Standard materials and supplies up to $5,000 may be purchased or charged from sponsored research award funds. The Principal Investigator should follow the supply purchasing procedures established by the Principal Investigator's department or administrative area. Generally, OSP Sponsored Research Manager's do not need to see invoices for materials and supplies under $5,000. However, if the OSP Sponsored Research Manager notice what appears to be an odd expenditure, they may ask the Principal Investigator for information on the expenditure and how it relates to the work on that particular sponsored research award.
In 1995, the Dartmouth College Procurement Services Department initiated a purchasing card system. The system is designed to improve efficiency in processing low dollar value transactions ($500 or less). The Purchasing Card may be used to purchase all non-restricted commodities as described in the Purchasing Card Policy Statement. A Principal Investigator who is interested in using this service should refer to the guidelines and procedures outlined in Purchasing Card Program: Survival Guide for Department Representatives, or contact the Purchasing Card Program Administrator (646-1851).
Invoices submitted by subaward recipient institutions must be reviewed and signed by Dartmouth's Principal Investigator for that particular award and the OSP Sponsored Research Manager assigned to that particular award before payment is processed.
For a complete description of Dartmouth's Travel Policy and Procedures, please refer to the Travel Office.
The primary responsibility for adherence to these policies rests with the departments and supervisors who are authorizing travel and approving expense reimbursements. Travelers should also bear in mind that government agencies and other observers may perceive certain expenditures as being either excessive or inappropriate in the context of a regulatory audit, an IRS audit, or other similar review of College activities. Thus, moderation and discretion should guide travelers' decisions to incur expenses on the College's behalf.
Last Updated: 12/17/10