Orders for Supplies and Equipment
Except in emergency situations, all orders will be placed, including office, computer, and lab supplies, on Monday of each week.
· Please fill out the attached order form for all items you wish to purchase; you may also photocopy the relevant pages from a product catalog and attach these to the order form.
· Please remember to include the appropriate fund number/grant on your order form.
· A list of the Washington University preferred vendors from whom we order electronically is attached; when possible, please use these vendors.
· Please place your orders in the “Order Inbox” on top of the refrigerator in the front of administrative cubicle. You do not need to tell when you place an order in the box.
· Computer equipment ordered from grants requires a written justification.
· Written quotes are required for all items, including repairs, costing more than $500.
· If you purchase an item on your own and are requesting reimbursement for the purchase, you must submit an original receipt.
Animal Orders
Except in emergencies, all orders for animals will be placed on Tuesday afternoon. Please provide all necessary information for animal purchases (e.g., vendor, species, sex, age) by 12 PM on Tuesday; again, this information should be written and placed in the “Order Inbox” on the refrigerator.
Travel Report Processing
The travel reports will be processed at least once per week. There will be no expedited or emergency travel reimbursements.
· The university encourages travel advances to cover up-front travel expenses; please take advantage of this offer whenever possible.
· Travel advances to cover conference registration, airline tickets, and hotel deposit may be requested at the time these expenses are incurred.
· A cash travel advance to cover anticipated hotel expenses, food, ground transportation, and incidental expenses will not generally be approved more than 14 days before your trip.
· Please place all written requests for travel advances in the “Order Inbox”
· Upon returning from your trip, please fill out a travel expense report and place it in the “Order Inbox”. Please tape (not staple) ORIGINAL receipts to an 8½” x 11” piece of paper, single sided only, in chronological order. Use multiple pages if necessary.
· Please note that original, itemized restaurant receipts are required for business related meals; All social expenses are routed through the MIR business office for the chairman’s approval.
Forms
Policy Statement For Travel Advances and Expenses
Washington University Preferred Vendor List
1. CEE KAY SUPPLY, INC
2. CORPORATE EXPRESS
3. FISHER SCIENTIFIC
4. GRAINGER, INC
5. SIGMA ALDRICH, INC
6. VILLA LIGHTING SUPPLY
7. VWR INTERNATIONAL
