OFFICE OF RESEARCH

Department of Research Enhancement and Compliance Services

Linda M. Gardiner, Ph.D. Director

Seed Grant ProcurementWorkshop

June 17, 2010

DEPARTMENT OF RESEARCH ENHANCEMENT AND

COMPLIANCE SERVICES

Website

http://www.tsu.edu/pages/2684.asp

Seed GrantsThings To Remember

• In house state funded program administered by the Department of Research Enhancement and Compliance Services.

• Ms. Kimbler Lofton – Office Administrator (Ext. 4245) Hannah Hall #230• Funds must be encumbered by April 30, 2011

• Progress Report Due Date: January 31, 2011

• Final Report Due Date: May 30, 2011

Categories of Procurement

• Purchasing Equipment, Supplies, commercial services

• Hiring Graduate, Undergraduate and/ or Clerical Assistant

• Hiring a Consultant

• Traveling on Behalf of the University

Items Needed To Purchase Equipment, Supplies and

Commercial Services• Requisition (Vendor’s information ie. Vendor ID#)

• Quote from the vender

• W-9 form for venders not in TSU system

• 3 Bids or Sole Source Document ($5,000< purchases)

~In house form

~Letter/ statement from vender

Items Needed To Hire a Graduate/ Undergraduate/Clerical Assistant

• Application for Employment Packet from HR (If not already on file)

• Copy of Driver’s License

• Copy of Social Security Card

• PA Form

Note: ~ PA form must be submitted 1 month in advance of expected pay date. ~ Employees should not be allowed to start work until they have been formally engaged and they have completed orientation with HR ~ Students must enter their time on time web entry each month by the specified deadline.(students should not work hours beyond allotted pay – PI will be held accountable)

Items Needed To Hire Consultant

• Requisition (SS# is require if the consultant doesn’t have tax or vendor ID number)

• Consulting/ Other Professional Service Agreement Form (Completed and signed by Provost prior to start date)

• Consulting/Other Professional Service Report and Payment Request for services rendered Form

• Request for Payment Guidelines Form

• W-9 form to be completed by consultant

Items Needed To Travel• Authority To Travel Form (Must be approved before leaving)

• Requisition (Receipt of Payment for Registration before departure)

• Travel Voucher (Reimbursement Document)

• Supporting Documents ~CWT Almeda Travel / Carlson Wagonlit Travel Itinerary or Air Travel Invoice/ Receipt (713)592-8000 ~Hotel Quote/ Paid Receipt ~ Registration Fee Documentation ~Ground Travel Receipts ~Parking Receipts

Note: Specific allowances for food and hotel Refer to the Federal: Domestic Per Diem Rates

Procurement Process• Complete Paperwork sign and obtain necessary

signatures

• Forward to the Department of Research Enhancement and Compliance Services

• Online Entry Into The System By Ms. Lofton

• Online Approvals By: ~Director of Research Enhancement and Compliance Services, Provost ~Provost and President – Foreign Travel

Procurement Process Con’t

• Purchasing Department Generates a Purchase Order (PO) Number and Document

• PO document is forwarded to the vender • Vendor forwards invoice to the Accounts

payable department• Goods are received• Accounts Payable forwards check to vender

Procurement ServicesDepartment

HH #333

Gregory Williams, Executive Director of Procurement

Services, ext 1962, • Purchasing

Alan Phillips, Manager, ext. 7280

Thomas Britt, Staff, Buyer, ext. 4350

Rhonda Carroll, Staff, Buyer, ext. 7239

• Accounts Payable

Melanie Dumas-Jackson, Supervisor ext. 7162

Sylvia Washington, AP Specialist, ext. 4364

Seleta Bruton, AP Specialist, ext. 4352

Lesley Anderson, AP Specialist ext. 7868

Procurement ServicesDepartment

continued

• Procurement Services Travel Office

Jewel Rahimizadeh, Travel Coordinator

ext: 7050

BANNER TRAINING

Rena Robinson, Systems Administrator

ext. 7646, HH #137

HUMAN RESOURCES

Carolina Velasco, HR Assistant, ext 7520

Research Compliance

For Research That Involves the Use of Radiation, Animals and/ or

Human Subjects

Contact:

Tequerio Banks, Project Coordinator

Ext. 4301

Research Week 2011

• April 4 -8, 2011

• All Seed Grant recipients will be required

to present their research