Q: I'm not sure when I need a purchase order and when I do not.

A: Almost all purchases of goods and services require a purchase order. If you have a specific item in question, please contact the Purchasing Coordinator at ext. 4367.

Q: It's almost the end of the fiscal year and I have money left in my budget. I would like to purchase a new software package for my computer. Is this allowed?

A: Requests for software should be submitted during the annual budget process for review by the Joint Computer Budget Task Force. In special circumstances, other purchases may be funded during the year by special approval from the Associate Dean for Communications Technology.

Q: When I am unavailable to approve an invoice for payment, can my assistant approve it for me in my absence?

A: Budget Officers must approve any invoices related to their area. If the Budget Officer is unavailable for an extended period of time, a designated staff member or the respective administrative cabinet member can approve such items.

Q: I will be traveling to a conference soon for College related business. Can I get an advance for the costs related to this?

A: By using a Travel Advance Report, you can request an advance to cover any expenses associated with that travel. Upon your return, you are expected to report all of the expenses incurred on a Travel Expense Report and submit all the necessary documentation within five business days of your return. Both of these forms are available on the Intranet, under Forms or http://srv2.lycoming.edu/myLyco/all/forms/. The complete travel policy can be found on the Intranet at
http://srv2.lycoming.edu/myLyco/employee/humanresources/ADMINISTRATIVE%20STAFF%20
HANDBOOK/TravelPoliciesandProcedures.htm

Q: I will be driving to a conference for the College. Should I use my own vehicle or rent a vehicle?

A: Unless the distance of the trip is minimal, it is recommended that you rent a vehicle when you travel on College business. The policy related to travel & travel policies can be found on the Intranet at
http://srv2.lycoming.edu/myLyco/employee/humanresources/ADMINISTRATIVE%20STAFF%20
HANDBOOK/TravelReimbursement.htm

Q: I will be renting a van for a trip with some of my students. What do I need to do?

A: The policy related to student trips can be found within the College's travel policy at
http://srv2.lycoming.edu/myLyco/employee/humanresources/ADMINISTRATIVE%20STAFF%20
HANDBOOK/AutoRentalTravelandInsuranceInformation.htm

Q: I want to purchase an item for my department over the Internet. Can I use the College's credit card?

A: There are times when the need to use a credit card is a necessity. When such an instance arises, the buyer should contact the Purchasing Coordinator (ext. 4367) for the card information. As soon as the purchase is made, appropriate supporting documentation, the account number to be charged and the budget officer's signature should be forwarded to Accounts Payable.

Q: I need to purchase some office supplies for my department. Where should I get these supplies?

A: The College requires the acquisition of supplies through the Inventory maintained by the Treasurer's Office rather than via outside vendors. If you believe you can obtain a better price or an item is not carried in inventory, please contact the Purchasing Coordinator (ext. 4367) prior to making the purchase. All departmental supply requests should be submitted to the Purchasing Coordinator via e-mail. All supply requests received by the end of the day on Tuesday will be delivered Wednesday morning to the requesting department

Q: I need to buy toner for my department's printer. Where should I buy this?

A: All printer toner should be ordered through the Purchasing Office while all printer paper should be ordered through the Print Shop.

Q: We have a student who has worked in our office his entire four years at Lycoming and will now be graduating. Can we charge our department's budget to take him out for lunch and for a small token gift?

A: No. The cost of private staff parties, either on or off campus, and related gifts are not an authorized expenditure from College departmental budgets. Other examples include but are not limited to: Holiday parties, retirement parties, Secretary's Day celebrations and gifts, etc.