Purchasing and Reimbursement Guidelines for Graduate Student External Awards

Purchase Order Requests - Computers

If your award allows you to purchase a computer, please follow these steps:

  • Contact Social Ecology computer support staff at se.computing@uci.edu to assist you in securing a computer that will be compatible with the school's network and software.
  • Complete a Purchase Order Requisition. Requisition forms are available are available at http://socialecology.uci.edu/pages/forms Attach any vendor quote(s) that may have been provided by computing staff. Please ask the Principal Investigator (typically your faculty advisor) to sign the form. Then submit the signed form to the financial analyst assigned to manage your university account. 
  • If the UCI Computer Store (located in the UCI Bookstore) has the computer you wish to buy, and if the computing staff  have advised you that the computer will be compatible with the school's network and software, you may purchase the computer on a recharge basis. This involves completing some paperwork at the Computer Store.  For this paperwork, you will need to provide the account/fund number for your award and the name, email address, and business phone number of the financial analyst assigned to manage your university account. 
  • Make sure that your purchase does not exceed the amount allowed under the terms of your award.
Purchase Order Requests - Supplies/Materials or Services If your award allows you to purchase project-related supplies/materials (e.g., tape recorders, diskettes) or services (e.g., transcribing services, biological assays), please follow these steps:
  • Complete a Purchase Order Requisition form, which is available at http://socialecology.uci.edu/pages/forms
  • Provide complete vendor information (name, address, phone and/or website address).  Include the description/model/catalog number and price.
  • Indicate the university office where the item(s) should be delivered -- in most cases this will be main office for your department.
  • Please ask the Principal Investigator (typically your faculty advisor) to sign the form. Then submit the signed form to the financial analyst assigned to manage your university account.
  • If the UCI Bookstore has the supplies/materials needed for your project, you may purchase them on a recharge basis.  This involves completing some paperwork at the Bookstore.  For this paperwork, you will need to provide the account/fund number for your award and the name, email address, and business phone number of the financial analyst assigned to manage your university account. 
  • Make sure that your purchases do not exceed the amount allowed under the terms of your award.
Reimbursement for Supply/Materials You are strongly encouraged to purchase supplies/materials or services following the steps outlined above, but if you incur unavoidable out-of-pocket expenses that are allowable under the terms of your award, please follow these steps to be reimbursed:
  • Complete a Reimbursement Check Request. Request forms are available at http://socialecology.uci.edu/pages/forms.
    • Provide complete description and nature of purchase.
    • Attach receipts or payee's signature certifying payment
  • Please ask the Principal Investigator (typically your faculty advisor) to sign the form. Then submit the reimbursement check request to the financial analyst assigned to manage your university account. 
  • Note: Exceptional approval from UCI's Material Management is required for any out-of-pocket purchase over $500 PRIOR to reimbursement. Please discuss with the financial analyst who is managing your university account any sizable out-of-pocket purchases that you anticipate during the period of your award. This is important to make sure that your reimbursement request will be honored at a later point.
Reimbursement for Project - Related Travel If your award allows project-related travel (e.g., to collect data or to attend a professional conference), please follow these steps to obtain reimbursement:
  • Complete the Social Ecology Travel Reimbursement form, available at http://socialecology.uci.edu/pages/forms
  • Provide original, itemized receipts for all travel expenses.
  • Airfare receipts must include airline ticket number and confirmation of payment.
  • Indicate the number of miles traveled for mileage reimbursements. (Allowable mileage rates are set annually according to IRS rules.)
  • Please ask the Principal Investigator (typically your faculty advisor) to sign the form. Then submit the completed form to the financial analyst assigned to manage your university account.