College of Nursing

Purchasing Policy

 

Policy Title: PURCHASING , TRAVEL, and REIMBURSEMENTS
OVERVIEW for FACULTY and STAFF

Effective Date: SPRING 2008

Policy Overview

This policy provides a brief overview of the purchasing and travel reimbursement processes, and the locations where supplies are maintained. Payment for supplies, equipment, and travel expenditures for College business represents important uses of College resources. Faculty, staff, and administrators support the College's value statement about fiscal stewardship. College policies related to expenditures of funds for materials to support College programs and research are based on the UMSL Business Policy and Procedures Manual and the UMSL Collected Rules and Regulations.

Procedures

The Dean of the College of Nursing has the final approval in the purchasing of all items. Associate and Assistant Deans, Drectors, and Coordinators, can support the approval authorization. Each program has an administrative assistant, who can assist with locating and completing the proper paperwork necessary to complete for requesting approval of purchases, travel, and reimbursements.

Common and widely used on-hand office supplies, (binder clips, paperclips, pens, pencils, paper, notebooks, letterhead, envelopes, etc.), can be found in the 1st floor, administration suite's copy room, in small supply. A request to the administrative assistant, in one's area or program, can assist faculty, with a larger inventory maintained on the 2nd floor, in the faculty/staff work room, and in the "vault", under lock and key.

A purchase request form for other supplies should be completed. Please allow a 3 to 4 week turn-around to receive materials that have been ordered. To obtain the form, sign in to MyGateway and go to MyOrganizations, click on Nursing Faculty/staff, click on Documents, click College of Nursing forms.

If supplies are needed immediately, please complete the purchase request form and let the appropriare associate dean know the request needs to be expedited. Rapid delivery will depend in part on the policies of the vendor.

A travel request form for Faculty and Staff should be completed before booking travel for which reimbursement is requested. A brochure of the conference or seminar should be attached. To obtain the form, sign in to MyGateway and go to MyOrganizations, click on Nursing Faculty/staff, click on Documents, click on College of Nursing forms. Please see the administrative assistant for fiscal affairs, or the Dean's Administrative Assistant if airfare or conference registration need to be placed on the College credit card.

Faculty members should determine the flight they wish to take and provide these details to the administrative assistant for fiscal affairs, or the Dean's administrative assistant, who maintain the college credit card. Early reservations usually result in the lowest airfares. Hotel reservations, and other expenses, must be paid by the traveler who may then submit an original, hotel invoice, with a zero balance, along with other receipts when requesting reimbursement.

A travel request form for students also is available on the MyGateway site for selected situations in which student travel will be reimbursed by the College.

Upon completing travel, faculty members should provide the program administrative assistant with the required receipts and they will prepare the reimbursement forms for the facultly member's signature. It is a requirement that a brochure of the conference or seminar be attached.

Travel reimbursement vouchers, related to mileage, airfare, lodging, other expenses, such as taxis, etc. can be found here. For the mileage reimbursement process it is required that you complete the travel reimbursement voucher with each address traveled to/from, along with printed MapQuest documentation attached.

NOTE: Reimbursements are normally processed through UMSL accounting services, and are paid as a direct deposit to an individual's account. Reimbursements that are 60-days or older from date traveled, are paid as a direct deposit to one's account, but paid through UMSL payroll. Reimbursements after 60 days are taxed.

Rationale:
To assure, direction, cohesiveness and ease of procedure related to supplies, and the purchasing experiences for faculty, staff, and students.

Related Procedures and links:

University of Missouri-St. Louis department index

The Procurement Website

Finance/Accounting Website(forms)

Policy is ___XX___ New ______ Revised

Policy is Proposed by: Administrative Team Date: February 18, 2008