Centers & Initiatives Supported by the Office of Academic Affairs

Timelines for Submissions and Process

Budget Management:

All requests for expenses must come through the faculty coordinator or be pre-approved by the faculty coordinator (preferably in writing) prior to any purchases or reimbursements being made. Deadlines for end of the fiscal year submissions are set by the Fiscal Office and will be made available to Faculty Coordinators as soon as they are set.

  • Purchases

    Non-equipment purchases - If pro-card can be used (includes books, lab supplies, etc.).

    Acceptable pro-card purchases only.

    -Allow five business days to process order and 2-4 additional weeks for shipping (could be longer based on shipping and availability from vendor).

    Non-equipment purchases - If pro-card cannot be used (vendor does not accept credit card payments, printing of paper products, etc...).

    -Allow 2-3 weeks for purchase order process to be completed and 2-4 additional weeks for shipping (could be longer based on shipping and availability from vendor).

    Staples (general office supplies) - Purchase orders are created at the beginning of each fiscal year.

    -Allow 5-6 days for ordering and delivery

    Equipment - Permission required by area Vice President. Any department requiring funds for the purchase of equipment must have a budget transfer from their area Vice President's equipment account to their departmental account.

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  • Conference Registration/Reimbursements

    Conference Registrations for teams/groups or Faculty Coordinators of Centers & Initiatives

    Please provide: 

    • Registration request in writing (e-mail is fine) by faculty coordinator.

    • Confirmation of Request for Travel approval for all participants.

    • All information requested on specified conference registration form.

    - Allow 5 work days for completing on-line or telephone registrations when pro-card is acceptable.

     

    - If organization does not accept pro-card, the the Requisition process needs to be followed - allow 2-3 weeks to process.

     

    Conference Registrations for sponsored individuals (not Faculty Coordinators) are typically paid for by the attendee and reimbursement is issued after the event has completed unless approval is given otherwise.  A copy of approval of Request for Travel is required.  

    - See below: Travel Expense Vouchers/Reimbursement for Travel

    Travel Expense Vouchers/Reimbursement for Travel - in order to be reimbursed, a Request for Travel Approval must be completed using the Banner Workflow online form and approved/signed by all parties with the charges listed under the appropriate Index (failure to do so or the need for edits, requires additional time to resubmit for approval). Directions for submitting form: Travel Request Workflow Manual

    Please provide:

    • A signed Travel Expense Voucher with expenses listed (printed on blue paper)

    • Original receipts for all expenses incurred with covered expenses clearly marked.

    • A credit card statement matching receipts if credit card was used (you may cross off all non-pertinent information -- leave the last 4 numbers of the credit card number).

    - Please be sure to submit all receipts to Maria Schaaf as soon after returning from your conference as possible.

    - Please allow 5-10 days to process to Accounting. Timeline for payment through Accounting is generally within 30 days of receipt in the Accounting Office.

    Airfare and hotel accommodations - Greg DeMelo, BSU Institutional Travel Coordinator, (gdemelo@bridgew.edu) can assist with accommodations to provide the most cost-effective travel arrangements.

    If a center or initiative is funding the travel, index number and funding amount are required prior to travel arrangements being finalized.

    A confirmation of Request for Travel approval or an e-mail from the Faculty Coordinator approving this expense is required by Maria Schaaf prior to providing Greg the funding index number and authorizing the expense.

    - Please allow 5 days to process.

  • Other Expenses or Report Request

    Other Expenses (non-Honorarium -- see Events for Honorarium process) - includes subscriptions, memberships, contracted work, consultants, etc.

    -If a requisition/purchase order is required, please allow 5 days for processing through Center Support and an additional 2-4 week for processing through BSU Purchasing system.

    If Vendor is not an approved vendor at BSU, allow additional time to ensure completion of all required Vendor forms (W-9 and Terms and Conditions). **Since this requires response from the Vendor, timelines may vary and may take longer than expected.

    Reimbursements (for approved purchases and expenses for Course Development Grants and Awards)

    Please provide:

    • Original receipts for all expenses incurred with covered expenses clearly marked.

    • A credit card statement matching receipts if credit card was used (you may cross off all non-pertinent information -- leave the last 4 numbers of the credit card number).

     

    - Please allow 5-10 days to process through Academic Affairs to Accounting. Timeline for payment through Accounting is generally within 30 days of receipt in the Accounting Office.

    Additional Compensation Forms (for work accomplished outside regular duties and working hours -- for faculty, VLS and other non-hourly BSU employees only)

    Please provide:

    • Detailed e-mail with name of recipient, amount awarded, start and end date of service, and service provided.  (If payment is to be divided in portions, include terms of payments and breakdown of payment.  A separate e-mail will be needed when final terms are met.)

    - Allow 5 work days to process Additional Compensation and forward via e-mail to the recipient.  Recipient must provide an original signature and return form to the Academic Affairs Office for additional processing.  Every effort is made to forward forms to Payroll immediately upon receipt of signed copy.

    **Additional compensation payouts are subject to Payroll timelines. 2011 Payroll Calendar

    Request for Budget Expense Report - Please note: In order to be able to maintain accurate expense reports, all submissions for payments should be processed through the Office of Academic Affairs (including reimbursements for travel and course development grants, as well as, Additional Compensation forms for signature).

    - Allow 5 work days.

Event Planning:

  • Reserve a Room

    Reserving a Room for Meetings and Events - Please note that space is very limited on campus. Please notify Maria of plans for a conference as soon as possible... even if details are not finalized, a space can be held to ensure that plans will come to fruition. When requesting rooms please provide the following information if it is available (*minimum required):

    1. *Event Name/Description:

    2. *Date of Event:

    3. Alternate Date(s):

    4. *Times of Event: (do not include set-up time)

    5. *Preferred location:

    6. *Expected Attendance:

    7. Technology: (e.g.: microphone, internet, power cart)

    8. Room Set-up: (e.g.: panel discussion, table set-up, podium, etc.)

    9. Attendees: (students, faculty, outside guests)

    10. Catering: (Will there be food served? Will alcohol be served?)

    11. Signs: (are signs needed leading into campus, parking lots, etc.?)

    12. Any other needs that may be known in advance: (nametags, pens, etc.)

    -Requests submitted to the Office of Academic Affairs will be processed through Conference & Events within 5 days of receipt. 

     

    **Please note that Conference and Events have set new deadlines for submitting room requests.

    Basic Breakdown: 

    • Major Event Venues: 21 days - 1 year in advance of event

    • Events with Service: 15 days - 1 year in advance of event

    • Simple Meetings: 2 days - 2 months in advance of event
       

     

    Event Set-up - Once event is scheduled, Maria will be in contact with you to finalize details and ensure that your event is successful. 

    Including:

    • RSVP List/Final Count

    • Media Needs of Speakers

    • Nametags

    • Folders (Purchase & assembly)

    • Handouts

    • Parking needs

    • Sign Layouts

    -Requests submitted for rooms will be processed within 5 days of receipt. 

     

    **Please note that Conference and Events have set new deadlines for submitting room requests.

    Basic Breakdown: 

    • Major Event Venues: 21 days - 1 year in advance of event

    • Events with Service: 15 days - 1 year in advance of event

    • Simple Meetings: 2 days - 2 months in advance of event

  • Catering

    Catering Requests with Sodexho - Please notify Maria of meal plans as soon as event plans are decided. Please include any details or specific food requests when requesting that meals be ordered. Maria can assist with planning the meals and ordering food.

    -Catering requests a 2 week notice for catering orders of large events. For smaller events, deadline for submission is 5 days prior. **Cancellations are not accepted less than 24 hours prior to event.

     

  • Honorariums

    Creation of Standard Contracts for Non-BSU Presenters - If presenter is not an approved vendor at BSU, a W-9 and Terms and Conditions form must be completed by presenter. A Commonwealth of Massachusetts Standard Contract Form will need to be drafted with terms of contract and signed by Vendor. Contracts over $1,000 will need to be signed by the Associate Vice President, Finance. Contracts under $1,000 will need to be signed by Michael Young, Associate Provost for Academic Planning and Administration.

    • Please provide vendor name, contact information, and service agreement (include dates of service) in order to begin process of submitting paperwork for signature.

    Allow 5 days for Maria to create contract and send forms to Vendor/Presenter for signature.

    Since this process also requires response from the Vendor, timelines may vary based on the return speed of the vendor. Once contract is signed by all parties, a requisition/purchase order is required. Please allow 5 additional days for processing into Banner through Center Support and an additional 2-4 week for processing through BSU Purchasing system. **Accounting has 30 days after the completion of the PO and receipt of completion of services/invoice to complete payment.

  • Campus Announcements

    Request to Submit Student Announcements - If a Community or Student Announcement or e-mail to faculty & staff is requested. Please e-mail or call in information you would like included in the announcement and indicate all dates you would like the message to appear. Please also include if you would like event published on campus events page.

    -Please allow 3-5 days notice for announcements.

  • Other

    • Requests for media, security, and other additional conference and events services can be arranged as needed based on event.

Website Management:

  • For edits, please allow 1-2 weeks for minor changes. For larger changes or major updates, more time may be needed. Requests will be done as received with more attention given to time sensitive information.

Other Support Services:

  • All Other Requests - Requests will be done as received with more attention given to time sensitive information. Please give 1-2 weeks minimum for processing requests during
  • Meeting Attendance - if needed for taking minutes please provide notice as soon as possible in order to schedule in calendar.

 

Last Modified: June 26, 2012