College of Engineering

ALL URI-RELATED TRAVEL REQUIRES THE COMPLETION OF A TRAVEL AUTHORIZATION REQUEST FORM. NO RESERVATIONS MAY BE MADE UNTIL THE TRAVELER RECEIVES AN E-MAIL APPROVAL FROM THE CONTROLLER'S OFFICE.

All travel MUST be booked through Short's Travel Management effective 1/1/09

UPON RECEIVING E-MAIL APPROVAL from the Controller's Office, contact Short's Travel at:

www.shortstravel.com/uri or 866-498-7436

You will need to provide them the 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 and must follow the Fly American Act . 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 books 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.

Trip Release Form

Field Trip Policy and Forms

Traveler's Responsibilities

FAQ - Travel

Travel Authorization Request Template

Travel Authorization Request Instructions

Car Rental Justification Form (go to pg. 8) and FAQs - Car Rental

Upon Completion of Travel - Back to Travel Categories

Mileage Reimbursement Form

Mileage Reimbursement Rate

Travel Expense Voucher Template - must be submitted within 10 days of return

Travel Expense Voucher Completed Example

Travel Expense Voucher Instructions

Domestic Per Diem Rates

Foreign Per Diem Rates

Travel Policies - Back to Travel Categories

URI Travel Policy

Out of State Travel Policy

InState Travel Policy

Purchasing Forms and Policies - Top

Food & Beverages | Service Centers | Other Resources

P-Cards and P-card Order Request Form

Purchasing Manual (Purchasing Policies)

Frequently Asked Purchasing Questions

Ordering from Amazon.com

Delegated Authority

Account Codes - Important! Use the correct account code - Back to Purchasing Categories

Account Code Description Listing

Frequently Used Account Code Listing

Limited Value Purchase Orders - 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 - Back to Purchasing Categories

When do I use an LVPO?

LVPO Presentation

LVPO - $1,000 Template

LVPO - $5,000 Template

Request for Written Quote Form

Telephone (3 Quote) Form

College Requisitions - use for internal (URI) vendors, orders over $5,000, orders under $5,000 for Funds 100 and 101 with no quotes, blanket purchase orders - Back to Purchasing Categories

College Requisition Form (electronic) and Instructions

Old Multi-Part Forms should no longer be used

Other Purchasing Forms - Back to Purchasing Categories

Single Source Justification Form

Sole Source Justification Form

Proprietary Source Justification Form

Return Notice Form

Emergency Justification Form

Equipment Screening Form (Certification of Unavailability/Unsuitability)

Independent Contractor (Consultant) Questionnaire

URI W-9 Request Form

W-9 Form for URI as the Taxpayer

URI Tax Exemption Certificate

Invoice Voucher - Back to Purchasing Categories

When do I use an Invoice Voucher?

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

URInvoice

Credit Statement Form and Credit Statement Instructions for use with URI customers

Other Resources - Back to Purchasing Categories

Accounts Payable - who handles what vendors? - scroll to Contact Information

Commodity Code Listing and How to Search for Vendors for a Specific Commodity Code

Problem with a Vendor? Complete this Form

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

Forms Required for Submission

College of Engineering Grant Submission Form

Internal Approval for Proposal Transmittal and Instructions

URI Proposal Cover Sheet

Is there a subcontract included in your proposal? If so, have the subrecipient complete the Subrecipient Monitoring/Checklist Statement and include it with your proposal.

Other Forms and Information

Outside Consultation Form

CFDA #s

Projected Stipend and Tuition Rates

Fringe Benefit Rates

Indirect Cost Rates

Dean's Pledge

Grant Purchasing - Back to Grant Categories

Unallowable Expenses

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

Grant Budget Categories

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

Who is my Grant Specialist in Grant & Contract Accounting? - scroll to Contact Information

Pre-Closing Guidelines

F&A Costs (Indirect Costs) URI Policy

Third Party Cost Sharing Form

Cost Transfer Policy

Subcontract Procedures - see section VI. of Post Award Administration Manual

Conflicts of Interest Forms and Policies

URI Foundation Forms - Top

URI Foundation Request for Payment Template

URI Foundation Funds Advance Form

URI Foundation Lost Receipt Form

URI Foundation Mileage Form

URI Foundation Signature Authorization Form

Human Resources Forms, Policies and Instructions - Top

Faculty and Staff | Students | All Employee Types

Faculty and Staff - Back to HR Categories

University Attendance Policy

COE Leave Form

Bi-Weekly Faculty & Staff 2008-2009 Payroll Schedule

W-4 Form (Peoplesoft Payroll - done in Peoplesoft by employee)

Health Insurance Enrollment/Status Change Form

Personal Information Update (USP-5)

Checklist for Terminated Employees

Hourly Employee Timesheet

Peoplesoft Human Resources Security Request Form

USP-2 and USP-12 Instruction Manual

Direct Deposit Form for State Payroll (Peoplesoft Payroll - done in Peoplesoft by employee)

IP-1 In-house Payroll Form

IP-2 In-house Payroll Distribution Adjustment Form and Instructions

Faculty Leave Discharge Form (for sick leave and SRP hours) and Instructions

Correction Form for Faculty/Staff State Bi-Weekly Attendance Reports and Instructions

Internal Payroll Attendance Correction Form

Request to Transfer Overtime Form and Instructions

How to enter someone on the Internal Payroll (includes per course instructors) and Internal Salary Plans

Faculty Summer Recontracting Tool

Students - Back to HR Categories

Want to fund a graduate or undergraduate student? Refer to these charts to determine which payroll is appropriate. Picture Guide and Chart

Want to fund a graduate or undergraduate student on a grant (hourly or grad payroll)? Complete the COE Student Payroll Request Form and follow these instructions

Authorization Request for Graduate Assistant to Work Additional Hours

Documents/Forms required for student employment (Grad or Hourly)

Hiring Grid

Criteria for Graduate Student Levels

Level I - Graduate students that are new/entering and are below 30 credits

Level II - Graduate students who have earned a Master's or have 30 or more credits toward PhD, or have taken PhD qualifying exam

Level III - PhD graduate students who have passed comprehensive exams

Graduate Student Payroll Policies and Procedures

Student (Graduate and Undergraduate) Salary Plans

Hourly Employee Timesheet

In House Payroll Schedule 2008-2009

Graduate and Student Payroll Attendance Correction Form

IP-2 In-house Payroll Adjustment Form and Instructions

Academic Year Tuition and Fees

Summer Tuition and Fees

Graduate Teaching Assistant Letter 2008-2009

Graduate Research Assistant Letter 2008-2009

SGA-1 Student Tuition and Fee Payment Adjustment From

SGA-2 Student Tuition and Fee Payment Form

How to Check a Grant's Inactive Date in Account Code Table