ResourceDocument

DEPARTMENT CONTACT

•     The following requests for assistance must be made by contacting molebio-som@umdnj.edu

    -    Send a letter or package Federal Express
    -    Report lab equipment for repair
    -    Request a Purchase Order or Check Request
    -    Report time off in advance
    -    Request work order for work done by Physical Plant

The Express PO System is for purchase requests under $ 2,500 with a vendor that is already established in the University database. The PO is sent to the PI in Adobe format and the PO should be placed with the vendor by the PI.

The Regular PO System is for new vendors and for purchases exceeding $ 2,500. This would also be the only PO for any equipment purchases. The current equipment threshold is $ 5,000/item. The PI will receive an email confirmation of the Purchase Order. The PO should have been placed by Purchasing. It is strongly recommended that the PI follow up with the vendor and/or vendor rep. to make sure that they have received the order.

**A Waiver of Bid is needed for all Purchase Order Requests over the current threshold of $24,000. This includes, but is not limited to: Contracts, Equipment and Services. Please reference the UMDNJ Policy, which was amended on 9/20/05.

Check requests are most commonly used for subscriptions and memberships. The check can be made directly to the vendor or to the PI as reimbursement. All PI reimbursements in excess of $100 (the petty cash threshold) will be processed as check requests. Please note that the University feels all purchases over $ 100 should have a PO . It is the University's right to refuse reimbursement for these items. No reimbursements for any credit card charges will be allowed.

FEDERAL EXPRESS

• The Department of Molecular Biology has an account with Federal Express. When you need to Federal Express a

letter or package please email molebio-som@umdnj.edu with your request, including name, full address and phone number of recipient. Also, include Fed Ex account number of recipient if they are responsible for payment of that shipment. Then bring the letter or package to the department's administrative offices in Suite 2200 of the University Doctors Pavilion (UDP) for shipment.

EQUIPMENT REPAIR

• When lab equipment is in need of repair, please email molebio-som@umdnj.edu with the following information:

Annually, the Department of Molecular Biology purchases preventive maintenance contracts for lab equipment with Alert Scientific for major equipment, and Sartorius for balances.

Alert Scientific provides both annual and semi-annual maintenance. Sartorius does just annual service. Prior to Sartorius coming on campus to perform their service you will be notified that they will be in the Science Center on a specific date.

Anita Lee keeps a list of all equipment, scopes and balances to be included in these contracts. When you purchase any new equipment, scope or balance please email Anita with the Make, Model, Serial # and location.

If you require phone or internet service in your lab and office area, please call the Help Desk at 3-3200 to report the problem.

• The Travel Approval/Advance Report and Travel Expenditure Report must be approved in accordance with UMDNJ policy.

To establish reimbursable expenses for transportation, meals, lodging, registration fees, and miscellaneous items while on official University business, all faculty and staff must supply Anita Lee the necessary information to complete the Employee Travel Approval/Advance Report(TA). This includes all travel outside the New Jersey , Metropolitan New York City or the greater Philadelphia areas.   Anita Lee will complete the TA and submit to Dr. Caradonna for approval. It is then routed to obtain University approvals. Even if the traveler is not spending any money out of pocket a TA must be completed in advance of the travel.

In addition, a Request for Approval for Attendance at Events, found at the Ethics Web page: http://www.umdnj.edu/ethweb/forms/index.htm is required. Please download, complete in full sign and give to Anita for processing.

Items necessary to be submitted for completion of the Travel Advance Form are:

Date of Departure,

Date of Return,

Destination,

Purpose of Trip

Proof of Transportation reservations and cost

Lodging costs

Registration Fee

Abstract Fee

Receipts for allexpenses should be provided. An advance of approximately 90% can be obtained if the advance form is submitted at least eight (8) weeks in advance of departure.

Upon return from the trip, it is necessary to provide Anita with:

Proof of travel (boarding ticket)and registration (name tag), where applicable, in order to prepare the Travel Expense Report, which totals all travel expenses and reconciles whether there is a balance due to the traveler.

Meals are allowable at $45 per day. Appropriate original receipts must be submitted for all travel expenditures over $25.

For more detailed information regarding University travel policy, please visit:

    http://www.umdnj.edu/oppmweb/Policies/HTML/financial/00-01-50-10_00.html

          Please visit the link below to view the NIH grant application process in greater detail.

                                              http://som.umdnj.edu/research/research_orsp_about.html

          The PI must provide the administrative office with a complete copy of the final application

for the files.

SEMINAR SPEAKERS

• The Department of Molecular Biology regularly sponsors seminar presentations from outside sources. If a faculty member

wants to invite someone in to speak they should contact Dr. Caradonna for initial approval and the department director

of the seminar series for placement on the schedule. Each speaker who works outside the UMDNJ system is granted

an honorarium of $250.00 per presentation. Please contact Anita Lee ( leean@umdnj.edu ) to provide the speakers

name, home address and social security number in order to process the Request for Honoraria.