Expenditure Guidelines for funding from RSPG, Hemingway, Hall Endowments and Bingham Research

To make purchases on campus:

Contact Betty at x7124 for the appropriate cost code to charge.

Please be sure to send copies all of receipts to Betty at MC 1004.

To make purchases off campus for under $100:

If you have a WSU purchasing card (p-card) you may use it and then send a copy of your p-card statement to Betty at MC 1004 to have the charges reallocated.

If you don't have a p-card (or your p-card is for travel only), purchases under $100 are reimbursed through petty cash. Petty cash forms are available from your department secretary. Once completed, either bring the form to Miller Administration Room 306 for a cost code and authorization signature or mail it to Betty at MC 1004 (and it will be mailed back to you). If you choose to mail the form, send copies of the receipts and keep your originals.

Once you have the cost code and authorization signature on the form, take it with your original receipts to the Cashier's Office in the Student Services Building. You do not have to go in person and may send a student or staff member on your behalf.

Note: WSU is exempt from sales tax. The tax exempt number is on the petty cash form and on all purchasing cards. Give this number to the vendor so you are not charged sales tax.

To make purchases off campus for over $100 but under $1,000:

If you have a WSU purchasing card (p-card) -

Use your p-card and then send a copy of your p-card statement to Betty at MC 1004 to have the charges reallocated. 

If you do not have a p-card (or your p-card is for travel only) -

If the credit card number can be given by phone, either ask your department secretary to have the item charged to her p-card or call Betty at x7124 to have the item charged to her p-card. If charged to your secretary's p-card, have her send a copy of her p-card statement to Betty at MC 1004 to have the charge reallocated.

If you plan to make multiple purchases and you don't have a p-card, you should apply for one (see http://departments.weber.edu/purchasing/Purchasing/obtaining.htm).  If you have a p-card for travel only, it can be expanded to include purchases and the default account changed to the one for your project.  If you are interested in doing this and your department chair approves, contact Betty at x7124.

If you plan to make only a few purchases and a credit card number cannot be given by phone, send an e-mail with all the details to bkusnierz@weber.edu and Betty will process a purchase requisition for you.

To make purchases off campus for over $1,000:

Send an e-mail with all the details to bkusnierz@weber.edu and Betty will process a purchase requisition for you. Alternatively your department secretary can process the requisition for you against the department account and then send the requisition number to Betty to have the purchase reallocated to your project account.

For information about bidding requirements see http://departments.weber.edu/purchasing/Purchasing/bidding.htm.