Sponsored Programs

How long will it take for my order to be processed?

Under most circumstances a requisition/payment can be processed within 2-3 working days. This allows Research Foundation staff one day to check to make sure that the purchase requisition complies with Research Foundation and Sponsor Guidelines, and one day for processing. Additional processing time may also be needed if the selected vendor is not currently in the RF Oracle vendor file.  For additional information related to the Purchase Order and payment process refer to the RF on line help system EPSS.

Who must sign the Purchase requisition/payment form?

We cannot process an order or payment against an award without the principal investigator's (PI) or their designee's signature. Signature of an individual other than the PI or co-PI will only be accepted if prior authorization is received in writing from the PI designating that individual as an authorized signatory on the award.

Can I submit purchase requests after the end of the project period?

Federal and State grant and contract guidelines specify that all expenditures for supplies purchased by a given grant or contract must be used for and during the life of the project.  They cannot be used to supplement other activities. Therefore, unless the items to be ordered are in stock and can be shipped immediately, we recommend that you utilize a local vendor when purchasing goods and/or services within 45 day of the end of the project period. This will insure that supplies are received and used during the grant period. Large quantities of supplies or equipment purchases withing the last 60-days of an award may require justification as to how they will used during the award.

What do I do if the vendor does not accept a PO?

Most vendors accept our purchase order, however, we occasionally come across a vendor who will not bill us directly. In these cases there are two options available to you if you do not wish to select a different vendor.

• Process order as a prepayment:
  Obtain from the vendor the exact cost of the items to be purchased (less any applicable sales tax) and submit the purchase requisition for the exact total of the merchandise. The Office of Sponsored Programs Purchasing will process the order and generate the check. In about a week to ten days you can pick up the check and go to the vendor a purchase the merchandise directly. The invoice or receipt substantiating the purchase must be submitted to the RFSOP.
   
• Utilize personal funds:
  Submit Purchase Order/Payment requisition to SPO purchasing and list yourself (or the individual who will be purchasing the materials) as the vendor. A description of the items to be purchased, the approximate cost, and the project director's authorization are also required. Research Foundation will generate a purchase order which will be given to the individual along with the RF Tax Exempt Certificate. Receipts must be submitted to the Research Foundation for reimbursement.

How do I go about purchasing radioactive or hazardous materials?

Special permission is needed to procure radioactive materials. It is the responsibility of the project director to have purchase requisitions approved prior to submitting them to the  Office of Sponsored Programs. Permission to purchase radioactive materials must be granted by the campus Radiation Safety Officer and radioactive materials must be shipped to the Receiving Department (Mailroom, to the attention of the Radiation Safety Officer). The requisition must also indicate the New York State DOH Radioactive Materials License NO. 1052.

How do I go about issuing student stipend payments?

A Participant Stipend Form must be filled out for each student stipend. Stipends are NOT considered payroll, and therefore are not included with the Research Foundation biweekly  pay checks.  For purposes of generating their checks, each student is considered a vendor. Therefore a minimum of two weeks must be allowed from the time the stipend form is processed for the checks to be obtained. Also, keep in mind, stipend payments are subject to 1099 reporting and will receive one at the end of the year. Therefore, a social security number and a complete home address are required for each student.

Participant Stipend Form

Is there a way to handle recurring payments that are made each month, such as for telephone or postage charges?

Some principal investigators find it convenient to process a "standing order" for payment for college services such as telephone, duplicating charges, work study costs, etc. For example if $500.00 were budgeted in your grant for work study services, a purchase order could be generated for this amount at the beginning of the project period. Each month when the invoice is received, a partial payment can be made against the PO for the charges for the work study services for the month.