Lab and Office Expense Receipts and Other Paperwork

In order to ensure faculty accounts and grants are not over - or under-charged, it is imperative that:

• We receive copies of all lab supply orders (requisitions, purchase orders, PCard statements, etc.) to verify charges
• We receive packing slips to attach to original orders
• You advise us when orders are charged
• You advise us when items are backordered (in writing or via email)
• You advise us when items are returned for credit or replacement
• All submittals must include the 6-digit short code used

Orders need to be verified because these types of mistakes occur:

• Other labs or prime vendors can accidentally charge to any short code
• Prime vendors sometimes overcharge on quantity or per item basis
• Charges are sometimes duplicated
• Prime vendors sometimes overcharge for shipping
• Anticipated credits are never received
• Purchase orders are accidentally charged to the incorrect short code
• Vendors sometimes use the wrong PO number on invoices which can delay payment for several months. Sometimes payment isn't made until after a grant is closed

Other

When a grant ends, it is imperative that a substitute short code is given to any "core service areas," i.e. BRCF Enzyme Core, Invitrogen, Cryogenic Gas, Fisher, Sigma