5222008 SHOW ME THE MONEY

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SHOW ME THE MONEY!

• How to pay for equipment, supplies, travel, and
  contractors on your awards

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Procurement AP Info

• Ways to pay for Items on a Grant
• Purchasing Card
• Request to Purchase/Purchase Order
• Check Request
• Travel Expense Reimbursement Report
• Independent Contractor Agreements
• Local Business Expense Report
• Subcontractors

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Purchasing Cards

• Can be used for
• Supplies
• Travel
• Small Equipment
• NOTE A sponsored project should NEVER be the
  default account for your purchasing card!!

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Purchasing Card

• Need ORCA Approval For
• Purchases over 1,000
• Travel expenses
• Capital equipment
• Minor equipment, computers, software
• Dues and subscriptions (rarely allocable to a
  single project)
• How to get approval?
• Go to http//www.drexel.edu/procurement/images/Re
  searchForm.pdf

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Research Authorization Form

• Be sure to include
• PI Info as Requestor
• Fund, org, and account to be charged.
• Date you need to make the purchase on.
• Amount of purchase.
• A detailed description of what is being purchased
  and how it relates to the project.
• Attach quote (or quotes) if applicable.

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Research Authorization Form

• To process
• Complete form.
• Email to your Program Administrator (PA).
• After review, PA will forward to PI Anna
  Griffin, Associate Director of Purchasing.
• If your card limit needs to be increased, Anna
  will email you to let you know when it has been
  done so you can make the purchase.
• For more information go to the Procurement
  website.
• http//www.drexel.edu/procurement/

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Request to Purchase

• Used for allowable
• Purchases over 2,000.
• Equipment
• Computers
• Supplies

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Request to Purchase

• What needs to come with the request
• Orders over 2,000 but less than 2,500
• The quote from the selected vendor.
• Orders 2,500 but not over 5,000
• Must include the quote from the vendor.
• PLUS one additional verbal quotation attached as
  an additional document
• Orders over 5,000
• Three written quotes must accompany the request
  as attached additional documents.

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Request to Purchase

• Be sure to include
• Accurate vendor address and information.
• Fund number, org, and account to charge.
• Description of what you are purchasing.
• Total cost. Be sure to include shipping
  handling charges.
• Ensure that required signatures are on form.
• PI must always sign.

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The Purchase Order (PO)

• After your Request to Purchase goes through, it
  will become a Purchase Order.
• Each PO has a unique number that
• is the point of reference for all parties
  concerned in processing your order.
• you can view the status of the PO in Web Finance
  under Outstanding Encumbrances.
• you can also see if it hasnt been invoiced
  against when you look at the grant activity
  screen in web finance.

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Change Purchase Order

• A Change Purchase Order MUST include
• Purchase order number this is crucial!
• Department and to whose attention
• Current Date
• On the first line of the description field,
  state CHANGE NOTICE
• Describe the change required, that is, quantity,
  price, model , cost center change, etc.
• Current cost center number for the change
  especially if the change involves a monetary
  revision.
• Signature of PI and sometimes department head.

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Check Request

• On a Sponsored Project they may be used for
• Registration fees that are non-travel related.
• Payments to independent contractors.
• Honoraria.
• Foreign currency transaction payments.
• Wire transfer payments.
• Travel reimbursements for non-employees.
• Supplies.

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Check Requests

• Be sure to include
• Address of payee and information as to where to
  mail or pick up.
• Brief explanation of expense and relation to
  grant.
• Fund number, org, and account code to charge.
• PI approving signature.
• Preparer information so you can be reached if
  there are any questions or problems.

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Check Request

• Also used to pay Independent Contractors
• ONLY used for non-Drexel contractors and
  consultants
• Prior to submitting a check request, you must
  complete two additional forms
• Independent Contractor Agreement Form
• Independent Contractor Certification Worksheet.
• Forms are available on the ORCA website under
  Agreements
• http//www.research.drexel.edu/administration/Agre
  ements/Default.aspx

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Travel ExpenseReimbursement Report

• Used for
• Travel expenses for faculty, staff, and students
  travel.
• EACH individual MUST have their OWN report.
• When traveling, keep expenses separate so this
  process goes smoothly. (ie, meals, shuttle,
  hotel, etc.)
• DO NOT pay for others.
• If a charge is for multiple people is
  unavoidable, backup must be included detailing
  who it is for, and why the expense is combined.

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Travel ExpenseReimbursement Report

• Be sure to include
• Back up showing where trip was/why appropriate
  for project.
• MUST have itemized receipts. Especially for
  meals.
• Detail expenses by date.
• Include all expenses, prepaid and cost
  reimbursed.
• Affix all reciepts to a 8 ½ x 11 piece of paper.
• Traveler and PI signatures.
• Fund, org, and account to charge.
• Totals for each column and row.

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Travel Expense Reimbursement Report

• For more detailed information on travel policies
  and guidelines, go to the Travel Expense Tutorial
  at
• http//www.research.drexel.edu/administration/Trav
  el/docs/Sponsored_Project_Travel.ppt

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Travel ExpenseReimbursement Report

• PLEASE NOTE!!!
• A Travel Expense Reimbursement Report MUST be
  submitted even when reimbursement is not due to
  the Traveler.
• You can reference the Universitys Travel Policy
  at
• http//www.drexel.edu/depts/compt/procedures/trave
  lexp.html

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Local Business and Entertainment Expense Report

• Used for
• Authorized entertainment or business expenses
  incurred while conducting University business.
• Only for use within the Greater Metropolitan
  Philadelphia area
• Expenses include meals, transportation, parking
  and tolls. 
• Alcoholic beverages must be approved and
  separately itemized on the meal receipt.  Alcohol
  charges are unallowable for (cannot be charged
  to) sponsored projects

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Local Business and Entertainment Expense Report

• Please note
• You should neither gain nor lose personal funds
  while conducting business on behalf of the
  University.
• Cash advances are not permitted for local
  business and entertainment expenses.
• Each report must be approved by the direct
  supervisor of the person incurring the expense. 
  Individuals cant approve their own expenses.
• Expenses must be supported by original receipts
  or the customer's copy of the credit card
  receipt. Photocopies will not be accepted for
  reimbursement.

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Independent ContractorAgreement Form

• Need to describe in detail work to be performed
• Amount to be paid. Rate of Pay. Max. amount to be
  paid.
• Dates of work.
• COMPLETE ALL FIELDS.
• MUST be signed by Independent Contractor.
• MUST be signed by PI.
• MUST be signed by authorized official.

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Independent Contractor (IC)Certification
Worksheet

• Questionnaire to determine if contractor truly is
  an IC.
• Questions to be asked of IC.
• If answer no to any questions, HR may determine
  they should be an employee, not an IC.
• If there is a question, contact Nick Borelli to
  determine if IC status is appropriate.
• IC MUST sign.
• PI MUST sign.
• Dean or Director MUST Sign.

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Independent ContractorAgreement Form

• Authorized signatory levels are based on amount
  being paid to contractor. Levels are as follows
• Up to 2,500 Department Administrator
• 2,501 to 25,000 Department Head
• 25,001 to 100,000 Dean
• 100,000 to 250,000 Provost
• 250,001 and up President

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Subcontractors

• Only ORCA may issue a subcontract agreement.
• Normally initiated at the proposal stage using an
  Intent to Establish a Consortium.
• Set up to issue funding on a year to year basis.
• Usually between Drexel and another University or
  company.
• MUST be signed by an authorized official of both
  institutions.
• Margaret Vigiolto for Drexel.

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Subcontractors

• Provide ORCA with
• Budget.
• Statement of Work.
• Copy of the subcontractors Indirect Cost Rate
  Agreement if applicable.
• Contact information for Principal Investigator
  and sponsored project administration contact.

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Subcontractors

• Subcontractors are normally paid using a purchase
  order which will encumber the subcontracts
  budget on the project.
• Most are cost reimbursed. Sub will front the
  money for project expenses, then invoice Drexel
  for reimbursement.
• PI must sign the invoice to indicate approval and
  initiate payment processing.
• If a PO is not established, a subcontractor is
  paid using a check request. The dept. prepares
  the check request. PI signs and forwards to ORCA
  to process.

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Remember

• Send requests that involve a research fund
  (starts with the number 2) that need ORCAs
  approval to be processed to ORCA first. ORCA will
  send to Accounts Payable or Procurement.
• If you send to AP or Procurement first, the
  process will be delayed significantly.