Administrative Guidelines
Administrative Guidelines
Reservations:
Bowen Hall Conference Room, Classroom, Auditorium, Atrium. Please review the guidelines for room use and contact Don Schoorman at dons@princeton.edu .
Telephone:
Contact Sheila Gunning, sheila@princeton.edu, 8-1575 for:
- New Numbers: To add or delete a phone number. Please allow up to two weeks for your request.
- Voice mail: For installation or deactivation.
- Long Distance: Questions regarding charges/tolls.
- Long Distance Codes: To obtain a long distance authorization code.
- Repairs: Please allow for response delays during some periods throughout the year.
FAX:
- General Fax: Room 305 Bowen Hall (copy room) fax number - (609) 258-6878
- Main Office: Room 321 Bowen Hall - (609) 258-1177
- Main Office: Room J303 Equad - (609) 258-1954
If you have any questions, please contact Sheila Gunning at 8-1575 (Bowen Hall) or Carolyn Arnesen at 8-4454 (EQuad).
Keys:
- There
is a $5.00 deposit per key and $10.00 proxy card fee (for the
Imaging & Analysis Center). Deposits are refunded upon key
and proxy card return. No key or proxy will be distributed without
written authorization. Key release forms may be obtained from
either Mary Monahan in Bowen Hall or Carolyn Arnesen in the
EQuad.
- Keys
for Bowen Hall will be distributed from 321 Bowen Hall by Mary Monahan, phone 8-6704, fax 8-1177,
mmonhan@Princeton.edu). Staff hours are from 9:00 a.m. to 5:00
p.m.
- Keys for the E-Quad will be distributed from J303 EQuad by Carolyn Arnesen, phone 8-4454, fax 8-1954.
Imaging and Analysis Center (IAC):
If you require access to the Imaging and Analysis Center (IAC) in Bowen Hall, you must see Nan Yao (Room 120) first to obtain an approval form which must be completed and signed by Nan, then presented in Room 321. A $10 refundable deposit is required for the issuance of all electronic keys to the IAC. Access to the building or areas within PRISM must be authorized by a faculty member otherwise access to certain areas may be denied.
Mail - Bowen Hall:
Campus mail may be deposited in the mail bin marked "campus mail" in the mailroom (305 Bowen). Campus mail pickup/delivery is usually between 10:00 and 11:30 Monday - Friday.
US Mail/Foreign Mail: US/Foreign mail may be deposited for pickup in the mail bin marked " US mail" in the mailroom (305 Bowen). US/Foreign mail pickup/delivery is usually between 11:30 and 12:30 Monday-Friday. For business related mail, please complete the orange Metering Request form. You may obtain the metering cards in the mailroom or from Mary Monahan in 321.
Deliveries:
All deliveries of mail and packages are made to the mailroom (305 Bowen). E-mails will be sent to all package recipients. Any letters/packages that are not appropriately marked are returned to the sender. Please be sure all incoming mail is properly addressed.
If you are expecting a package, please be sure to check the mailroom frequently.
Express Mail:
UPS: If you are shipping a package via UPS, please notify Sheila Gunning at 8-1575 (Room 321) for proper coordination. Most packages being shipped out should be brought to the E-quad mailroom for shipping.
FEDEX: Airbills are supplied in Room 321. Please be sure to supply an account number on the airbill in the section marked "Your Internal Billing Reference Information" PRIOR to shipping. Once the airbill is completed, you may drop the package in the FEDEX deposit box located at the intersection of E wing and A wing OUTSIDE the Engineering Quad. Pick up is once a day usually around 5:30 - 6:00 pm. Actual times may vary.
Data Connections:
Please contact Dan McNesby at 8-7052 or dmcnesb@princeton.edu to obtain an ethernet connection or for any issues concerning ethernet connections. For new connections, please provide a valid account number, room number, as well as the wall plate number and the type of equipment to be installed into that outlet. Please allow up to two weeks to process your request.
Bowen Auditorium, Conference Room and Classroom A/V Equipment and Portable Video Projector:
Please contact Don Schoorman at 8-0018 or dons@princeton.edu to reserve the projector and for technical assistance with the video projector or the A/V equipment in the Bowen Hall auditorium. The projector can be picked up in Room 321 Bowen Hall.
Copy Machine
Location: The PRISM photocopier is located in room 305 Bowen Hall and can be utilized for relatively basic copying jobs. If the copier runs out of paper, please notify Mary Monahan in Room 321.
Copy Code Assignment: Copy codes can be obtained by contacting Sheila Gunning at 8-1575. Please provide the account number that will be billed for the copies that will be made. Please allow 24 hours for obtaining a copy code.
Bowen Hall Building Maintenance:
Please contact Don Schoorman at 8-0018 or dons@princeton.edu for building maintenance requests.
General PRISM Purchasing Information:
All
forms are listed below.
Order Placement: Obtain any necessary Faculty/Grant Manager/Staff approvals before submitting the form to PRISM. Fill out the ordering form completely, including all vendor information. Whenever possible, complete it on-line and email the form to prismreq@princeton.edu . You can also print it out and mail or hand carry it to E-Quad J303 or fax it to 258-1954.
For orders $2500 and over, the Purchasing Department requires a vendor quote, and, either 3 Competitive Bids or a completed Sole Source Justification (SSJ) Form (see form below).
In addition to a completed ordering form, vendor quote and SSJ form (or three bids), Capital Equipment purchases require justification, including the following:
- If the equipment is itemized in the budget, indicate which item.
- If the purchase will be part of a general equipment budget, state how it relates to the proposed research.
- If a component of a larger budgeted piece of equipment, state the larger equipment item and how the component(s) will enhance the system.
For Urgent or Custom Orders which you plan to call in to the vendor, check the "Mark Confirming" box on the form and include a note in the comments section to have the PO number emailed to you. Reference the PO number when you contact the vendor to place your order. (Please do not place any order without first obtaining a PO).
Order pick-up:
Check your Ship To location (e.g. E-Quad, Room J309 or Bowen Hall Room 305) after a reasonable amount of time to see if your packages have arrived. Sign them out, and either mail or hand carry the packing slips to E-Quad J303 (placing them in tray outside door), or email prismreq@princeton.edu to indicate receipt of your order and initiate payment to the vendor.
For PRISM Purchasing, contact Carolyn Arnesen at prismreq@Princeton.edu
For MRSEC Purchasing, contact Soonoo Aria at saria@Princeton.edu
For MIRTHE Purchasing, contact Ginny Czarnecki at vczarnec@Princeton.edu
Office Max (Boise) Office Supplies
Submit office supply requests on a PRISM Ordering Form to Carolyn Arnesen (J303 E-Quad), or email them to prismreq@Princeton.edu
Basic office supplies can also be obtained from the E-Quad Stockroom located in the G-wing of the Engineering Quadrangle. An account number must be provided when picking up supplies from the stockroom.
General Information Links
- Capital Equipment
- Princeton University Terms and Conditions
- Competitive Bidding and Sole Source Justification
Sales Tax:
Accounts Payable has become very strict about reimbursing sales tax on purchases made outside of the purchasing process. If you purchase items on your personal credit card, pay with cash or a personal check, sales tax paid on your receipt will not be reimbursed. Please make sure to take a copy of the University's tax-exempt form with you to verify that the purchase is tax exempt. Typically you will need to leave the copy of the form with the store. Please note that some stores will not accept use of the tax-exempt form with a personal credit card. Taxes paid on purchases made while traveling (hotels, meals, car rental, etc.) will be reimbursed by the University. You may obtain a copy of the tax exempt form from Carolyn Arnesen at 8-4454 or click on the following link: http://web.princeton.edu/sites/TreasurersOffice/Purchasing/taxexempt.html .
Travel Reimbursements:
To be reimbursed for travel expenses related to University business travel; please complete a travel voucher within 10 working days of the completion of travel. Original receipts must be attached securely to an 8 1/2 x 11" sheet of white paper and submitted with the travel voucher to obtain reimbursement. (Forms and instructions are available from the Treasurer's Office: http://web.princeton.edu/sites/TreasurersOffice/Gateway/forms.html
NOTE: Vouchers cannot be processed unless all required information is included as follows:
- Name and address of payee
- Description of and quantity of item(s) or service(s)being claimed
- Original receipts for all items claimed or an explanation for any missing receipts
- Correct account code and project/grant numbers
- Entered locations where travel started and stopped, and dates and purpose of travel
- Calculated mileage reimbursement by multiplying the current mileage rate by the total miles driven
- Converted
all receipts in a foreign currency into U.S. dollars by using
a currency converter. Rate applied should be applicable to the
time of travel
( http://www.oanda.com/converter/classic) - Included any travel advances given to you on the appropriate lines
- Signature of department manager and payee (if applicable) Examples of non-reimbursable expenses include but are not limited to: Personal expenses such as laundry, movies, baby sitter, clothing, personal grooming, reading matter, gifts, cleaning and pressing, personal telephone calls, flight insurance, domestic car rental insurance and entertainment. Lost or stolen cash is not reimbursable.
Meal Per Diem:
In the absence of receipts, the maximum per diem allowable for meals is $36.00 (for certain high cost of living areas, the figure is higher - please check with the Purchasing).
Mileage Rate Reimbursement:
Effective, September 1, 2005 , the Internal Revenue Service (IRS) has set the business standard reimbursement rate at 48.5 cents per mile.
Auto Rentals:
If a rental car is approved for reimbursement, you must submit the appropriate receipts for the rental contract and gasoline. Mileage is not reimbursed when a rental car is used. It is also important to note that University employees should not accept car rental insurance on domestic rentals. For more info, go to Travel Policy Regarding Auto Rentals.
P.U. White Invoice/Voucher:
Request for payments for goods or services to either individuals or vendors are made by completing a P.U. white invoice/voucher with the exception of student and travel expenses which are made by completion of the student or travel vouchers.
Student Voucher:
A student voucher is used for payments to students for both educational and non-educational expenses. These expenses can include but are not limited to travel, research support, and supplies for events.
NOTE: Vouchers cannot be processed unless all required information is included as follows:
- Name and address of payee
- Description of and quantity of item(s) or service(s)being claimed
- Original receipts for all items claimed or an explanation for any missing receipts
- Correct account code and project/grant numbers
- Signature of department manager and payee (if applicable)