Procurement

Oracle is the system for purchasing items and viewing where grant dollars have been allocated. Oracle is also used by the Office Manager/EA to input Travel Approval (for a conference) and travel, carfare reimbursement, make purchases, etc. Only select employees have access. EAs or those in similar roles typically have Requestor Access. 

If you need to request Oracle access please reach out to your Budget Analyst or submit an Enterprise Financial Systems Access Request ticket via SNOW for the appropriate application. 

When requesting a purchase order, please submit all requests at least 2 weeks prior to needing the item(s) or services. Also, be mindful of shipment time when making a request for items needed for programs or events. Please note, purchases cannot be made before a Purchase Order is approved. Items or services cannot be received or completed before a purchase order is issued. Also, an invoice cannot be used as a quote to secure a purchase order.

To submit a request, please fill out a Purchase Order Request Form and submit it to your Executive Assistant or Office Manager. Please include any necessary item numbers.

Expenses must align with the Employee Travel & Work-Related Expense Reimbursement Policy and Manual to qualify for reimbursement.

To submit reimbursement for expenditures incurred while attending a conference you will need to complete the Statement of Travel form. Attach all applicable itemized original receipts along with a copy of your credit/debit card statement if payment was made via these methods. All conference travel reimbursements should be submitted within 2 weeks of completing travel.

To submit a reimbursement for purchases, complete the reimbursement form. Any reimbursement for purchases over $100.00 must have prior approval from the Director. Reimbursement for purchases must include an itemized original receipt along with a copy of your credit/debit card statement if payment was made via these methods. Please note any reimbursements submitted are subjective to the Director’s discretion for approval.

To submit monthly mileage reimbursement, complete the travel reimbursement form. Note that travel to and from home should not  be included as a reimbursable expense. Parking and tolls fees are reimbursable when required for work purposes; please provide the original receipt for these cost incurrences. Attach all applicable itemized original receipts along with a copy of your credit/debit card statement if payment was made via these methods. All mileage reimbursements should be submitted the week following the end of the month.