MCAB LAB PURCHASE POLICY

All Lab-Specific Purchases — including but not limited to Office Supplies, Food/Beverage/Condiments, and other miscellaneous items for lab use — will be going through Addison Troutman. 

A link to the Lab Order Request Form can be found here. Please use this portal to submit item requests (e.g anything from coffee filters to manila folders to snacks for a Methods Meeting).

All P-Card Purchases — including but not limited to Conference Travel, Registration Fees, and other miscellaneous purchases related to sponsored external lab activities — will be going through Addison Troutman.

If you are planning to make a P-Card Purchase:

1. Email or Slack the lab manager (LM) directly prior to your planned purchase.

2. After receiving the text, you will receive a digital copy of the P-Card Purchase Info Page (note: this page has very sensitive card information which should only be used for approved purposes).

3. Use the Purchase Info Page to complete your transaction.

4. Immediately after the payment goes through and you receive the receipt, go to this page and fill out the P-Card Order Request Form, where you will fill out information about the Purchase as well as attach the receipts.

Please note that failure to follow through with these guidelines may result in the removal of your P-Card use privileges (meaning all your purchases will need to be done through the reimbursement process instead). 

If you have any questions or concerns, or any issues or feedback on the form, please reach out to the LM.

For Reimbursements — including but not limited to Conference Travel, Registration Fees, and approved food purchases:

If you are planning to submit a Reimbursement Expense Report (with approval from the PI):

1. Go to work.duke.edu

2. Log in using your netID

3. Click the tabs in the following order:

   MyInfo > MyExpenses > Create My Travel Expense Report

4. Under Schema select Domestic Trip (698600)

5. Put in the following information on the first page:

   Start Date: (has to be before date of first receipt)

   End Date: (has to be after date of last receipt)

   Activity: Conference (or other activity depending on trip specifics)

   Reason: (example: SRNDNA Research Conference)

6. Important: Change the cost assignment to 4314639 (this is the PI Startup Code)

7. On the next page, click New Entry

8. Note that you’ll have to select the correct g/l code for the given expense type

   ***note that these g/l codes are subject to change

9. Depending on what fundcode these charges should be charged to, you may have to click change cost assignment under each receipt and modify the entered fund code (note that a fund code can be either a cost center or a WBS Element, but not both)

10. Once the receipts have been entered, you’ll want to save the draft and manually upload the associated paper/electronic receipts for each charge you listed

    ***note that these must be in PDF form and should be itemized in accordance with the order of invoice entry