College of Engineering (COE)
Internal Forms and Policies
Facilities | Travel | Purchasing | Grants | Foundation | HR/Payroll | Peoplesoft | Governance
URI Federal Employer Identification Number is 05-6000522 - Top
College of Engineering Department Codes:
2300 - Dean's Office
2301 - Chemical Engineering
2302 - Civil and Environmental Engineering
2303 - Electrical, Computer and Biomedical Engineering
2306 - Ocean Engineering
2307 - Engineering Computer Center
2308 - Mechanical, Industrial and Systems Engineering
Acronyms Listing
Facilities/Safety and Risk- Buildings, Labs, Equipment and Outdoor Space - Top
Reporting a problem or requesting work to be done
Support Services (Central Receiving, Property, Inventory, Moving, Printing & Postal)
Outdoor Space Use Request Form and Conditions for Use of Outdoor Space
Government Furnished Equipment
Donated Property and Equipment
Minors in Laboratories - Procedures
Minors in Laboratories - Consent and Release
Travel Forms, Policies and Instructions - Top
General Information | Prior to Travel | Upon Completion of Travel | Travel Policies | Student (Undergraduate)Travel
All travel REQUIRES the completion of a Travel Authorization Form (TAR). No reservations may be made until the traveler receives an e-mail approval indicating travel arrangements can be made.
TAR Processing Guidelines - revised April 2012
FOREIGN TRAVEL - requires enrollment in Medex Emergency Evacuation Services. Complete this form. Email to anne@uri.edu with a cc to Business Manager and attach a copy to TAR prior to submitting to the Dean's Office. This is NOT medical insurance. It is advisable that when travelling abroad, you purchase health insurance, available through CMI (a Medex company). Click here for more information.
General Travel Information - Back to Travel Categories
Effective 1/1/2009 Short's Travel Management is the state-approved Travel Agency.
UPON RECEIVING E-MAIL APPROVAL, contact Short's Travel at:
www.shortstravel.com/uri or 866-498-7436 - Provide them department code 23 (for Engineering) and the approved TAR#
REGISTRATION FEES
P-Card may be used to pay for registration fees. See Appendix II in the Purchasing Card Policy Manual. Click on P-card in the Purchasing Section of this site.
AIRLINE TICKETS
P-Cards are NOT allowed to be used to purchase airline tickets, regardless of funding.
If ANY PORTION of the travel is being charged to Fund 100 or 101, then the airline ticket MUST be booked through Short's Travel.
Domestic air travel charged to a Fund 110, 401 and/or 500 - Traveler has the option of booking through Short's Travel and charging the airline ticket to URI's credit card OR booking their airline ticket themselves, charging the expense to their personal credit card and seek reimbursement for the airline ticket on the travel expense voucher upon return from travel.
Flying out of the country? International travel must be booked through Short's Travel (unless being charged to Fund 401-Foundation) and must follow the Fly American Act if using Fund 500. Use the Fly America Act Checklist .
HOTEL RESERVATIONS
P-cards may be used to pay for hotels. Please indicate on the TAR if a p-card will be used to pay for the hotel bill. The original ITEMIZED hotel bill MUST be attached to the P-card reconciliation form. A copy of the itemized hotel bill must still be submitted with the travel expense voucher upon return from travel. You must have travel privileges attached to your P-card to do this. Click on P-card in the Purchasing section below to access the form..
If ANY PORTION of the travel is being charged to Fund 100 or 101, hotel reservations MUST be booked through Short's Travel. Short's travel will book the reservation using the URI credit card. HOWEVER, the hotel bill WILL NOT be charged to the URI credit card upon checkout. The traveler MUST present a personal credit card upon hotel checkin and pay the hotel bill with their personal credit card upon hotel checkout and submit an ITEMIZED hotel bill with the travel expense voucher upon return from travel.
If travel is being charged to 110, 401 and/or 500, the traveler has the option of booking through Short's Travel OR booking their hotel reservations themselves. Either way, the hotel bill MUST be paid with a personal credit card upon checkout as described above.
If a traveler does not wish to use their personal credit card, a travel advance may be obtained upon a minimum of two weeks advance notice of the first day of travel. The traveler would then pay the hotel bill with cash upon hotel checkout. An ITEMIZED hotel bill must still be submitted with the travel expense voucher upon return from travel.
Prior to Travel - Back to Travel Categories
Travel Authorization Request Instructions
Car Rental Justification Form and Car Rental Notification Form and FAQs - Car Rental
Upon Completion of Travel - Back to Travel Categories
Would you like to receive your money faster? Submit a Direct Deposit (ACH) Form
Mileage Reimbursement Rate
Travel Expense Voucher - must be submitted within 10 days of return
Travel Expense Voucher Instructions
Travel Policies - Back to Travel Categories
Student (Undergraduate) Travel - Back to Travel Categories
All student travel must be approved 2 weeks prior to trip. If trips are considered high risk due to activity and/or venue, a chaperone is required. Faculty or staff are the preferable chaperones; however, a Ph.D. graduate student in their last semester may qualify. Additionally, a rental justification form is required for any trucks/vehicles that will be rented. Vehicles should be rented by the chaperone. All trip details are subject to the approval of Safety and Risk, the Dean and Provost.
Trip Release Form and Field Trip Policy
Purchasing Forms and Policies - Top
P-Card | Online Requisitioning |Account Codes | LVPO | College Req | Other Forms | Invoice Voucher | Office Supplies
Food & Beverages | Service Centers | Other Resources
Click on the above link to access the P-Card information and forms located on the Controller's website.
Due to the centralized services provided in the College of Engineering, faculty are asked to either use their P-cards for grant-only purchases (Fund 500) or non-grant purchases (Fund 100, 101, 110 and 401). Choose the category where the most purchases occur. If you have purchases in the other category, see the department administrative assistant for requisitioning. Categories can be changed when a faculty member's funding sources shift. Often new faculty start out using the P-Card for non-grant purchases as their funding is primarily from startup funds in Fund 100 and 110. After a few years when the startup funds are low, but grant awards are the primary source of their funding, they switch to grant-only purchases. Department chairs generally use their P-Card for non-grant purchases given their responsibility for the department spending.
Initial Limits - In the College of Engineering, all P-Cardholders are initially provided a $500 per transaction and $1,000 per cycle limits. After the first month, upon the request of the P-Cardholder, the limits will be reviewed and increased to a the maximum of $1,000 per transaction and $5,000 per cycle limits.
Per Transaction Limit Increase - If a P-Cardholder has a unique, one-time purchase or expense that is greater than $1,000, send an e-mail to the Business Manager indicating the vendor name, the exact dollar amount and the chartfield string. Upon approval from the Business Manager and the P-Card Coordinator, the purchase may take place. The per transaction limit will then revert back to $1,000.
Per Cycle Limit Increase - If a P-Cardholder anticipates that the cycle limit will be greater than $5,000, send an e-mail to the Business Manager requesting a one-cycle limit increase indicating the limit requested and a brief explanation. Upon approval from the Business Manager and the P-Card Coordinator, purchases beyond the $5,000 cycle limit may commence.
Travel Expense Receipts - A reminder that the original receipts must accompany the P-Card reconciliation, with a copy of the receipts attached to the Travel Expense Voucher
Limited Value (LV) Requisition Instructions - for one-time delivery/one-time payment
Internal Vendor (IV) Requisition Instructions - use only if one-time delivery/one-time payment, if a blanket purchase order,
then use the College Requisition (CR) for blanket purchase orders
College Requisition (CR) Standard Instructions - for one-time delivery/one-time payment
College Requisition (CR) Blanket Instructions - for multiple deliveries/multiple payments, both external and internal vendors
College Requisition (CR) Advice of Change - to change dates, amounts, distributions, to an existing purchase order
How to track the status of a requisition
How to approve a requisition - Click on URI Financials On-Line Requisition Approval Process link at bottom of page
How to view an attachment to a requisition
Online Requisition Status Query
Account Codes - Important! Use the correct account code - Back to Purchasing Categories
Account Code Description Listing
Frequently Used Account Code Listing
LVPO (Limited Value Purchase Orders) - Back to Purchasing Categories
For URI units using online requisitioning, Limited Value orders are now done online through PeopleSoft - see your department administrative staff
May only be used up to $5,000 regardless of funds, are used for one time purchase/delivery
Require three (3) quotes for orders over $500 on Funds 100 and 101 unless ordering off a Master Price Agreement
Request for Written Quote Form
Other Purchasing/Accounting Forms - Back to Purchasing Categories
Single Source Justification Form
Sole Source Justification Form
Proprietary Source Justification Form
Equipment Screening Form (Certification of Unavailability/Unsuitability)
Independent Contractor (Consultant) Questionnaire and Instructions
Accounts Payable Correction Form (formerly the journal voucher form) and Instructions
W-9 Form for URI as the Taxpayer
URI Tax Exemption Certificate and URI's Tax Exempt Status in other States
Invoice Voucher - Back to Purchasing Categories
When do I use an Invoice Voucher?
Office Supplies - Back to Purchasing Categories
WB Mason ordering instructions
Food & Beverages - Back to Purchasing Categories
Food Handling and Vendor Policy
Cost Centers/Service Centers - Back to Purchasing Categories
Cost Centers Policy
Credit Statement Form and Credit Statement Instructions for use with URI customers
Other Resources - Back to Purchasing Categories
Purchasing Manual (Purchasing Policies)
Frequently Asked Purchasing Questions
Accounts Payable - who handles what vendors? - scroll to Contact Information
Commodity Code Listing and How to Search for Vendors for a Specific Commodity Code
Listing of most commonly used Vendors and their contact information
How to Search for a Master Price Agreement
How to Search for a Vendor in Peoplesoft
How to View a Bid in State Purchasing
Grant Forms, Policies and Resource Materials - Top
Proposal Preparation | Grant Purchasing | Post Award
Grant Proposal Preparation/PreAward - Back to Grant Categories
PROPOSAL PREPARATION SERVICES
Upon identifying an opportunity, please contact Barbara Muhitch in the Dean's Office at 874-4426. She will assist you with the proposal preparation.
Effective July 1, 2010, all grant proposals are to be submitted through CAYUSE. All forms are still required to be uploaded. The proposal should be routed to the department chair of each PI listed on the transmittal form, then to the Dean's Office - Engineering (not an individual's name). Please allow a MINIMUM of 48 hours for the proposal to be approved through the Dean's Office level.
If you have co-investigators, when building the routing chain, you do not need to include co-investigators. However, the internal transmittal form must be signed by the PI and all Co-investigators prior to uploading into Cayuse. This informs everyone else on the routing chain that the Co-investigators have signed off on the proposal.
Further, you will note that in the Disclosure of Financial Interest for PI section it states to “please attach supplemental form for Co-Is). This form also needs to be prepared for each Co-I, signed by the Co-I and uploaded as part of the Internal Transmittal Form, as it is essentially an extension to the form.
Budget - please upload the excel document. We need that for our grant file. Upload the budget justification as well, unless it is uploaded with the proposal.
Proposal - please upload the proposal document (either word or pdf). Although the proposal is found in various sections of Cayuse, we need the proposal located in the Documents section to easily locate and download for our tracking system.
For a proposal to be considered for approval by the Dean's Office, the following documents must be complete and uploaded into the Documents section:
- Internal Transmittal Form - signed by PI
- F&A/Cost Sharing Form
- Supplemental Disclosure Form for all Co-Is
- Budget - excel spreadsheet
- Budget Justification - individual or as part of proposal
- Proposal
These forms can be found on the Research Office website here : Forms Required for Submission
If you proposal requires a special circumstances form or a subrecipient form (see below), those forms will be required as well.
URITC
URITC - ALL URITC activity MUST come through the Dean's Office. URITC does not process through Cayuse. All forms are to be submitted to the Dean's Office on paper. The required forms for submission are:
- URITC Preproposal Transmittal Form
- F&A/Cost Sharing Form
- Budget - excel spreadsheet
- Proposal description (problem statement, scope of work, etc.)
Other Forms and Information for proposal preparation
Budget Preparation Worksheet - if you need assistance preparing your budget, please contact Barbara Muhitch at 874-4426, located in the Dean's Office
URITC Preproposal Submission Form
Projected Stipend and Tuition Rates for Graduate Assistantships and Tuition Differential Information
FY12 Fringe Benefit Calculator and FY13 Fringe Benefit Calculator (NOTE: PostDocs do not receive 9% retirement)
Dean's Pledge - a budget and written agency approval for spending must accompany pledge
Grant Purchasing - Back to Grant Categories
Research Purchasing Procedures
List of Projects #s prior to 7/1/07 that need to follow State Purchasing Rules
Post Award Administration - Back to Grant Categories
Post Award Administration Manual
Want to fund a graduate or undergraduate student? Refer to this chart to determine which payroll is appropriate. Then complete the following form:
COE Student Payroll Request Form and follow these instructions
How to check a grant's end date
Grant Rebudgeting Form and When Do I Need Agency Approval?
How to Check a Grant's Inactive Date in Account Code Table
How to View an Overhead Revenue Report
F&A Costs (Indirect Costs) URI Policy
Subcontract Procedures - see section VI. of Post Award Administration Manual
Conflicts of Interest Form and Policy
URI Foundation Forms - Top
URI Foundation Request for Payment Template
URI Foundation Funds Advance Form
URI Foundation Lost Receipt Form
URI Foundation Signature Authorization Form
Human Resources Forms, Policies and Instructions - Top
All Employee Types | State B-Weekly Payroll Faculty and Staff | All Students | Internal Payroll | Hourly Students
Graduate Assistantships | Workers Compensation | Effort Certification | Summer Recontracting | Post Docs
Applies to all Employee Types - Back to HR Categories
USP-18 Application for Employee ID, e-campus access, or parking pass
Drug Free Workplace
Policy (Give copy to employee)
Acknowledgement Sheet - note Employee ID# on sheet
Foreign National Information and Form
I-9 Form
FY12 Fringe Benefit Calculator and FY13 Fringe Benefit Calculator
State Bi-Weekly Payroll Faculty and Staff - Back to HR Categories
Personnel Policy Manuals
Board of Governors (BOG) Personnel Policy Manual - for non-classified employees
URI Personnel Policies Procedural Manual - additional to State of RI and BOG Manuals
Online Timecards
Time and Attendance Policy and Attendance Control
Payroll Schedule - (2011-2012) or (2012-2013)
USP-2 and USP-12 Instruction Manual
W-4 Form (Peoplesoft Payroll - done in Peoplesoft by employee)
Health Insurance Enrollment/Status Change Form
Personal Information Update (USP-5)
Change in Employment Status
Direct Deposit Form for State Payroll (PeopleSoft Payroll - done in PeopleSoft by employee)
Faculty Leave Discharge Form (for sick leave and SRP hours) and Instructions
Request to Transfer Overtime Form and Instructions
Internal Payroll - Back to HR Categories
Part-Time Faculty (formerly known as per course instructors) - template for offer letter
How to enter someone on the Internal Payroll (Hourly) or (Contract) and Internal Salary Plans - this is for part-time faculty (job code IA5278) - jobs are entered at the department level
IP-1 Forms
IP-1 forms must fall into one of the following two categories:
- Less than 30 days – if job is less than 30 days, can be up to 35 hours per week
- Over 30 days – if job is for 30 days or more, is limited to 15 hours per week
If the job is over 30 days AND more than 15 hours per week, do not use an IP-1 form. Prepare a USP-2.
Jobs on IP-1 forms are entered by Human Resources, NOT at the department level
All internal payroll employees upon initial hiring with the University must complete Harassment Training module
FY12 In-House Payroll Appointment Dates and FY13 In-House Payroll Appointment Dates
Hourly Employee Timesheet - required if employee is paid on an hourly basis, copies to be kept in department for audit purposes
IP-1 In-house Payroll Form - use to hire short-term employees, jobs are entered by Human Resources
W-4 - entered into PeopleSoft by employee through Self Service
Direct Deposit - entered into PeopleSoft by employee through Self Service
Internal Payroll Attendance Correction Form
All Students - Back to HR Categories
Students are NOT allowed to have more than job on the Student Hourly Payroll
Chart to determine which payroll for undergraduate and graduate students
COE Student Payroll Request Form and instructions to hire a student, including checking the grant's end date in the account code table
Documents/Forms required for student employment (Grad or Hourly)
Salary Plans - undergraduate and graduate
FY12 In-House Payroll Appointment Dates and FY13 In-House Payroll Appointment Dates
Student Hourly Payroll (undergraduate or graduate) - Back to HR Categories
Graduate Students - Last Semester
How to enter a job in the Student Payroll and a department budget table (non on college work study) - IN5240
How to enter a job in the Student Payroll and a department budget table (on college work study) - IN5239
FY12 In-House Payroll Appointment Dates and FY13 In-House Payroll Appointment Dates
Hourly Employee Timesheet - required if student is paid on an hourly basis, copies to be kept in department for audit purposes
IP-2 In-house Payroll Distribution Adjustment Form
Request for Correction of In-House Attendance Reports
Graduate Assistantships (graduate student must be registered for at least 6 credits to be offered an assistantship and put on the GRAD payroll) - Back to HR Categories
FY12 Graduate Assistantship Informational Memo and FY13 Graduate Assistantship Informational Memo
Other Graduate Assistantship Information
Graduate Student Payroll Policies and Procedures
FY12 In-House Payroll Appointment Dates and FY13 In-House Payroll Appointment Dates
Graduate Assistantship Letter Documentation (Academic Year appointments only) - for summer assistantships, the department provides their own letter to the student
FY12 Teaching Assistantship Letter and FY13 Teaching Assistantship Letter
FY12 Research Assistantship Letter and FY13 Research Assistantship Letter
FY12 Instructions for completing letters and FY13 Instructions for completing letters
Summer Research Assistantships - send copy of Student Payroll Request Form to Graduate School
Authorization Request for Graduate Student on an Assistantship to Work Additional Hours - Foreign National Students are NOT allowed to work beyond 20 hours while classes are in session
How to enter a job in the Grad Payroll and a department budget table
W-4 - entered into PeopleSoft by employee through Self Service
Direct Deposit - entered into PeopleSoft by employee through Self Service
Academic Year Tuition and Fees
SGA-2 Student Tuition and Fee Payment Form and Instructions
SGA-1 Student Tuition and Fee Payment Adjustment Form
Workers Compensation - go here for additional information - Back to HR Categories
(1) Complete 24 Hour Notification Form
(3) Work-Related Incident/Injury Procedure
Effort Certification - Back to HR Categories
Effort Certification Procedures
Summer Recontracting - Back to HR Categories
NSF allows a maximum of 2 months
2011 SR-1 Summer Recontracting Form and 2012 SR-1 Summer Recontracting Form
Jobs Funded Outside Home Academic Unit
Job Aids for Summer Recontracting
Department Budget Table - one Chartfield String
Department Budget Table - multiple Chartfield Strings
PostDocs - Back to HR Categories
Post Doc Salary and Fringe Information - Current salary range if $42,000-$49,000. NOTE: Effective 2/8/12 now eligible for retirement benefits also
Post Doc Search/Hiring Process
Post Doc Offer Letter Template
Peoplesoft Forms and Instructions - Top
Financials
Peoplesoft Financials Security Request Form
Signature Authorization Form and Instructions
Chartfield Request Form and Instructions
How to Build a Budgets Overview Query
How to View a Budgets Overview Query
How to Collapse Menu as Default
How to Permanently Show Budget Amounts
How to View a Year to Date Detail Transactions Report and Filtering and Sorting
How to View a PO Summary Report
How to View a Overhead Revenue Report
Peoplesoft Human Resources Security Request Form
How to Run a URI Empl by Chartfield Journal
Governance Documents - The Regulations that Govern URI - Top
OMB A-133 Audits of States, Local Governments and Non-Profit Orgnizations
Governmental Accounting Standards Board (GASB)
Federal Funding Accountability and Transparency Act (FFATA) of 2006
