SEES Resource Page

Executive Committee Contact Info

Access and Keys

Badge Access Request Form
Keys Request Form

Purchasing

Purchasing Request Form

Reimbursements

Reimbursement Form
Travel Module

Grant Resources

Hiring

SEES Hiring Request Form

(includes Affiliate Accounts, Courtesy Appointments, and Volunteers)

Outreach & Events

SEES Events Request Form

SEES Guest Travel Form

SEES Guest Speaker Info

Academic Services

Other Resources
Business Cards
Checking your Balance
Letterhead
Misc PSU Forms

Van Requests & Vehicle Reservation

SEES Van Request Form

PSU Foundation & Donations

Library Resources

Access and Keys

Please fill out the Badge Access Request Form or the Key Request Form for badges and keys requests. Anyone can submit these forms.

If a student is submitting the form, there is a space for them to provide the email address of an approver. Once submitted, an email will be sent to that individual for approval.

There is also a section for batch upload on the Badge Access Request Form. If you have the list of individuals who needs access, please upload that list. If not, please indicate which group (typically a class list) needs access and the ASC will run the report.

Resources

Badge Access Request Form

Key Request Form

For more information on card access, visit www.pdx.edu/campus-safety/card-access-requests.

For more information on brass keys, visit www.pdx.edu/facilities/key-requests.

To contact the Keys Office directly, please email keys@pdx.edu.

Purchasing

This section is not for grant-related purchasing. All grant-related resources can be found under Grant Resources below.

Please fill out the Purchasing Request Form. Tori, the Financial Services Coordinator, handles all purchasing requests.

If you need detailed instructions on filling out the Form, please see the How to Submit a Department Purchase Request to the right.

Normal turnaround time for purchase requests is three business days. Please plan accordingly. In the circumstances that your request will not be fulfilled within three business days, Tori will reach out to you to let you know the status of your request.

Purchasing preference is always to be invoiced, but this is not always possible with vendors we don't do business with frequently. For these vendors, we will need to establish them within the PSU Payment System, which can take up to two weeks. If the purchase is urgent, or if the purchase is from the eProcurement vendors (Amazon, Staples, Dell, Apple), we will purchase via Pcard.

Resources

Purchasing Request Form

How to Submit a Purchase Request

Reimbursements

This section is not for grant-related reimbursements. All grant-related resources can be found under Grant Resources below.

For Personal Reimbursements, please fill out the Personal Reimbursement Form.

For Travel Reimbursements, please fill out the Travel Module.

Please enter "cuzzetto" as the DAS for all reimbursements.
Please include the index code in the Comments box on the last page.

Resources

Personal Reimbursement Form

Travel Module

Viking Travel Traveler & Delegate Quick Guide

Basic travel resources

In-depth travel resources

Grant Resources

For proposals please complete a Notification of Intent to Submit Proposal as soon as possible and at least 15 working days in advance of the proposal deadline. Learn more about Proposal Development here or reach out to SPA Proposal Development and Submission (spa_proposals@pdx.edu)

For post-award transaction support for CLAS grants (indexes starting in 2, 3, 4 or Z) please connect with the CLAS Research Support Team and visit the CLAS Research Support Intranet.

To hire a new employee, modify a current employee's appointment, or request faculty summer wages, please fill out the Sponsored Project Personnel Action Request Form.

To request the purchase of goods or services, as well as invoice payment on a grant index, please fill out a Sponsored Project Purchasing Request Form.
- The following information will be required:
  - PI approval
  - Index to charge
  - Business purpose statement explaining the benefit to the project (please include full grant name if possible)

The following individuals will act as the DAS for grant-funded travel and personal reimbursements:
- Anthropology: Erica Popple (EPOPPLE)
- Complex Systems: Kim Heavener (KIMBER23)
- ESM: Kim Heavener (KIMBER23)
- Geography: Erica Popple (EPOPPLE)
- Geology: Kim Heavener (KIMBER23)

Hiring

Please fill out the Hiring Request Form for any of the following:
- Student worker
- Temporary position
- Affiliate Account
- Courtesy Appointment
- Volunteer/Affiliated service member

For hiring grant-funded graduate research assistants, please fill out the Sponsored Projects Personnel Action Form above.

For J1 International Scholars, please reach out to the Unit Manager directly, and please include David Brandt (dbrandt@pdx.edu) from International Affairs.

Resources

SEES Hiring Request Form

Current OPE Chart (FY 25-26)

Human Resources website

HR User Guides

New-Hire Resources

Injury Reporting

Outreach & Events

The SEES Staff Team handles all events together as a team, with each member having specific responsibilities.

To make an event request, please fill out the SEES Event Request Form. We strongly prefer to meet with the requestor for details about the event, and the form asks for a preferred day and time for meeting.

To check the status of your event, please see the SEES Event Planner. That is where we track the responsibility and status of each event.

To see all currently scheduled SEES events, check out the SEES Events Calendar.

For outreach to all SEES members or to a specific academic area, please reach out to the Unit Manager directly who will send messages to the appropriate listserv.

For Guest Speaker events, please have the invited individual fill out the SEES Guest Travel Form. That will collect all the info we need to make arrangements and accommodations.

Please also see the SEES Guest Speaker Info. It has information about travel and lodging, parking, and receiving an honorarium.

Resources

SEES Event Request Form

SEES Events Planner

SEES Events Calendar

SEES Guest Travel Form

SEES Guest Speaker Info

Academic Services

For concerns about your classroom, for a room change request, or for IT support, please contact the Academic Services Coordinator.

The Academic Service Coordinator also takes care of Work Orders, administers Course Evaluations, and can help with Supplies orders like copy machine paper, staples, pens, notepads, and anything else you need for the office. Please reach out to them directly for these requests.

Useful Links

By-Arrangement Course Instructions
Faculty Registration Override
Special Registration Form
Understanding Waitlists for Faculty
Faculty Guide to Initiation of Attendance
Deadlines and Academic Calendar
Student Petitions

PSU Classrooms with Pictures

Other Resources

Business Cards

SEES Business Card Request Form

Letterhead

Anthropology
Complex Systems
ESM
Geography
Geology

Forms

CLAS IT Equipment Request Form
Field Trip Waiver
Operating Advance Form
Payroll Advance Form
PSU Tax Exempt Status
PSUF Check Request
PSUF Personal Reimbursement Form
PSUF Stipend/Honorarium Form
PSU Software Request Form
Surplus Pickup Manifest (link to Surplus)
Travel Moving Expense Reimbursement Form

Checking your Balance

The Understanding Indirect Costs page contains a "How to Check PIN balances in Banweb" link. That is a guide for you to check ANY department balance, including ESRxxx, FEAxxx, PINxxx, and PDFxxx. If you have any trouble using the Finance Query, please reach out to Victoria.

SEES Van Rental and External Van Reservation

The Geology Department owns two vans that any SEES Member can request to use. The Geology Department has priority over all van requests.

To request a van, please fill out the SEES Van Request Form.

Any driver of a PSU-owned vehicle will need to complete the Driver's Safety Training and complete the Driver Authorization Form. Links to both can be found on the Driver Authorization webpage.

If you are planning on transporting more than 9 passengers, you will need to complete the High Occupancy Van Operator Safety Training as well, which can also be found on the Driver Authorization webpage.

The calendars for both vans can be found on the right if you'd like to check their availability before submitting a request.

Please review the Van Rental Instruction Sheet. It contains everything you need to know for renting a SEES van.

If you need to reserve a vehicle from Enterprise or National, please contact them directly, and provide the information given. You will need to provide them with an index code to bill directly. Please reach out to your Academic Area Lead if you need the index code.

If you need to reserve a Blue Star bus for a field trip, please send an email to both geodept@pdx.edu and nesharps@pdx.edu and we will work with you for that reservation. Please note: we usually need to book these 2 months in advance and the cost is usually around $1550 for one field trip.

Resources

SEES Van Request Form

Driver Authorization webpage

Van 1 (Ford Econoline) Calendar
Van 2 (Chevy Express) Calendar

Van Rental Instructions Sheet (coming soon!)

ENTERPRISE RENTALS

Log into UFS Intranet
Use renter's PSU ODIN username and password
Click on the "Campus Accounting" tab at the top
Under "Applications", click on Enterprise/National Car Rental
If you're placing a phone reservation, please use the following info:

Account Number: DB46208
Billing Number: 16765556