Procedures

When Purdue switched to OnePurdue, the university updated the many required business forms.  I have received a number of requests lately for reimbursements for purchases and travel that have included incomplete paperwork.  I will individually contact you to let you know what else you need to file in order to process your reimbursement.  For the rest of you, please refer to these guidelines for any purchases or travel requests that you intend to make during the remainder of the year.  If you have any questions or concerns, please contact me via e-mail or 496-3590. 
 
Thanks!
Amy
 
Purchases
1. Complete the attached purchase requisition form (purchase_req.xls), which approves the purchase of items, regardless of the payment method listed below.  Fill out all highlighted areas.
2. If you plan to use the department credit card to purchase items, bring the completed purchase req form to me or Chris Ramsey in MRGN 120.  One of us will assist you with checking out the card.  Please note that you MUST return the credit card by 5PM.
3. If you paid for the item and require reimbursement, complete the attached reimbursement form (Form_PC.xls), which approves reimbursement. 
    - Fill out all highlighted areas.
    - Attached ORIGINAL receipts.  If you do not have the original, complete the appropriate Missing Receipt form that I've attached.
    - Submit both completed forms along with your receipts and signatures to me.
4. Upon receipt of shipped items, send the packing slip to either Chris Ramsey or me.  The business office needs this form to reconcile the order.
 
Travel - to/from middle schools
1a. Fellows: complete the attached Form_25.xls.
1b. Teachers: complete the attached Form_PC.xls.
2. Either use the appropriate distances in the distances_2006.xls spreadsheet or leave the mileage column blank for me to complete.
3. Please note that the grant will only reimburse trips made to/from schools and other approved locations.
    - If you drive somewhere other than one of the schools, you will need to use 1201 West State Street, W. Laf, IN 47907 as your starting and ending point. 
    - This rule was set forth by the travel department.  They only recognize one home base as the starting and stopping points; in this case it is the Burton Morgan building. 
    - Please use mapquest.com for mileage.  The travel department will use mapquest to audit the travel forms.
4. Submit the completed form, along with your signature to me.
 
Travel - other
Fellows and Faculty/Staff
1. Complete the attached Form_17.xls.
2. Upon return, complete the attached Form_25.xls along with travel receipts (hotel, ground transportation, airfare, etc.)
 
Teachers:
1. Complete the attached Form_PC.xls.
2. Upon return, submit travel receipts (hotel, ground transportation, airfare, etc.).
 
Finally, I would appreciate it if you would send me a quick note letting me know if several weeks have passed without the funds having posted to your account.  We want to make sure that you do indeed receive your reimbursement and we will not be aware of any problems unless you tell us.  If you have any questions, please do not hesitate to contact me at 496.3590