As an employee there will be times when you will need to order items for projects or programs that you are working on. Leisha Manning (Ext. 5353) takes care of the majority of the purchasing for the Institute, but needs the appropriate information on what needs to be ordered before making a purchase.
An Expense Request Form (ERF) must be filled out before an order can be processed. (A sample of this form is included in the Forms section)
Required information on the ERF:
*MoCode – or multiple MoCodes if the cost is to be split
*Location of the item
*Description of item, including item # if appropriate
*Your name – or name of person requesting items
*Appropriate signatures – the ERF must be signed by your supervisor before giving it to Leisha
* Leisha will then get approval from Vim Horn or Carl Calkins signature before purchasing the requested items.
An ERF is also used if you receive a bill that needs to be paid, such as a registration fee, catering invoice, subscription renewals, etc. In addition to an ERF, items may be purchased using a ProCard. Please see the appropriate sections below concerning these options.
Please take your time to ensure the ERF is filled out correctly. The 1st time an ERF is not filled out correctly someone will work with you to make sure you understand how it needs to be filled out. The 2nd time an ERF is not filled out correctly the form will be returned to you and the order will not be processed until a correct form is submitted.
Many items can be ordered through a catalog (such as Staple, Office Max, etc.). Find your item and attach it to an ERF for Leisha to order. Leisha will order your item through the Electronic Purchasing site and it will usually arrive within a week.
If items cannot be purchased through the catalog, you will need to indicate on the Expense Request Form where you will be purchasing the items, including name of business, address, and telephone number, before giving the request to Leisha.
We are aware that emergency items may be needed before a given time period, please see Brandon King (Ext. 1694) to make appropriate arrangements. Remember, if everything is an emergency…then nothing is an emergency.
Tax Exempt As part of the University, we are tax exempt. If you are purchasing items, please remember to tell them you are tax exempt and take a copy of the Missouri Tax Exempt Letter with you. A copy of the Tax Exempt Letter can be printed off the website at:http://www.system.missouri.edu/uminfo/trv/tr108.htm
Sales tax exemption forms are also available for a number of other states. These forms are useful when traveling outside the State of Missouri. Using these will exempt you from sales tax on hotel and related travel expenses. If you have any questions please contact Brandon King (Ext. 1694).
Supplies For your convenience, general supplies are provided for everyday use and are located on the 5th floor copy room. Supplies located in the supply cabinet are basic supplies, like pens, notepads, folders, paperclips, etc, that are used on a daily basis, and should not be used when large quantities are needed. There is a clipboard provided where you need to write down your name, the supplies you are taking and to which account the supplies need to be charged. This will help in our inventory process. Additional supplies such as paper, mailing envelopes, letterhead, etc. are located in the copy rooms.
If you need a large quantity of supplies for a certain project, please plan ahead and go through Leisha Manning (Ext. 5353) to order the supplies you need.
While the quantity of supplies is reviewed once a week, there will be times when the supply is running low. If you notice the supply running low please notify Leisha so the appropriate items can be reordered.
ProCard Employees who make frequent purchases for business purposes can request a University purchasing credit card (called the ProCard). ProCard applications can be obtained from Brandon King (Ext. 1694). Upon approval from the Associate Director, your application will be sent to the Human Resources Department for official processing. You are responsible for the card, but the University is billed directly for the charges on a monthly basis. Before receiving your card you must go through a short training on the main campus. Once your application has been processed and Procurement has received your card they will contact you about scheduling a time for you to participate in the training.
The following are examples of appropriate items that may be purchased using a ProCard:
*Catering Charges (but not personal meals or restaurants)
The billing cycle runs from approximately the 25th – 26th of one month to the 24th – 25th of the next month. For example, the billing cycle for March 2015 runs from February 25th – March 24th. Brandon must have all IHD ProCards reconciled (the expenses assigned to a project/account) by the 9th of the following month (i.e. reconciled by April 9th) to be turned into accounting by the 10th.
To Use the ProCard:
Complete an Expense Request Form (ERF) for requested item(s) and obtain the appropriate signatures. 2. Purchase item(s) using your ProCard. 3. Submit ERF with receipt attached (please submit a copy too; original goes to project file and a copy for main ProCard file) to Brandon as soon as possible after the purchase date. 4. Brandon will reconcile the ProCard statements using the ERFs. You will not need to submit any other reports (i.e. transaction reports that are emailed to you) since she will have all the MoCodes from the ERF. 5. By the 6th of the month, Brandon will give you a copy of the ProCard Statement to obtain your signature for accounting. 6. Brandon will submit the signed ProCard statements by the 10th of the month to accounting. 7. ERFs will be given to Paula to file in the appropriate account file.
If necessary, someone who currently has a ProCard may make purchases for you. However, you must have a signed Expense Request Form (ERF) before the items can be purchased. Please make every reasonable effort to purchase items through Leisha before using this option.