SUPPLY FUND POLICY

MRSEC Summer REU Students & Faculty-Student Teams

• At the beginning of the REU and Faculty-Student team programs, the MRSEC office will inform the appropriate UMN faculty investigators of the amount of funds available to each MRSEC faculty investigator/Summer REU student and each MRSEC faculty investigator/Faculty-Student team, and their respective account number and sub-org.

Your assigned account # and sub-org can be found in the binder you recieved during orientation. You must use both the account number and sub-org for all purchases.

Note: It is important that the summer visitor use the assigned account number and sub-org. Expense transfers to correct improperly charged budgets will not be honored except under the most extenuating circumstances. In all cases expense transfers must be approved by the MRSEC office.

• All MRSEC summer program participants will receive a Chemistry stockroom credit card. These cards may be used at the Chemistry stockroom (Smith Hall) to purchase general office supplies and specific laboratory items necessary for the summer research projects. All charges made with a Chemistry stockroom card will be deducted from the assigned supply fund account. The Chemistry stockroom cards have the visiting MRSEC student's and/or faculty's assigned account number and sub-org built in.

Visiting students/faculty will receive a receipt from the Chemistry stockroom at the time of purchase. These receipts must be submitted to Mary Haverkost mjhaver@umn.edu in Chemical Engineering & Materials Science, 151R Amundson Hall (5-4877).

Sample Chemistry Stockroom Card

• The supply fund account number and sub-org displayed on the Chemistry stockroom card should be used for all internal and external orders. When using the assigned account number to purchase supplies, sub orgs must be included. No order will be approved without a sub-org.

• MRSEC Summer REU and Faculty-Student teams are allowed to use their respective assigned accounts in the Chemistry stockroom (see above) and for University laboratory facility use. Charges incurred as a result of facility use do not need to be reported directly to the MRSEC office. The facilities themselves are required to report this information to the MRSEC office.

Orders using OUTSIDE vendors and internal orders using University Stores must be placed by the visiting faculty/student via the Accounting Office in Chemical Engineering and Materials Science as follows:

1. Submit the order electronically at: https://www1.cems.umn.edu/dept/purchasing2/index.php
2. Log in with assigned University Internet ID and password and scroll down to "Purchasing," which links to the order form.
3. Fill out the order form including the MRSEC account number AND sub-org (no order will be approved without a sub-org). In the "COMMENTS" box at the bottom of the form, include delivery address. The "JUSTIFICATION" box requires an explanation of how the order will be used as part of the summer research project. You MUST include answers to the "5 W's": Who will be using the item; What is the item; Why is the item necessary for the summer research project; When will the item be used; and Where will the item be used.
4. After the order form has been completed, click "submit request" at the top. In a few seconds, a printable order form will appear on the screen.
5. This printed form must be signed by the summer visiting faculty or student AND by the supervising MRSEC faculty member.
6. The signed document must be provided to Mary Haverkost mjhaver@umn.edu in Chemical Engineering & Materials Science, 151R Amundson Hall (5-4877) for processing.
7. A copy of the signed document must also be provided to Phil Engen engen010@umn.edu in the MRSEC office, 489 Amundson Hall (6-0798).

• MRSEC Summer REU student and Faculty-Student team supply fund accounts are in effect for the duration of the summer program. No spending is allowed on accounts after the end of the program.

• No computer/computer supplies purchases are allowed on MRSEC summer program supply funds. These purchases must be individually reviewed and approved by the MRSEC office.

The sponsoring MRSEC faculty investigator is responsible for oversight of the REU or Faculty-Student Team supply account associated with their respective external participants and any expenditures made on these accounts. Students are required to track their expenses in order to help insure that they do not exceed the allotted amount. However, the MRSEC faculty investigator is responsible for any charges in excess of the funds allocated to each account, as specified by the MRSEC office.