Forms
All documents below require the department to identify the expenditure type. The expenditure type allows us to accurately identify the purchase/payment purpose to the award. For example, lab supplies should be selected if you are procuring or paying for a lab supply vs. another type of supply that is not directly related to the lab. Please review the expenditure type for each item and select the one that is most closely related to your order or payment.
Purchase Items and/or to establish a Purchase Order
A Purchase Requisition is required for all purchases of supplies and services, including subawards and any other procurement activity. Purchase requisitions should include quotes, where applicable.
Payables
A payment voucher is used to pay an invoice for one-time payments and/or miscellaneous items. A payment voucher should never be used in lieu of creating a Purchase Order for supplies or services.
Travel Advance/Travel Reimbursement
Travel Advances should be requested 3–4 weeks prior to traveling to ensure the advance is received well in advance of the travel. It is the traveler's responsibility to provide all receipts and submit them upon return.
Travel Advance / Travel Payment (reimbursement)
Tax Exempt Certificate
Prior to making any purchase, it is the PIs responsibility and that of their department personnel to ensure that this form is provided to every vendor when making any miscellanous purchase where a payment voucher or travel reimbursement will be submitted.
The RF has tax exempt certificates for the following states: New York, California, Florida, Kentucky, Massachusetts, New Jersey, Pennsylvania, Tennessee and Texas.
Please request the tax exempt form from Procurement for the state in which you are purchasing items.