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Procedures for processing the Purchase Requisition Form
Procedures for processing the Direct Charge Form
Procedures for processing the Contract for Professional Services |
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Form to Request For Compensation From Restricted Accounts DOC
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| Purchase Requisition |
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A Purchase Requisition form should be used for materials and equipment purchases and also when contracting a private firm for services. Special Note: In the case of a contract with a private firm, when the Purchasing Office receives the Purchase Requisition, a contract will be sent to the individual submitting the Purchase Requisition for review and completion. See Business Office to obtain required forms. |
| To process the Purchase Requisition: |
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The Principal Investigator/Project Director should refer to the fully executed contract, any approved budget revisions, and project expenditure records to determine availability of funds.
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Before funds can be requested, a line item in the budget must exist relating to the requested purchase. This line item must contain sufficient funds for the purchase.
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The PI, if a faculty member, should submit the Purchase Requisition to the Department Head for approval. Following the Department Head's approval, the Academic Dean must also approve it. This procedure is not the case for a PI who is part of a Center that reports directly to the Vice President for Research and Graduate Studies. PI should submit the Purchase Requisition for approval to the Director of the Center who should send it to the Vice President for Research and Graduate Studies for approval. The nature of the Purchase Requisition will determine the routing process after that.
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| The route for computer equipment and software requisitions is as follows: |
- ORSP, Vice President for Information Technology, President, and Business Office.
- All other purchase requests are routed from the Academic Dean (or Vice President for Research and Graduate Studies) to the Business Office.
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| Direct Charge |
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The PI should use a Direct Charge form when requesting prepayment for items such as books, membership dues, and subscriptions to magazines. See Business Office to obtain required forms.
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| To process the Direct Charge: |
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The PI should refer to the fully executed contract and any approved budget revisions to determine availability of funds.
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The PI should fully complete the Direct Charge form and secure the signature of the appropriate Department Head.
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If the funds are from a restricted account, the PI should route the Direct Charge to Melanie Comeaux in the Business Services office.
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If the funds are not from a restricted account, the PI should route the Direct Charge to Assistant Vice President for Financial Services Ronald Lajaunie.
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| Contract for Professional Services |
| This form should not be used to secure services of UL Lafayette employees. To secure UL Lafayette employee services using grant funds, the PI should use the Restricted Account Compensation Form. See Business Office to obtain required forms. |
- The Contract for Services should be used for a single individual and not a firm or company.
- Authority to contract with a consultant must be specified in the project budget, or the funding agency must have otherwise given formal approval.
- For contracts above $20,000 the request will be sent by the Business Office to the Office of Contractual Review in Baton Rouge. This lengthens the time considerably for processing the contract.
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To process the Contract for Services: |
- The PI should fully complete the for Consultant Services form.
- The PI should complete the blank spaces for the name, mailing address, and social security number of the person for whom the contract is buing written.
- The PI should list the services (deliverables) the contractor will be providing.
- The PI should provide complete start and end dates of the Contract. The contractor can only begin work when an approved copy of the contract is received. When determining the start date of a contract, the PI should allow seven (7) working days for processing. The University will recognize the start date of the contract only after all signatures have been obtained. The University will not approve Contracts with a retroactive start date.
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After the contract is completed, the PI should submit it to the Vice President for Research and Graduate Studies office for approval and processing.
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After the Contract has been approved and payments are due the contractor, the PI should use a wage payroll voucher (may be obtained from the Business Office). A wage payroll voucher must be used for payment of a consultant who has a Contract for Services. It is the sole responsibility of the PI to submit a wage payroll voucher for payment when appropriate.
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