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Administrative Finance Center

Blunt Alumni Center, Garden Level

Hinman Box: 6126

Phone: (603) 646-1310

Fax: (603) 646-1775

Email: adminfinance@dartmouth.edu


Arts and Sciences Finance Center

Wentworth Building, Suite 308

Hinman Box: 6050

Phone: (603) 646-2028

Fax: (603) 646-3488

Email: as.finance.center@dartmouth.edu


Geisel School of Medicine Finance Center

296 Route 120, Centerra Park, Hillcrest Building

Lebanon, NH 03766

Hinman Box: 7052

Phone: (603) 646-6484

Fax: (603) 646-6467

Email: Geisel.Finance.Center@Dartmouth.edu


Provost & Dean of the College Finance Center

Parkhurst Hall, Suite 006

Hinman Box: 6043

Phone: (603) 646-0200

Fax: (603) 646-0027

Email: PDCFC@dartmouth.edu


Tuck/Thayer Finance Center

111 Cummings Hall

Phone: (603) 646-3552

Fax: (603) 646-0586

13 Tuck Hall

Phone: (603) 646-0772

Email: tuckthayerfinancecenter@dartmouth.edu



Arts and Sciences Finance Center Procurement Processes

  • Before initiating any purchase, please review the Procure-to-Pay Guide to determine the appropriate purchasing method. Pertinent procurement policies regarding purchases will be listed within the Guide.

eProcurement Services

Process:

  • Purchase Requisitions/Purchase Orders:
    • If a purchase order is required, complete the Purchase Request Form (and additional forms if required) and submit to ASFC via Hinman (6050), or in person to Suite 308, Wentworth Hall for processing.
    • The ASFC will create a purchase requisition and your order will be placed with the vendor.
  • Invoice Processing:
    • Submit original invoices via Hinman (6050), or in person to Suite 308, Wentworth Hall processing. All invoices require an approval signature and chart string(s).
    • If the invoice is part of a purchase order, please write the PO number on the invoice, or if the PO number is unknown, note that a PO has been created and indicate that the goods/services have been received.
  • Please note:

Procurement Cards (P-Cards)

Process:

Statement and Receipt Archiving

  • P-Card Approvers need to reconcile the monthly statement for each cardholder with receipts.
  • Document each expense using one of the following methods:
  • Documentation must include the following information:
    • Cardholder Name
    • Business Purpose
    • Chart String(s)
  • Submit the reconciled statement with attached receipts to Suite 308, Wentworth Hall on a monthly basis
  • You may submit via the statement and receipts as a pdf scan via email ONLY if the account number is blacked out on all statement pages.

New Card Requests

  • Review the Procurement Card Policy.
  • Complete the Procurement Card Application.
  • Obtain an approval signature from your supervisor or Department Chair.
  • Forward the application to the ASFC (HB 6050 or Suite 308, Wentworth Hall) to obtain approval from the Fiscal Officer.
  • The ASFC will submit the completed application for card issue.

Request for Payments (RFP), Miscellaneous Income Payment Vouchers (MIPV), and Prize Vouchers

  • Request for Payments (RFP)
    • Used for direct vendor payments when a purchase order is not required.
    • Submit original via Hinman (6050), or in person to Suite 308, Wentworth Hall processing.
  • Miscellaneous Income Payment Vouchers (MIPV)
    • Most commonly used to provide honorariums to visitors.
    • Submit original via Hinman (6050), or in person to Suite 308, Wentworth Hall processing.
  • Prize & Award Vouchers
    • Used to award a prize to students. The prize and awardee are listed in the Commencement Booklet.
    • Submit original in person to Suite 308, Wentworth Hall processing.
    • Send additional copies to other offices as noted on the form.

Forms/Instructions:

  • Procurement forms, including Sole Source and Independent Contractor can be found here.
  • Request for Payment (RFP), Miscellaneous Income Payment Voucher (MIPV), and Prize & Award Vouchers are found here.

Policy:

Last Updated: 4/12/13