Purchases Under $5000

Follow these steps:

obtain telephone quotes from qualified vendors
prepare a Small Order Form if the vendor requires one
call your project administrator for an order number and fiscal approval if your sponsor requires one
order the item(s) directly from the supplier over the phone or by sending them the vendor copy of the Small Order Form
after you receive the item, attach the vendor's original invoice and the receiving copy of the Small Order Form (if applicable) to a completed Payment Request Form (RF 021) and forward to your OTPS Team for processing. Remember to sign and date the form

To be reimbursed for out-of-pocket expenses:

attach original itemized receipt to a completed Payment Request Form and forward to OTPS for processing. Be sure to fully document the purpose of each expenditure. For business meals, a list of attendees, and their project position, is required, along with a statement of the purpose for the meeting.
requests for reimbursement of credit card charges must be accompanied by an itemized receipt, especially for business meals. Requests based on summary credit card charges only cannot be honored.