and Financial Information
select from the topics below:
Procedures for Purchasing Materials for LEAPS
Please plan classroom
and other LEAPS activities with ample advance time to allow order and
delivery of any needed materials. When necessary, you may purchase items
directly from local stores, but be aware that the reimbursement process
is slow and that anything more unusual than Saran wrap may be hard to
LEAPS has a $1600
budget per year for materials and supplies at each school. A record of
spending at all locations is kept centrally by Trevor, so please ensure
that you advise of any spending, no matter how small (e.g. Physics store
purchases - please ask for a total for accouting purposes).
Most items you need
will be available from Frey
To search the online
catalog or to place an order, enter LEAPS as username and password in
the prompt boxes that show up (from JuneBox.com Marketplace). You will
get access to the Frey Scientific catalog (and a bunch of others). If
Frey Scientific doesn’t have what you need, search the Web.
Instructions for placing
orders from the LEAPS account using a low-value purchase order:
Daniel Daniels at CNSI handles the types of orders you need to place.
- E-mail Eva at
email@example.com with a
completed Low Value PO form. This form is available in 'Excel' format
by clicking here.
The account to identify is LEAPS.
- Daniel will send
you a purchase order number (“PO” number) to use when placing
- You are responsible
for placing the order with the vendor. If your package is shipped to
CNSI, Daniel will notify you when it arrives.
- Be sure to complete
the Shipping details and enter your name, telephone number, e-mail address,
and the shipping address if different from CNSI.
- When you place
the order, be sure to find out when the item will be delivered! If the
item is in stock, delivery is usually a matter of days, but if it’s
out of stock delivery can take weeks – i.e., you’ll have
to try another source.
- IMPORTANT: When
you receive your shipment, sign, date and return the packing slip to
Daniel in person, by campus mail or by regular mail. If there is any problem
with your order (incomplete, damaged, wrong item ordered), write this
on the packing slip.
- Be sure to advise
Wendy of the total spend, items purchased and for which location.
If you find that you
cannot use a purchase order, then you must complete a reimbursement request
form, detailing your purchases and explaining the justification for expenditure
and why purchase order was not used. This form is available in PDF format
can be completed in Acrobat. This form must be signed by you, so please
do not submit via email.
If you have questions,
contact Daniel or Samantha or Wendy
for Claiming Out-of-Town Travel Reimbursement
for claiming out-of-town travel reimbursement from the LEAPS account:
Samantha Freeman deals with all travel claims.
Complete a travel reimbursement worksheet once all travel is completed.
This form is available in PDF format by clicking here.
The account to identify is CNSI/NSF/LEAPS: 447800-21139.
worksheet must be signed by the traveller and by either Beth Gwinn or
For private mileage, please ensure that your vehicle's license plate
number is entered where required and that you check the box confirming
Forward the worksheet and all original receipts to Samantha for
you have questions, contact Samantha
for Obtaining Services for LEAPS
services, agreements, etc. with third parties must be pre-approved by
the University. Examples include hiring a bus or vehicle for a school
field trip, or hiring a venue for a special event.
plan any activities or events well in advance in order to allow plenty
of time to comply with UCSB Business Services requirements. The following
protocol must be complied with:
a contract from the vendor you intend to use and forward this to Eva DeLoa. The contract will then be reviewed by the CNSI Business
Officer (Holly Woo)
The contract is then submitted to Business Services for their review.
If there are any issues, Holly will contact the vendor and resolve them.
the contract is approved, it is signed by Holly and submitted Business
Services for their signature.
the signed contract is received from Business Services (together with
an agreement number), the vendor's signature is obtained. The agreement
number that Business Services issues is essential to pay invoices.
can see that this process is long and involved, which is why items requiring
a Business Services contract should be planned way in advance.
you have questions, contact Eva