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RELOCATION FLOW CHARTRELOCATION FLOW CHART Procurement UNIVERSITY OF CALIFORNIA, RIVERSIDE Is the...
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RELOCATION FLOW CHART Procurement UNIVERSITY OF CALIFORNIA, RIVERSIDE Is the relocation service being offered to a new faculty, executive, or staff member? ROLE: DEPARTMENT Review Campus Policy #650- 32 for allowable and disallowable moving expenses STAFF ROLE: DEPARTMENT Review Regents Policy #7710 for allowable and disallowable moving expenses EXECUTIVE FACULTY ROLE: DEPARTMENT Prepare a Purchase Requisition including the following entries: budget to be charged, present address, new address (if known), anticipated moving date, telephone numbers (home and office) where the employee can be reached, and the signed appointment letter. PR may then be sent to Procurement Service Department. NOTE: - T he requisition should be prepared as early as possible, but not later than 30 days prior to the anticipated date of the move. - Faculty generally has N O LIM IT for relocation services, Central Funding will fund up to $10,000 towards the move. - Buyer may accept a Letter of Intent (LOI) if exceptional approval justification is provided. ROLE: DEPARTMENT Prepare a Purchase Requisition including the following entries: present address, new address (if known), old and new address for lab (if applicable), anticipated moving date, departmental contact name/number, telephone numbers (home and office) where the appointee can be reached, and the signed offer letter . PR may then be sent to Procurement Service Department. NOTE: - T he requisition should be prepared as early as possible, but not later than 30 days prior to the anticipated date of the move. - Executive generally have N O LIM IT for relocation services unless stated by Chancellor O ffice representative ROLE: DEPARTMENT Prepare a Purchase Requisition including the following entries: budget to be charged, present address, new address (if known), anticipated moving date, telephone numbers (home and office) where the employee can be reached, and the signed appointment/offer letter. PR may then be sent to Procurement Service Department. ROLE: DEPARTMENT Review CampusPolicy #650- 31 for allowable and disallowable moving expenses NOTE: - T he requisition should be prepared as early as possible, but not later than 30 days prior to the anticipated date of the move. - D epartment established budget M U ST BE provided by Buyer inquiry ROLE: PROCUREMENT PR received and reviewed by Buyer - Buyer ensures that requested information is provided along with the signed appointment/offer letter is attached - If applicable, Buyer reviews to Exceptional Approval attachment for signature of the proper authority -STAFF: D epartment H ead -FACULTY: Dean of the corresponding School -EXECUTIVE: Chancellor Office Rep. - If applicable, Buyer communicates the set budget, and appropriate measures in a case of budget exceeding ROLE: PROCUREMENT Buyer encumbers P.O. followed by a Change Order with specified BURGESS MOVING AND STORAGE quoting. - Upon evaluating the initial PR, if all documentation is in order Buyer will initiated a P.O. with an estimate to the future services. - After receiving quotation from UCOP supplier Burgess, Buyer will issue a CH with the specified amount. ROLE: PROCUREMENT Invoice is recieved, Buyer will then perform an all-inclusive audit. - Buyer is to evaluate all existing charges to ensure that they are appropriate to the corresponding Policy and/or accounted for within the Exceptional Approval. ROLE: PROCUREMENT Generate an email to the appropriate representative with the request for a signature, include Accountant Analyst(s); Christopher Baxter and/or Miesha Collins ([email protected]). - FOR STAFF: Signature required by the associated D ean - FOR FACU LT Y: Signature required by the D epartment H ead - FOR EX ECU T I VE(S): Signature required by Chancellor and/or appointee executive ROLE: PROCUREMENT Invoice will then be scanned, scan copy is to be attached to the PO. Hard copy is to be delivered to Accounting Services.
Transcript of RELOCATION FLOW CHARTRELOCATION FLOW CHART Procurement UNIVERSITY OF CALIFORNIA, RIVERSIDE Is the...
RELOCATION FLOW CHART ProcurementUNIVERSITY OF CALIFORNIA, RIVERSIDE
Is the relocation service being offered to a new faculty, executive, or staff member?
ROLE: DEPARTMENT
Review Campus Policy #650- 32 for allowable and disallowable m oving expenses
STAFF
ROLE: DEPARTMENT
Review Regents Policy #7710 for allowable and disallowable m oving expenses
EXECUTIVEFACU LT Y
ROLE: DEPARTMENT
Prepare a Purchase Requisit ion including the following entries: budget to be charged, present
address, new address (if known), anticipated moving date, telephone numbers (home and office) where the employee can be reached, and the signed appointment letter. PR may then be sent to Procurement Service
Department.
N OT E: - The requisition should be
prepared as early as possible, but not later than 30 days prior to the anticipated date of the move.
- Faculty generally has N O LIM IT for relocation services, Central Funding will fund up to $10,000 towards the move.
- Buyer may accept a Letter of Intent (LOI) if exceptional approval justification is provided.
ROLE: DEPARTMENT
Prepare a Purchase Requisit ion including the following entries: present address, new address (if
known), old and new address for lab (if applicable), anticipated moving date, departmental contact
name/number, telephone numbers (home and office) where the appointee can be reached, and the signed offer
letter. PR may then be sent to Procurement Service Department.
N OT E: - The requisition should be
prepared as early as possible, but not later than 30 days prior to the anticipated date of the move.
- Executive generally have N O LIM IT for relocation services unless stated by Chancellor Office representative
ROLE: DEPARTMENT
Prepare a Purchase Requisit ion including the following entries: budget to be charged, present
address, new address (if known), anticipated moving date, telephone numbers (home and office) where the
employee can be reached, and the signed appointment/offer letter. PR may then be sent to Procurement Service
Department.
ROLE: DEPARTMENT
Review Campus Policy #650- 31 for allowable and disallowable m oving expenses
N OT E: - The requisition should be
prepared as early as possible, but not later than 30 days prior to the anticipated date of the move.
- Department established budget M UST BE provided by Buyer inquiry
ROLE: PROCUREMENT
PR received and reviewed by Buyer
- Buyer ensures that requested information is provided along with the signed appointment/offer letter is attached
- If applicable, Buyer reviews to Exceptional Approval attachment for signature of the proper authority- STAFF: Department Head- FACULT Y: Dean of the corresponding School - EX ECUT I VE: Chancellor Office Rep.
- If applicable, Buyer communicates the set budget, and appropriate measures in a case of budget exceeding
ROLE: PROCUREMENT
Buyer encum bers P.O. followed by a Change Order with specified BURGESS M OVIN G AN D
ST ORAGE quoting.
- Upon evaluating the initial PR, if all documentation is in order Buyer will initiated a P.O. with an estimate to the future services.
- After receiving quotation from UCOP supplier Burgess, Buyer will issue a CH with the specified amount.
ROLE: PROCUREMENT
Invoice is recieved, Buyer wil l then per form an all- inclusive audit .
- Buyer is to evaluate all existing charges to ensure that
they are appropriate to the corresponding Policy and/or accounted for within the Exceptional
Approval.
ROLE: PROCUREMENT
Generate an em ail to the appropr iate representat ive with the request for a signature,
include Accountant Analyst(s); Chr istopher Baxter and/or M iesha Coll ins
- FOR STAFF: Signature required by the associated Dean
- FOR FACULT Y: Signature required by the Department Head
- FOR EXECUTIVE(S): Signature required by Chancellor and/or appointee executive
ROLE: PROCUREMENT
Invoice wil l then be scanned, scan copy is to be attached to the PO. H ard copy is to be delivered
to Accounting Services.
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