• P-card receipts (including new guidance from business office, see attachment)
    • Submit within one week of use.
    • If this is impossible, email departmental Business Operations Manager the name of the vendor, charge amount and index.
    • If humanly possible (i.e. if not traveling somewhere that faxes aren’t feasible), receipts must be turned in by the 21st of each month.  Use Chrome River!
    • Write index numbers on receipts before passing them along.
    • Don’t use grant names when you ask a staff member to assign a charge!
  • Expense assignments when you manage multiple indices:
    • Do yourself and your departmental accountant a BIG favor and get it right the first time
    • Expense transfers between indices – only when absolutely unavoidable; may require a special form
  • Gift cards signature forms (purpose, date, and either signature or initials, or statement from your IRB application that subject involvement is completely anonymous); submit with receipts
  • Hospitality forms – any hospitality expense greater than $30 or involving more than 1 MSU employee; can be done once per year when repeated.
  • Travel authorization and voucher forms for each trip.
  • Foreign travel: submit registration (see MSU's international travel page).
  • Payments to contractors (outside service providers)
    • Before: Contracted Service Agreement (CSA) and Sole Source Justification (SSJ)
    • If over $25,000 requires a PD1.
    • After: W-9 required in order to pay them
  • Subaward Commitment and Request forms, Subaward modification form available at OSP web page for subawards
  • OPAS forms for Budget transfer request (for significant funding shifts within your grant parameters) or no-cost extension. (Find at OSP Forms.)

Cell phone allowance ($25-40/month) allowed if it’s in the budget and required for achieving grant purposes.  Normally it goes through payroll. Has starting dates but no end dates – you must notify JobsEHHD@montana.edu when it’s to end.