91��Ƭ��

• Applying for a Procurement Card: See Procurement Card (Pcard) – Application and Resources
• Reconciling Concur Expense Reports: See Concur: Expense Reports and Pre-Travel Approval
• (also listed under Procurement Card (Pcard) – Application and Resources)
• Tax Implications FAQs (also listed under Procurement Card (Pcard) – Application and Resources)
• : If a supplier asks for tax-exempt documents
• Purchasing Thresholds - My purchase is $X. How do I purchase it?
  • Department guide process flowchart: Includes purchasing methods and forms needed, based on PSC’s policy above.
• Sole Source Justification Form: Use if there is only one supplier who can provide the Good or Service needed by CU. (See Purchasing Thresholds above for pricing when this is needed)
• : Use if there are multiple suppliers who can provide the Good or Service needed by CU. (See Purchasing Thresholds above for pricing when this is needed)
• :  Goods or Services that are excluded from Procurement Rule under the definition of a Standard Sole Source category
• : Select your commodity type, then follow the links. The links will include how to purchase each type of Good or Service, any applicable restrictions, and the PSC Purchasing Agent if you need to contact them.
• : PSC policy and directions on how to purchase IT items

CU Marketplace is our eProcurement system and preferred procurement method.

• : Training, Resources, and FAQ
• Requesting CU Marketplace Shopper Role:
  • Complete the following Skillsoft courses in your employee portal (my.cu.edu). Direct links to the trainings can also be found at .
    • Information Security Awareness
    • CU Marketplace Shopper
    • CU:  Fiscal Code of Ethics 
  • Once you’ve completed the trainings, you’ll need to request Shopper access:
    • Log in using your campus login and password.
    • Click on Request Access > Request for Self
    • Search “shopper”
    • Add “Marketplace: ePro Shopper” to the cart
    • Click on “Next” at the top
    • Submit green button
  • This request will be emailed to your supervisor who will need to login, claim it, and then approve it. 
• : This link provides a guide on how to assign carts in CU Marketplace.
  • Assign your shopping cart to your Finance Professional.
  • Be sure to include your business justification in the shopping cart comment section. 
    • (How does your purchase benefit the university? How does it help meet the sponsored project goals or milestones? Help reviewers and auditors understand why the University or Sponsor should pay for this.)

• (also listed under Procurement)
• Tax Implications FAQs (also listed under Procurement)
• : This link provides great step by step directions. Please follow the below department specific updates. 
  • Before submitting your request, provide the Mechanical Engineering Finance Team and CEAS FSC with Delegate Access. (See below Identifying and Adding/Removing Delegates for directions.)
  • Request Name: Request Name – PC_CA_LastName, FirstName (new) MMMYY. (Remove your first name if there is not enough room.)
    • MMM – Month this application is being submitted.
    • YY – Year application is being submitted.
  • Submit Request to: Speedtype (very important step so you can select the appropriate approval flow later)
  • Default speedtype:
    • Faculty – This will be your ICR. If you do not have an ICR, use your startup.
    • Students – Check with your PI, Supervisor, faculty advisor, or me on what speedtype should be used.
    • Do not use a Fund 30/31 sponsored project as your default speedtype.
    • Each expense will be individually allocated to a speedtype later when you create expense reports. They will not automatically be charged to the default speedtype.  
  • Under New Expense: New Card Request:
    • Address 1 – 1111 Engineering Dr.
    • Address 2 – 427 UCB
    • City – Boulder
    • State – Colorado
    • Zip/Postal Code – 80309
    • Work Phone – Input your work phone in the following format, XXX-XXX-XXXX (your personal cell phone can be used as an alternative).
    • Billing Cycle Credit Limit/Single Purchase Limit - $10,000/$5,000.
    • Approving Official – Deyden, Andrea (Andrea is Mechanical Engineering's Approving Official, and will be the one approving your application).
    • Is the cardholder the AO’s supervisor – No.
  • Under Edit Approval Flow: Click the first “+ Add Step.” Add your Finance Professional. (They should be the first to review your request.)
• : Be sure Finance Team and FSC delegates include these boxes selected: Can prepare and Can view receipts. 
  • Below are the Finance Team and FSC members needing delegate access:
    • Andrea Deyden
    • Yumie Smith
    • Ashley Mastellone
    • Robert Vlier
    • Margot Koval
    • Kalpana Murugan
    • Kelsey Koch
    • Grace Carlander
    • Addison Gore
    • Kelsey Manning
• Preparing Your Own Concur Report: See Concur: Expense Reports and Pre-Travel Approval

• : This link provides great step by step directions. Please follow the below department specific updates.
  • Before submitting your request, provide the Mechanical Engineering Finance Team and CEAS FSC with Delegate Access. (See Procurement Card (Pcard) – Application and Resources section for directions.)
  • NEW REQUEST SECTION 
    • Request Name: Request Name – TC_CA_LastName, FirstName (new) MMMYY. (Remove your first name if there is not enough room.)
      • MMM – Month this application is being submitted.
      • YY – Year application is being submitted.
    • Submit Requests to: Speedtype (very important step so you can select the appropriate approval flow later)
    • Default speedtype:
      • Faculty – This will be your ICR. If you do not have an ICR, use your startup.
      • Students – Check with your PI, Supervisor, faculty advisor, or me on what speedtype should be used.
      • Do not use a Fund 30/31 sponsored project as your default speedtype.
      • Each travel report will be individually allocated to a speedtype later when you create expense reports. They will not automatically be charged to the default speedtype.  
  • Under New Expense: New Card Request:
    • Address 1 – 1111 Engineering Dr.
    • Address 2 – 427 UCB
    • City – Boulder
    • State – Colorado
    • Zip/Postal Code – 80309
    • Billing Cycle Credit Limit - $3,500. If you request $5,000, please include a comment with your justification.
  • Under Edit Approval Flow: Click the first “+ Add Step.” Add your Finance Professional. (They should be the first to review your request.)
• Creating and Submitting Travel Pre-Approval Requests: See Concur: Expense Reports and Pre-Travel Approval
• Preparing Your Own Concur Travel Report: See Concur: Expense Reports and Pre-Travel Approval
• : - A quick-reference guide to traveling with the University
• : PSC Travel Page
  • - ALLOWABLE EXCEPTIONS ONLY
  • : CU’s Travel Agency and contact information
• Travel Expenditures on Sponsored Projects (also listed under Sponsored Projects & FAQs)
• Fly America Act (also listed under Sponsored Projects & FAQs)
  • A federal regulation that:
    • Requires the use of U.S. carriers for travel that will be reimbursed from federal grants and contracts, regardless of cost or convenience.
    • Allows for air transportation by or under a “code-sharing agreement” with a U.S. flag air carrier if service provided by such a carrier is available.
    • Requires travel on a U.S. carrier as far as possible if there is no U.S. carrier to your destination.
    • See link for additional information.
• : Be sure to include your personal travel in your pre-travel request and retain business-only cost comparisons for any expenses that may be affected by your personal travel. 

• : This link provides great step by step directions. Please follow the below department specific updates. 
  • Request Name: Request Name –LastName_City Destination_MMMYY (Example: Smith_Denver_Jan24)
    • This naming convention makes it easier to match your travel request to your travel expense report later.
    • MMM – Month this application is being submitted.
    • YY – Year application is being submitted.
  • Submit Requests to: Speedtype (very important step so you can select the appropriate approval flow later)
  • Speedtype: List the speedtype that will be funding your trip. If using multiple speedtypes, add comments in the comment box.
  • Comment Box: Add detailed justification for your travel. How does this travel benefit the University? How does it help meet the sponsored project goals or milestones? Help the Finance Manager and auditors understand why the University or Sponsor should fund this trip.
  • Under Edit Approval Flow: 
    • Click the first “+ Add Step.” Add the supervisor who gave you the speedtype. This is most commonly your supervisor, but it may be a PI or finance contact in another department.)
    • In the Request ST Approver box, type Kajino-Smith, Yumie (ME’s Finance Manager)
• Mechanical Engineering’s expense reports are supported by the College of Engineering and Applied Science Financial Service Center (CEAS FSC). Our department is assigned one primary coordinator who prepares and/or reviews all department expense reports before they are submitted to the Approving Official for department approval. 
  • You are welcome to submit your expenses to the CEAS FSC and our coordinator will prepare the reports for you. Please see CEAS Financial Service Center (FSC) forms and guides for more information.
  • If you have the capacity, it’s encouraged to prepare your own expense report. This should take about the same amount of time as filling out the CEAS FSC forms. Below are guides to preparing your own reports. CEAS FSC has video guides available upon request. Please use the CEAS FSC Contact Us form to request the videos.
• : Before submitting your report, contact the CEAS FSC to review. See CEAS Financial Service Center (FSC) forms and guides
• : Before submitting your report, contact the CEAS FSC to review. See CEAS Financial Service Center (FSC) forms and guides
•  (for U.S. citizens): Before submitting your report, contact the CEAS FSC to review. See CEAS Financial Service Center (FSC) forms and guides
•  (for U.S. citizens): Before submitting your report, contact the CEAS FSC to review. See CEAS Financial Service Center (FSC) forms and guides
• : Information can be found at this link. Please submit a CEAS FSC Travel & Personal Reimbursement Request Form. Review the  to determine what additional documentation will be needed.

The College of Engineering and Applied Science Financial Service Center reviews all Mechanical Engineering department expense reports. 

• As a purchaser or traveler, you can either:
  • prepare your own reports and have them reviewed by the CEAS FSC by using their Contact Form  (recommended, but optional)
  • submit all of your expenses to the CEAS FSC and have our FSC coordinator prepare your report for you. 

Once reports are reviewed by the CEAS FSC, reports will need to route to our department’s Approving Official for approval.

• CEAS FSC website and forms includes:
  • Procurement Card Expense Form
  • Travel & Personal Reimbursement Request Form
  • Contact Us (questions, follow up, help, all other, etc.)

Use this link to fill out all of your fabrication information, then let your Finance Professional know once the form has been submitted. The finance team does not receive notifications once the form is submitted.

Please reach out to the ME Front Desk or your Finance Professional for the department FedEx account number.

If you provide a supplier with the department FedEx account number: You will still need to fill out the second form listed below - ME Department FedEx Form (located at ME Front Desk). Please also include your tracking number and ship date on the form so we can match it to the shipping expense.

Domestic Shipping:

• Fill out two forms:

1. “FedEx Package US Airbill” (shipping form)
   1. Form can be filled out electronically at store/online or in a hard copy
      1. Provide your Speedtype in SECTION 2 “Your Internal Billing Reference”*.  (First 24 characters will appear on invoice.  This way, FedEx/CU PSC can bill your shipping cost to the correct Speedtype.) PROVIDING THE SPEEDTYPE IS ESSENTIAL.
         1. If using the online form, please follow the directions included 
      2. Provide your name or PI’s name (ex: Smith Lab) as Sender’s Name; do not write only “CU Boulder” or “Mechanical Engineering”. SENDER’S NAME IS ALSO ESSENTIAL.
      3. When filling out a shipping form at a FedEx Store, you will need ME's FedEx Account Number
2. ME Department FedEx Form (located at ME Front Desk)
   1. Write both your Speedtype and justification for the speedtype used.

ME Finance Team must track all of this information for CU auditing compliance purposes.

• After shipping your package at a FedEx Store:
  • Bring 1^st page of FedEx Airbill and fill out a ME FedEx Form, and submit them to the ME Front Desk or ME Finance.   ME FedEx Form is available at the Front Desk.
  • *If your shipping form is electronic, ask FedEx Store to print a copy or to email you an electronic copy, then send it to ME Finance at meexpense@colorado.edu. (Information you must provide ME Finance is: Tracking Number, Shipping Date, Shipping Cost, Speedtype, justification, etc.)

International Shipping (Ship at FedEx Store):

• Fill out two forms:

1. “FedEx International Air Waybill” (shipping form provided at a FedEx Store)
   1. Form can be filled out electronically at store/online or in a hard copy
      1. Provide your Speedtype in SECTION 1 “Your Internal Billing Reference”.*  (First 24 characters will appear on invoice.  This way, FedEx/CU PSC can bill your shipping cost to the correct Speedtype.) PROVIDING THE SPEEDTYPE IS ESSENTIAL.
         1. If using the online form, please follow the directions included 
      2. Provide your name or PI’s name (ex: Smith Lab) as Sender’s Name; do not write only “CU Boulder” or “Mechanical Engineering”. SENDER’S NAME IS ALSO ESSENTIAL.
      3. When filling out a shipping form at a FedEx Store, you will need ME's FedEx Account Number.
2. ME Department FedEx Form (located at ME Front Desk)
   1. Write both your Speedtype and justification for the speedtype used.

ME Finance Team must track all of this information for CU auditing compliance purposes.

• After shipping your package at a FedEx Store:
  • Bring 1^st page of FedEx Airbill and fill out a ME FedEx Form, and submit them to the ME Front Desk or ME Finance. ME FedEx Form is available at the Front Desk.
  • If your shipping form is electronic, ask FedEx Store to print a copy or to email you an electronic copy, then send it to ME Finance at meexpense@colorado.edu. (Information you must provide ME Finance is: Tracking Number, Shipping Date, Shipping Cost, Speedtype, justification, etc.)

• (Faculty Use)
• ME Staff Professional Development Funding Request Form (For Staff Use)

• Planning & Filling out Official Function Form

• : The University of Colorado Employee Services uses the scope of work form to determine if someone can be classified as an independent contractor. This determination is based on the nature of the relationship between the service provider and the university. As of March 11, 2024, the Department of Labor has tightened the requirements to classify someone as an independent contractor.

Before ANY work takes place, a Scope of Work/Independent Contractor form must be completed and approved by Employee Services for all service providers who operate under a Social Security number.

• : This document will help you identify the types of payments that can be made to international visitors in various immigration statuses and the required documentation in each case.
• If you have non-employee travel or reimbursements, refer to Concur: Expense Reports and Pre-Travel Approval. 

To determine if an expense is allowable to purchase with CU funds, review CU’s Test of Propriety.  If you cannot answer "Yes" to all 8 questions, then the transaction is not an appropriate use of University funds.

• Is the transaction….

1. For official university business?
2. In the best interest of the University?
3. The most effective way to accomplish official University business?  Meaning that, without the expenses, would programmatic objectives be difficult or otherwise more costly to achieve?  Or would the impact, level, or quality of the achievement be reduced?
4. In compliance with applicable policies, laws, regulations, and rules; and contracts, grants, and donor restrictions, including having the required approvals and authorizations by the appropriate fiscal role?
5. Within the available resources of the responsibility unit, taking into consideration all outstanding commitments and encumbrances?
6. Directly beneficial to the responsibility unit where it is being charged?
7. Reasonable? Meaning that the quantity and quality of goods or services being purchased is sufficient to meet the University’s identified need without exceeding it.
8. In compliance with University conflict of interest provisions? 

Additionally, there are several sensitive expense categories. Please review to determine if your expense is sensitive, allowable, and what conditions must be met. 

• Office of Contracts and Grants website
• Cost Principles for Sponsored Projects FAQs
• Participant Support Costs FAQs
• Travel Expenditures on Sponsored Projects (also listed under Travel & Travel Card (Tcard) – Application and Resources)
• Fly America Act (also listed under Travel & Travel Card (Tcard) – Application and Resources)
  • A federal regulation that:
    • Requires the use of U.S. carriers for travel that will be reimbursed from federal grants and contracts, regardless of cost or convenience.
    • Allows for air transportation by or under a “code-sharing agreement” with a U.S. flag air carrier if service provided by such a carrier is available.
    • Requires travel on a U.S. carrier as far as possible if there is no U.S. carrier to your destination.
    • See link for additional information.

• A speedtype is an eight digit code for specific accounts. All CU Boulder account codes will start with 1. The next two digits are the fund type. Ex: 110xxxxx or 130xxxxx.
• Difference between CU Fund Types: Campus Controller's Office (CCO) Fund Types
• Fund 10/11s are typically your discretionary accounts and may be paired with a fund 72. If this is the case, your fund 72 may house the bulk of the available funds. Please review both speedtypes to ensure you are looking at the actual available balance.