Equipment & supplies

Property, space & equipment

Refer to the following policies by topic:

• 505-01 Equipment Acquisition for a Sponsored Project
• 505-02 Donated or Loaned Property
• 505-03 Property Management
• 505-04 Space Rental and Equipment Use Fees for Research
• 505-05 Disposal of Equipment Acquired with Federal Funds

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How do I get reimbursed for out-of-pocket expenses?

See RSP 506-01 : Expense Documentation for Sponsored Projects.

Non-travel

• Save all receipts from out-of-pocket purchases. Receipts must be itemized.
• Submit receipts, along with a Request for Check form (PV), to Accounts Payable

Travel

• Save all receipts from out-of-pocket purchases while traveling. Receipts must be itemized.
• Submit receipts, along with the Travel Claim, to Travel Reimbursements.

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Purchase requests

Handle personally or designate an authorized signer to:

• Review PO or RX transactions online and appropriate offline forms (transactions are entered/completed by a designated admin. staff in your unit)
• Approve documents online and sign the offline forms

Forward or designate someone to forward screen prints of documents plus the backup to the director of fiscal and business services (ADM A213, Mail Code 2703). Note: The Advantage system will automatically route on-line documents if they are error-free.

The director of fiscal and business services will:

• Review the request/order, award conditions, and budget
• Approve the document online
• Forward backup documentation either to the originating department or to Payables and Reimbursements

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Cash advances

Select a sponsored project cash advance fund custodian to apply for and administer cash advances in concert with ORSPA Sponsored Projects Accountants, Business Services, Cashiering Services, and Payables & Reimbursements.

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