PRISM: Financials and Purchasing

Financials and Purchasing

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 Sole Source (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 Form
Sole Source Form (SSJ)
Credit Card Order Form
Add Item Form
Cancel Order Form
Return to Vendor Form

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

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

NJ Form ST-5 Tax Exempt Form

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 further down on this page or 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 Travel Policies available through Accounts Payable/Travel Accounting Dept website.

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.

Vendor/Honorarium Voucher

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)

Vouchers