PBSI Business Office

ALL purchases and travel must include the 5 W’s (Who, What, When, Where, Why) and the benefit to Texas A&M University.

• Purchasing Form – This LaserFiche form is for all purchase, reimbursement, participant payment, and other payment requests/receipts (excluding travel). This form should be submitted within three
  days of making a purchase/receiving an invoice – make sure you include an itemized
  receipt as well as the paid receipt AND do not pay sales tax!
• Checkout DEPARTMENTAL Payment Card – Please include name, UIN, date needed,
  date of purchase, vendor, estimated total, and 5W’s of purchase including account
  number.
• Texas Sales & Use Tax Exemption Form – Filled out by purchaser and given to vendor to
  claim exemption from Texas State Sales Tax.
• Vendor Hold Certification – [Instructions for how to use the application] For all purchases
  on the payment card, you must verify that the vendor is not on state hold. Please check
  this in SSO under "Vendor Verify."
• REQUEST Payment Card – Issued in an individual's name but is a University Liability
  Card, this Card is a fast, flexible purchasing method for processing delegated orders
  from suppliers that accept credit cards. The Payment Card can be used with any
  supplier that accepts MasterCard as a form of payment. Please include your name, UIN,
  office phone number, and [required] mobile phone number.
• REQUEST Working Fund – A Temporary working fund is an advance to an individual
  (System Member Employee) from University funds for a specific purpose, and is
  generally used for research participant payments. Please supply name, UIN, amount
  requesting, and account number in email to business office.

General Travel Requirements | Disbursement Manual (tamu.edu)

All travel must be approved prior to booking travel using Concurs Travel Request.  The
approved travel request must be attached/included on the expense report. Foreign travel
requests will automatically route to TAMUS Risk Management and the member’s risk
management office for review and approval.  No booking or travel should occur prior to final
approval.

• REQUEST Travel Card – Issued in an individual's name but is a University Liability Card,
  the University/Agency Travel Card is designed to be used by employees for all their
  travel needs. The travel card may be used for Airfare, Hotel, Car Rental, Restaurants,
  Conference Registrations, Parking and Incidental expenses.
• Texas Hotel Tax Exemption Form - Filled out by purchaser and given to vendor to claim
  exemption from Texas state hotel tax.
• Texas Motor Vehicle Rental Tax Exemption Form – Filled out by purchaser and given to
  vendor to claim exemption from Texas Motor Vehicle Rental Tax.
• Texas Sales & Use Tax Exemption Form – Filled out by purchaser and given to vendor to
  claim exemption from Texas State Sales Tax.
• You can find the GSA rates for food/lodging here. Check this website prior to traveling!

Purchaser Responsibilities | Disbursement Manual

• Purchasing Form – Requires sign-in to the Laserfiche system and everyone has access to sign-in to that system. This LaserFiche form is for all purchase, reimbursement, participant payment, and other payment requests/receipts (excluding travel). This form should be submitted within three days of making a purchase/receiving an invoice – make sure you include an itemized receipt as well as the paid receipt AND do not pay sales tax!
• AggieBuy [shopping] should be the primary choice for office-need purchases. Amazon
  and office supply stores should be used as one-offs. AggieBuy training can be found here or reach out to the business office. BONUS: You do not have to submit the PSYC Purchase Form if you order through AggieBuy!
• Amazon [tax-exempt] purchase requests should be made to the Business Office by
  emailing the items requested [link preferred], shipping address, and account number.

• Research-Participation-Individual-Payment-Certification-Form– Attach
  this to the PSYC Purchase Form as the ‘invoice’ – make sure to include the Substitute
  W9 form as well!
• Substitute W9 and Vendor Direct Deposit Form – Submit this form with the Research
  Participant Payment Form in the PSYC Purchase Form system.
• Special Mailing Form