OFFICE OF RESEARCH Department of Research Enhancement and Compliance Services Linda M. Gardiner, Ph.D. Director Seed Grant Procurement Workshop June 17, 2010

DEPARTMENT OF RESEARCH ENHANCEMENT AND COMPLIANCE SERVICES Website

Seed Grants Things 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) ~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 Services Department HH #333 Gregory Williams, Executive Director of Procurement Services, ext 1962, Purchasing Alan Phillips, Manager, ext Thomas Britt, Staff, Buyer, ext Rhonda Carroll, Staff, Buyer, ext Accounts Payable Melanie Dumas-Jackson, Supervisor ext Sylvia Washington, AP Specialist, ext Seleta Bruton, AP Specialist, ext Lesley Anderson, AP Specialist ext. 7868

Procurement Services Department continued Procurement Services Travel Office Jewel Rahimizadeh, Travel Coordinator ext: 7050

BANNER TRAINING Rena Robinson, Systems Administrator ext. 7646, HH #137

HUMAN RESOURCES Carolina Velasco, HR Assistant, ext 7520

Research Compliance For Research That Involves the Use of Radiation, Animals and/ or Human Subjects Contact: Tequerio Banks, Project Coordinator Ext. 4301

Research Week 2011 April 4 -8, 2011 All Seed Grant recipients will be required to present their research