Molecular Genetics and Microbiology Administrative Office

Our fiscal offices in ARB and in the CGRC are pleased to serve the faculty and staff of Molecular Genetics & Microbiology.

Purchasing

All orders should be submitted in writing using the department order form. Purchases with specific quoted pricing need to have a copy of the quote attached with the requested order. Equipment and software purchases of $ 50,000.00 or greater require multiple quotes. If available only from a single source, the purchase may be exempted from the bid requirements when the University certifies and documents that there is only one source of supply capable of meeting all specifications, terms and conditions to the University's satisfaction.

A completed Sole Source Certification form must contain:

1)Description and use (in layman's terms).

2)List unique features that this item or service has that other comparable items or services do not have, and why these unique features are needed. Show as clearly and concisely as possible why only this item or this service will accomplish the function required.

3)Explain if the product or service is being purchased directly from the manufacturer. If not, explain why the item cannot be bid to the various dealers.

4)Explain the necessity for compatibility with existing equipment or instrumentation, if applicable.

5)Price cannot be used as a justification for a sole source.

When making a purchase of a refrigerator or freezer, please include a list of the items to be stored in the fridge or freezer on the order form as they require approval from EH&S.

Our office in the ARB building, room R2-231 is the purchase location for the Invitrogen Supply Center. Invitrogen orders are placed through the online store located at www.invitrogen.com/sc . MGM lab orders are routed to the fiscal office for ‘approval’. Upon check out, please select payment option of ‘Route for Approval’. The fiscal staff will enter the credit card information and finalize the order. If your lab has been issued a blanket purchase order, then you would use the purchase order option and enter the appropriate number.

Ordering cut-off times are Tuesday and Thursday at 11:45 am. Shipments to the Supply Center Arrive: Wednesday and Friday.

Fisher Scientific orders are placed through their website at https://new.fishersci.com/wps/portal/HOME. These orders are routed to the fiscal office for approval. Payment information is preset in your profile by the fiscal office. Orders are reviewed for compliance to purchasing regulations and finalized. New MGM users should stop by the fiscal office in the ARB building for registration.

Travel

Reimbursement for attendance at conferences, conventions or other business related travel requires submission of a travel authorization worksheet in advance. Our fiscal staff is trained to assist in the approval and reimbursement processes. The traveler should complete and submit a travel worksheet to the fiscal office prior to registration or incurring any trip expenses. The Traveler Brochure provides information on receipt and other documentation requirements for reimbursement under the University guidelines.

Travel that is being funded by an agency other than the University requires the submission of a Complimentary Travel Request form to document the business purpose of the trip.

Upon completion of the trip, the traveler should complete a travel reimbursement request and submit it to the fiscal office with a copy of the meeting agenda and all receipts from the trip.

The University of Florida has contracted with Avis to provide rental cars under the State of Florida Contract #518-020-15-1. Travelers should reserve cars through Avis, unless they are not available in the travel area. Invited speakers and other visitors to the University, who have their travel expenses paid or reimbursed by the University, should also have rental cars secured through Avis. Avis charges for business travel can be direct billed to the University, through the use of the correct documentation. Please contact your fiscal staff and we will assist in making the necessary arrangements. Faculty and staff are also entitled to take advantage of the contracted UF rates for personal travel. You will need to provide Avis with the contract number and identification. Reservations can be made at the Avis website: http://www.avis.com/AvisWeb/home/AvisHome or by calling 800-331-1212.

Forms List

Letterhead.doc

Department order form

Sole Source Certification form

Travel worksheet

Travel Reimbursement

Complimentary Travel Request form

Travel Brochure