Purchasing


Purchase Orders | Procards |Invoicing for services – Quickbooks- A/R | Deposits

Inventory/Surplus/Offsite Inventory | Maestro | Vehicles

 

Purchasing – Purchase Orders

06 – Purchase Order

If you would like to make a purchase that will be charged to your Texas A&M AgriLife Research account (06) you will need to complete an AG-610 form (http://agrilifeas.tamu.edu/documents/ag-610.pdf) detailing what you wish to purchase, from whom and which Famis account you would like to pay from (Designated, NSF Grant, etc). The completed AG-610 form should be submitted via e-mail to entopo@ag.tamu.edu.

Some purchases including personal reimbursements and purchases exceeding $5,000 will require additional documentation and processing. Please contact the Entomology Administrative offices at 979-845-2516 and ask to speak to Sherry or Carla for assistance.

Some commonly used forms are listed below:

AG-610 – Purchase Order Request

http://agrilifeas.tamu.edu/documents/ag-610.pdf

Sole Source Form

http://agrilifeas.tamu.edu/documents/ag-601.pdf

Lost Receipt Form

http://agrilifeas.tamu.edu/documents/ag-817.pdf

Personal Reimbursement Form

http://agrilifeas.tamu.edu/documents/ag-296.pdf

Tax Exempt Form

http://agrilifeas.tamu.edu/documents/01-339.pdf

Hotel Occupancy Tax Exemption Form

http://agrilifeas.tamu.edu/documents/texas-hotel-occupancy-tax-exemption-certificate.pdf

Preferred Vendor Directory – HUB

http://window.state.tx.us/procurement/cmbl/hubonly.html

 02 – Purchase Order

If you would like to make a purchase that will be charged to your Texas A&M University account (02) you will need to complete an AG-610 (http://agrilifeas.tamu.edu/documents/ag-610.pdf) form detailing what you wish to purchase, from whom and which Famis account you would like to pay from (Education, Start-Up, etc). The completed AG-610 form should be submitted via e-mail to entopo@ag.tamu.edu or be delivered in person to the Entomology Business Office in 412 Heep.

Some purchases including personal reimbursements and purchases exceeding $5,000 will require additional documentation and processing. Please contact the Entomology Administrative offices at 979-845-2516 and ask to speak to Sherry or Nicole for assistance.

99 – Purchase Order

If you would like to make a purchase that will be charged to your Research Foundation account (99) you will need to work directly with the Research Foundation to arrange payment.

http://rf.tamus.edu/

Texas A&M System Sponsored Research Services
400 Harvey Mitchell Parkway South, Suite 300
3578 TAMUS
College Station, TX 77845
Phone: (979) 862-6777

 Laura Hollingsworth
Project Administration
lhollingsworth@tamus.edu
979-845-6149
 Jason Engledow
Accounts Payable
jengledow@tamus.edu
979-847-8840

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Purchasing – Procards

The Entomology Business Office can guide you through the process of obtaining a Procard for use with your Texas A&M AgriLife Research (06) or Texas A&M University (02) accounts. Alternately, the business office has Procards that can be checked out for one time purchases.

When using a procard please ensure you are not making a purchase from a vendor on hold with the State of Texas. The directory of prohibited vendors can be found online at http://www.window.state.tx.us/procurement/prog/vendor_performance/debarred/.

The payment card program guide detailing restrictions related to spending can be found online at http://agrilifeas.tamu.edu/files/2013/04/purchasing-card-program-guide.pdf.

Texas A&M University Purchases (02)
Carla Smith
carlasmith@tamu.edu
979.845.4000
 Texas A&M AgriLife Research Purchases (06)
Sherry Boyd
979-845-9743
Sherry.boyd@agnet.tamu.edu
Research Foundation Purchases (99)
If you would like to make a credit card purchase using your Research Foundation (99) account you will need to contact Research Foundation directly.
http://rf.tamus.edu/Texas A&M System Sponsored Research Services
400 Harvey Mitchell Parkway South, Suite 300
3578 TAMUS
College Station, TX 77845
Phone: (979) 862-6777

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Invoicing for services – Quickbooks- A/R

The Entomology Business Office can invoice individuals or organizations on your behalf if payment received will be deposited into your Texas A&M AgriLife Research (06) or Texas A&M University (02) account.

If you would like an invoice to be sent please gather the following information and e-mail it to carlasmith@tamu.edu or bring it by the Entomology Business office in 412 Heep.
Information to provide:

1)    Who are we billing?

2)    Why are they being billed? What service or product did we provide?

3)    Is there any backup documentation to validate these charges?

4)    What account will the payment be deposited into?

5)    Who do we contact regarding past due invoices?

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Deposits

All deposits must be processed through the Department of Entomology Business Office. If you receive a check please bring it to Carla Smith or Sherry Boyd along with any documentation describing the reason for the payment and it will be processed for deposit into your account.

Checks for deposit into your Texas A&M AgriLife Research accounts (06) should be made payable to Texas A&M AgriLife Research. Check for deposit into your Texas A&M University accounts should be made payable to Texas A&M University. For more information please contact our office.
Texas A&M University Deposits (02)

Carla Smith
carlasmith@tamu.edu
979.845.4000

 Texas A&M AgriLife Research Deposits (06)

Sherry Boyd
979-845-9743
Sherry.boyd@agnet.tamu.edu

Rules & Regulations

Texas A&M University Rules & Regulations:

http://rules.tamu.edu/

Texas A&M System Policies:

http://www.tamus.edu/offices/policy/policies/

Texas A&M AgriLife Federal Regulations:
http://agrilife.org/agrilife-offices/federalrelations/

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Inventory/Surplus/Offsite Inventory

All purchases, transfers and surplus transactions must be processed through the Entomology Business Office. Please contact Sherry Boyd with any questions related to inventory or asset control. ADD FORMS for surplus, and offsite inventory use, etc.

Sherry Boyd
979-845-9743
Sherry.boyd@agnet.tamu.edu

SRS Contracts & Grants, Budgeting, Grad Rates, Insurance, etc.

https://srs.tamus.edu/

Proposal Preparation and Submission

Patt Junek

845-8668

pjunek@tamus.edu

Alternate:

Barry Good

862-1382

jbgood@tamus.edu

Project Administration

 Laura Hollingsworth
lhollingsworth@tamus.edu
979-845-6149

 

 

Benefits for Grant Budgets

 Fringe Benefits

 Faculty/Staff            17.7% of salary plus $591/mo ($7,092/yr) insurance

 Grad Students         10.0% of salary plus $118/mo ($1,416/yr) insurance

 Wages                       10.0% of salary

 Assistantships                                Monthly                                 Annually

 MS                                                      $1,900/mo                             $22,800

Fringe                                                                                                            $ 2,280

Insurance                                                                                         $ 1,416

                                                                                                            $26,496

PhD                                                    $1,950/mo                             $23,400

Fringe                                                                                                $ 2,340

Insurance                                                                                         $ 1,416

                                                                                                            $27,156

Estimate of Tuition if allowed on grants*

 Minimum $5,437/yr $226.55/credit hour

 Estimated Fees

 $1,200 – $1,700 per semester

 *Fringe benefits are paid by the state on state appropriated funds.

FCOI – Questions call Tribbie Sandner (979) 458-4383

http://vpr.tamu.edu/researchadmin/FAcompliance/COI/COI

Pursuant to the Texas A&M System Regulation 15.01.03 Financial Conflicts of Interest in Sponsored Research, and University Rule 15.01.03.M1, Texas A&M University has the responsibility to identify and manage and reduce or eliminate conflicts of interest that may arise due to financial or other personal interests of the investigator. Therefore, investigators will be required to disclose financial interests related to their institutional responsibilities online via Maestro. Login to Maestro with your SSO login ID and password. Once in Maestro:

  1. Navigate to Researcher  >  sub-tab FCOI  >  Disclosure Tasks.
  2. Click on the Submit Disclosure or Renew Disclosure link to take you to the disclosure document.
  3. Enter data, certify and submit your disclosure.

In addition, all investigators who are responsible for designing, conducting, or reporting on research or research activities must now complete training on financial conflicts of interest. Employees will receive automatic notifications with a link to the training. The training is currently available through the A&M System’s Single Sign On system (TrainTraq course 2111716).

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Maestro

https://epikmaestro.tamus.edu/

Problems or questions – Tribbie Sandner (979) 458-4383 tdsandner@ag.tamu.edu

Maestro is a web browser-based application that consists of several modules. The system is designed to support researchers and research administration across The Texas A&M University System (TAMUS).

The information in Maestro is based upon data feeds from the FAMIS and EPIK databases. Maestro provides researchers and research administrators with timely and accurate information needed to manage research activities and to establish collaborations.

Researchers can:

• View research account balances and detailed transactions

• Add research keywords to personal profile

• Search for people with a specific area of interest

• Search for inventory

• Search for funding opportunities

• Search all awards

  1. Export control – point them to ag export controls Lauren Schroeder – 979-458-3289 clschroeder@ag.tamu.edu
    http://vpr.tamu.edu/resources/export-controls
    http://policies.tamus.edu/15-02.pdf

To report a concern regarding export controls, please contact:

Export Controls Office
979.862.6419
979.862.3176 fax

Or submit a report to Texas A&M EthicsPoint

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Vehicles

http://agrilifeas.tamu.edu/fiscal/fleet/

  1. Usage Reporting:
    1. Monthly Usage Report: Due on the 1st Friday each month to Admin (so October usage report due 1st Friday of Nov) http://www.window.state.tx.us/supportserv/prog/vfleet/VehicleUseReport.xls
    2. Receipts for all fuel, maintenance and other vehicle related expenses must be turned in with the usage report. Reports can be submitted :

i.    E-mail to carlasmith@tamu.edu

ii.    Fax to 979-845-6305

iii.    Campus mail to Entomology MS 2475

  1. Service and Fuel
    1. Each Dept of Entomology vehicle is issued a Voyager Fleet Card. This card can be used to pay for fuel or service. To find a service location that accepts voyager you can use the online locator at https://www.fleetcommanderonline.com/app/public/merchantLocator.do
    2. Each Dept of Entomology vehicle has an account setup with Transportation Services.

i.    They have a fueling station on Agronomy road. In order to purchase fuel, a data fuel key is needed. These keys are vehicle specific and should only be used to fuel the vehicle for which the key is assigned. Fuel keys can be obtained at the Transportation Center. You may also fill out the Transportation Center Request for Services and submit.

ii.    Transportation Services can perform or arrange for most major and minor repairs including tires, batteries and towing. To arrange service call 845-5846.

  1. In case of accident:
    1. During normal business hours you may call Flora Reeves at 845-5846 to help coordinate towing.
    2. After hours 979-822-6043 A-1 Wrecker Service. They have an agreement with Transportation Services to provide special service on State vehicles. Please save all receipts and turn in to Admin for processing.
    3. Official procedures for properly reporting an accident can be found at http://agrilifeas.tamu.edu/fiscal/fleet/fiscal-fleet-management-vehicle-accident-procedures-for-texas-agrilife-research/
  1. Insurance Forms: Contact Entomology Business Office

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