Financial managers – Directors or Deans, VPs/Provost, Grant Pls, President/CPE

Grant Accountants/Compliance Officers

Purchasing

Banner – various levels of access and security based on roles

Daily, as needed

Banner routes the requisition through approval queues:

Identify a need.

Determine whether sufficient budget is available to meet the need.

Submit a budget transfer request if insufficient budget exists in the funding source.

Ensure the purchase is allowable from the funding source.

Understand additional approvals are required. The original request should make approvers aware of the requests to ensure a timely approval by justifying the purchase as reasonable and necessary, has sufficient budget available, and is allowable from funding source.

Communicate with Purchasing if necessary to help source the need.

Gather documentation needed to support the request, for:

Personal services contracts in any amount, memoranda of agreement, memoranda of understanding, or lease agreements, contact Purchasing (see Contract, Consulting Agreements, Leases section).

Over $40K, contact Purchasing to initiate a formal bid process (see Request for Bids section).

Between $5K - $20K, obtain two written quotes.

Between $20K - $40K, obtain three written quotes.

Submit a requisition through Banner.

NSF WARNING: The requester is responsible for choosing an alternate funding source or submitting the appropriate budget transfer request as noted in the steps above.

Financial manager provides budgetary approval before requisition leaves the department level:

Directors or Deans, financial managers of non-grant funds, approve that the purchase has their budgetary approval. No further budgetary approval is required up to $1,000.

Grant Pls, financial managers of restricted funds, if applicable, approve that the purchase has their budgetary approval. No further budgetary approval is required up to $5,000.