PROCUREMENT
Elizabeth Blake and Mary Jolliffe provides procurement services for the departments within the Biometric Knowledge Center, Virtual Medical Campus Center, The Office of Sponsored Programs, Alternative Fuels, NRCCE, Forensic Science Research Center, The Regional Research Institute and WVU Research Compliance.
Elizabeth & Mary provide group or individual procurement function training upon request
and serve as each others back-up.
Essential Service
Invoices to pay for Essential Services are forwarded to the EBO Procurement Contact from the Departmental Contact. The funding line and vendor code is written on the top left corner of a copy of the invoice.
If the invoice is forwarded to the EBO from the vendor, or from University Services, the EBO Procurement Contact faxes a copy to the Departmental Contact for approval (write ok and initial), funding and vendor code information then faxed back to the EBO for processing.
The WVU State Policy for essential services and WVURC Policy for essential services.
Employee Reimbursement
The Employee Reimbursement form is located at Payables Forms. This form is used to reimburse a WVU employee for out-of-pocket expenses for WVU business. Employees who have been issued a procard should use their card to make purchases and not cash or their personal credit card. If the employee is requesting reimbursement for hospitality, a hospitality form should also be submitted. This form is to be used for both State and WVURC.
Note: At the top of the employee reimbursement form you need to fill out the State Org. Name, State Org. Number & WVFIMS Document ID. Please always use the following information:
State Org Name: West Virginia University
State Org Number: 0463
WVFIMS Document ID: Leave this blank
Function Codes
The EBO maintains a list of the most appropriate function codes to be used for each of our departments. A department could have situations where they use a different function code, but typically the function of a department is unchanging, so one code for all transactions is appropriate. Contact the Procurement Unit in the REBO if you are unsure of what function code to use. It is extremely important to use the correct code.
The list below is a result of a January 2002 meeting that the EBO had with Jaimie Bunner, WVU Tax and Payroll Accounting Manager.
22403 – NRCCE Director’s Office
255 (Academic Administration)
22404 – NRCCE Resource Extraction
151 (Institutes and Research Centers)
22405 – NRCCE Fuel Utilization
108 (Departmental Administration)
22406 – NRCCE/NAFTC
202 (Public Service Sponsored) is the only one they use since they have a grant that is already labeled with the appropriate function code
22407 – NRCCE/MEPD
108 (Departmental Administration)
22408 – NRCCE/WVWRI
151 (Institutes and Research Centers)
22409 – NRCCE/NESC
202 (Public Service Sponsored)
22410 – NRCCE/TC
108 (Departmental Administration)
22411 – NRCCE/Analytical Lab
108 (Departmental Administration)
50201 – VP Res & Economic Development
401 (Institutional Support – Executive Management)
50202 – Assoc VP Res & Econ Development
411 (Institutional Support – Sponsored Projects Administration)
50203 – Expert Business Office off Research
255 (Academic Administration)
50204 – VP Res & Econ Dev Other Commitments
401 (Institutional Support – Executive Managment)
50301 – Biometrics Knowledge Center
151 ( Institutes and Research Centers)
50302 – Forensic Science Research Center
151 ( Institutes and Research Centers)
50303 – Virtual Medical Campus Center
151 (Institutes and Research Centers)
50401 – Office of Economic Development
401 (Institutional Support – Executive Management)
50402 – WVU Research Park
401 (Institutional Support – Executive Management)
50501 – Office of Research Compliance
401 (Institutional Support – Executive Management)
50601 – Office of Technology Transfer
151 ( Institutes and Research Centers)
50602 – Technology Transfer Legal Services
401 (Institutional Support—Executive Management)
50603 – Business Incubator
401 (Institutional Support – Executive Managment)
78501 – Regional Research Institute
151 (Institutes and Research Centers)
The function codes are rolled up into a higher-level called function classes. The classes group activities as defined by the Office of Management and Budget Circular A-21. This roll-up provides data for calculating the University facilities and administrative (F&A) cost rates. Incorporated into Circular A-21 are cost accounting standards required of the federal government.
Essentially the cost accounting standards mandate that there is consistency in reporting costs and allocating costs incurred for the same purpose and that there is an accounting of unallowable costs. Function is a tool in our accounting system that enables us to demonstrate the university compliance with these standards.
Hospitality
The Hospitality Form is typed by the Departmental Contact and forwarded to the EBO Procurement Contact for processing.
Intra-U
The Intra-U is typed by the Departmental Contact and forwarded to the EBO Procurement Contact.
Intra-University Transfer Scenarios (Instructions on transfer scenarios are not updated in some cases. Please contact Barb Harvey before submitting your paperwork to the EBO to make sure it is correct)
Miscellaneous Receipt
Note: To number your Intra-U use the first five digits of your units DA number and then sequential numbers of your choice. The first three digits of the DA represent the unit, the fourth and fifth digit represents the department. For example 224 represents NRCCE, 22409 represents NESC at NRCCE. The number on the Intra U could be 2240901, then the next one would be 2240902. Some people like to put their initials after the number i.e. 2240901-BH.
ProCard
ProCard: A REBO procurement card purchase form is typed in the unit, approved by the unit approver, and forwarded by e-mail, fax, or delivery to the EBO. The EBO Procurement Contact approves the transactions on the WVU Pro-card Systems.
- STATE Procard Form
- State Grant From
- WVURC Procard Form
- WVURC Administration and F&A Procard Form
- State Pro-Card Exception Sheet
- WVURC Pro-Card Exception Sheet
The REBO pro-card purchase form with supporting documentation must be received in the REBO within 48 hours after a purchase. The purchases appear on the pro-card system very soon after the purchase is made. Mary & Elizabeth have deadlines to verify purchases.
If there are purchases on the system, but nothing in the cardholders file regarding the purchase, this constitutes fraud according to the WVU pro-card project manager. If you absolutely do not have any receipt or other documentation, notify Mary or Elizabeth in writing within the 48 hour time period.
Proper Documentation
Proper Documentation: Proof of purchase may be any of the following items: Detailed cash register receipt, itemized invoice, and/or detailed purchasing card charge slip. If purchased from an Internet site, an e-mail or screen print containing the confirmation number, total amount paid, and “paid by VISA” is acceptable (“Paid by MASTERCARD” for WVURC purchases.)
If all you have available is a packing slip, it is acceptable to itemize what and how much for each item, write paid by visa or mastercard, and sign.
If you absolutely cannot obtain the proper documentation you must submit an exception sheet.
Intentional misuse of the state pro-card is considered a felony.
Note about Expiring Cards: We have had several people ask about the expiration date on their procard. The expiration date on your procard indicates a month and year. The actual expiration date is the last day of the month on the card. The card is automatically renewed. The REBO Procurement employees will notify you when your new card has arrived at the Controllers Office. We will give you a call after we pick the card up from One Waterfront Place.
Stringing
Stringing is the intentional manipulation of the ordering, billing, or payment process in order to circumvent the transaction limit on your procurement cards. If your order is more than $5,000 prepare an on-line requisition. Don’t divide the order into more than one credit card transaction just to avoid preparing the requisition. Contact the EBO Procurement Unit if you have any doubt about whether your purchases could be considered stringing.
Oracle Requistions
Requisitions are typed on the Oracle on-line system by the Departmental Contact, and forwarded to the EBO Procurement Contact. Most of the requisitions that we receive are for Service Agreements or Sub-Contracts. Call Barb Harvey if you have questions concerning the preparation requisitions, and the required attachments.
Service Agreements
Note: Attachments are sent to the EBO Procurement Contact.
Independent Contractor Determination – Service Agreement
The Employee Versus Independent Contractor Classification Policy can be found at the following web-site:
Subcontracts
Departments work directly with the Office of Sponsored Programs to initiate Sub-Contracts. OSP sends the requisition to the EBO Procurement Contact via the Oracle on-line requisition system. The EBO Procurement Contact faxes a copy of the requisition to the department to verify the information. The copy is faxed back to the EBO Procurement Contact.
Travel Reimbursement
The reimbursement form is typed in the department by the contact, and submitted to the EBO Procurement Contact with receipts attached.
Vendors Registration Form
Vendors Registration Form is typed by the Departmental Contact, then faxed or delivered to the EBO Procurement Contact.
EBO Fax: 293-2120
Vendor’s Invoice
Vendor’s Invoice Form is typed by the Departmental Contact and forwarded to the EBO Procurement Contact. The Departmental Contact initials and writes funding information at the bottom of the statement section on a copy of the invoice. Use a vendors invoice anytime that a vendor does not submit an invoice. Large companies should be submitting invoices. Do not use the vendors invoice for employee reimbursements.
Send one copy with WVU Research Corporation invoices, and two copies with State invoices.
How to obtain access to Oracle
Fill out the form at this website. Choose the RESEARCH EBO. The form will be forwarded to Tracy Reda for approval. Please choose the responsibilities on a need to know basis. Input responsibilities and HR Input or Inquiry are limited to the EBO employees.
How to request or change funding for a TID
In order to obtain a TID, liaisons will need to provide MTR w/ the either the project/task/award/exp. org or the GL funding string to which the TID is to be charged. Also, the name(s) in which the TID are to be issued will need to accompany the TID request. Once the funding and name information is obtained by MTR, a request will be submitted to create the proper DSN numbers, which are used for the telecommunications requests.
Quick checklist:
- Decide on funding (p/t/a/o or GL string [11.DA#.Fund#.Function Code.line item.99999999])
- Decide on name(s) for which TID will be issued
- E-mail funding information and name(s) to Tracy.Reda@mail.wvu.edu
- MTR verifies and submits request(s)
- Typically takes two weeks to obtain TID information
- MTR receives TID
- Contacts liaison(s) that TID have been received and mails to appropriate person(s)
In order to change the funding of a TID, e-mail MTR w/ the both the current funding and name(s), as well as the new funding to which billing is to be charged. Please add dates that new funding should take affect. In cases where large amounts of data need changed, arrangements can be made to expedite funding alterations. Contact MTR for details.
To obtain a personal TID contact Telecommunications directly.
How to request or change funding for a Postage Code
In order to obtain a postage code, liaisons will need to provide MTR w/ the either the project/task/award/exp. org or the GL funding string to which the postage code is to be charged. Once the funding is obtained by MTR, a request will be submitted to create the proper DSN numbers, which are used for the postage codes.
Quick checklist:
- Decide on funding (p/t/a/o or GL string [11.DA#.Fund#.Function Code.line item.99999999])
- E-mail funding information to Tracy.Reda@mail.wvu.edu
- MTR verifies and submits request(s)
- Once postage code received, notifies liaison of new postage code (within two to three days)
In order to change the funding on a postage code, e-mail MTR w/ both the current funding and the new funding to which billing is to be charged. Also include dates that new funding is to take affect. In cases where large amounts of data need changed, arrangements can be made to expedite funding alterations.