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.