduate/ Undergraduate/Clerical Assistant
• Application for Employment Packet from HR (If not already on file)
• Copy of Driver’s License
• Copy of Social Security Card
• PA Form
Note: ~ PA form must be submitted 1 month in advance of expected pay date. ~ Employees should not be allowed to start work until they have been formally engaged and they have completed orientation with HR ~ Students must enter their time on time web entry each month by the specified deadline.(students should not work hours beyond allotted pay – PI will be held accountable)
Items Needed To Hire Consultant
• Requisition (SS# is require if the consultant doesn’t have tax or vendor ID number)
• Consulting/ Other Professional Service Agreement Form (Completed and signed by Provost prior to start date)
• Consulting/Other Professional Service Report and Payment Request for services rendered Form
• Request for Payment Guidelines Form
• W-9 form to be completed by consultant
Items Needed To Travel• Authority To Travel Form (Must be approved before leaving)
• Requisition (Receipt of Payment for Registration before departure)
• Travel Voucher (Reimbursement Document)
• Supporting Documents ~CWT Almeda Travel / Carlson Wagonlit Travel Itinerary or Air Travel Invoice/ Receipt (713)592-8000 ~Hotel Quote/ Paid Receipt ~ Registration Fee Documentation ~Ground Travel Receipts ~Parking Receipts
Note: Specific allowances for food and hotel Refer to the Federal: Domestic Per Diem Rates
Procurement Process• Complete Paperwork sign and obtain necessary
signatures
• Forward to the Department of Research Enhancement and Compliance Services
• Online Entry Into The System By Ms. Lofton
• Online Approvals By: ~Director of Research Enhancement and Compliance Services, Provost ~Provost and President – Foreign Travel
Procurement Process Con’t
• Purchasing Department Generates a Purchase Order (PO) Number and Document
• PO document is forwarded to the vender • Vendor forwards invoice to the Accounts
payable department• Goods are received• Accounts Payable forwards check to vender
Procurement ServicesDepartment
HH #333
Gregory Williams, Executive Director of Procurement
Services, ext 1962, • Purchasing
Alan Phillips, Manager, ext. 7280
Thomas Britt, Staff, Buyer, ext. 4350
Rhonda Carroll, Staff, Buyer, ext. 7239
• Accounts Payable
Melanie Dumas-Jackson, Supervisor ext. 7162
Sylvia Washington, AP Specialist, ext. 4364
Seleta Bruton, AP Specialist, ext. 4352
Lesley Anderson, AP Specialist ext. 7868
Procurement ServicesDepartment
continued
• Procurement Services Travel Office
Jewel Rahimizadeh, Travel Coordinator
ext: 7050
Research Compliance
For Research That Involves the Use of Radiation, Animals and/ or
Human Subjects
Contact:
Tequerio Banks, Project Coordinator
Ext. 4301