Miscellaneous Forms

Departmental Exit Form for Postdoctoral Fellows and Visiting Scholars (PDF, 157 KB, updated 12/7/07)

Financial Forms

Guidelines for Reimbursement (updated 3/3/08)

T & E Reimbursement Forms: The T & E form is used for any travel and/or entertainment, including lunches for guests on campus. (links to forms on Financial Services website)

• T & E Report Form
  • PDF Format (01/08 revision)
  • Excel Format (01/08 revision)
•  Visitor's T & E Report Form
  • PDF Format (1/08 revision)
  • Excel Format (1/08 revision)
• Travel & Entertainment Policy Exception Form
  • PDF Format
  • Excel Format
• Standard Exception form (for McCormick) - MUST BE ON GOLDENROD PAPER - copies of this form can be found in the ChBE department office
  • PDF Format (111.79 K, revised 11-13-07)

Non-Travel Expense Report Form: Reimbursement form for purchases of supplies not relating to travel. This form is not to be used for entertainment. (links to forms on Financial Services website)

• Excel Format
• PDF Format

*REVISED* Chemical Engineering Purchase Order Form (Excel file, updated 5/10/07) - PLEASE LIST THE DATE ON WHICH YOUR ORDER WAS PLACED ON THE PURCHASE ORDER FORM IN THE TOP LEFT CORNER

Vendor Code Request Form (PDF)

Instructions for Purchasing and Reimbursements

The Purchase Order Process in Brief
Purchase Order Forms
Checking Out Purchase Order Numbers
Ordering Lab Supplies and Equipment Reimbursements

The Purchase Order Process in Brief

• You check out a purchase order number. (Details are provided below.)
• You call in your order, giving the vendor the purchase order number, including the alpha prefix.
• The financial assistant enters the order in EPS (The Electronic Processing System).
• You receive the order.
• Attach the packing slip to the purchase order and put it in Noreen’s mailbox, or send an e-mail (including the P.O. number) to the financial assistant confirming receipt of goods or services.
  • If the order or part of it are back ordered for more than a week, submit the purchase order, noting those items that are back ordered. Submit packing slips as parts of the order arrive.
• The packing slip or e-mail is matched with the invoice and the invoice is paid.

Purchase Order Forms

• Purchase Order forms are available electronically on the department website (see link above).
• Fill out the forms as completely as you can and have your advisor sign them.

Checking Out Purchase Order Numbers

• Area 350 accounts are in the red binder.
• Area 510 (CENPD700) and 520 (CENPD900) accounts are in the green binder.
• Record the date, vendor, your name, and your extension in the binder.
• If there is a change in vendor after the PO# is checked out, you must notify the financial assistant immediately to correct the log book.
• Please note that you need a purchase order number any time you are requesting money from the university. This includes travel and non-travel reimbursements.

Ordering Lab Supplies and Equipment

• Typically, you will phone in the order or enter it on-line.
• If the vendor requests a fax of the purchase order, then please note the fax number on the purchase order and put a check mark in the “fax” box. The purchasing department will fax an official purchase order to the vendor. Do not FAX the departmental PO to the supplier yourself. This is not an official PO. However, if you have done business with a vendor who will accept an unofficial purchase order and you need to fax it in order to get next-day delivery go ahead and do so. In this case, make it clear that you’ve already faxed it, so you don’t get a duplicate order.
• If you have an e-quote that needs to be faxed with the purchase order, be sure to attach it to the purchase order.

Reimbursements

• In order to be reimbursed by Accounts Payable you will need to complete a Vendor Code Request Form. These forms are available in my office. They are not available on-line. It is recommended that you use the department address rather than your home address. You will receive payment more quickly and you don’t have to complete a new form if you change residences.
• There are two types of reimbursement forms for university employees: Travel Expense Reports and Non-Travel Expense Reports (available on this page).
• Check out a purchase order number and write it on the upper right-hand side where it says “Payment Request Number” on Travel Expense Reports or “PD#” on the non-travel forms. You do not need to complete a purchase order.
• Receipts need to be taped completely on all four sides to an 8 ½ x 11 sheet of paper. (This is because people who approve these need to make copies.) Several receipts can be attached to one sheet of paper.
• If you traveled to a foreign country, please note the exchange rate on the first receipt and convert the currency to dollars on all receipts.
• Pre-travel expenses, such as registration and airline tickets, cannot be reimbursed before the travel takes place; however, registration can be prepaid on a purchase order. Please allow three weeks for processing.

Updated 10/10/05