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• Please see the attached Justification Matrix
• On Concur expense reports, please provide a brief, detailed summary of the items purchased. (Example: nuts & bolts, air pod monitors, etc.) Do not simply list “Lab supplies.” This is the wording that shows on finance reports and details what was purchased.
• Why is this level of detail necessary?

Before You Buy

• Check the guide to ensure compliance. Some purchases must be made through CU Marketplace
• ��
• 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
  ��
• 
  ��
• 
  ��
• ��- Are you able to answer "yes" to all 8 questions on the test of propriety? ��If you cannot answer "Yes" to all 8 questions, then the transaction is not an appropriate use of University funds.
  1. For official university business?
  2. In the best interests of the university?
  3. The most effective way to accomplish official university business? Meaning that, without the expense, 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?
     ��
  • Evaluating the propriety of university expenses requires the exercise of a high degree of judgment and discernment. Therefore, consider the following when deciding whether or not a particular transaction is a proper use of university funds.
    • "Would a university outsider such as your dentist, a teacher at the local elementary school, the clerk at your grocery store, or your neighbor – consider the expenditure to be a reasonable and necessary expense of public funds?
    • “Would you want others such as newspaper, radio, television, or other media outlets knowing and reporting about the expenditure?"
    • Think about whether an outsider, such as the general public or an auditor, would consider the expenditure a reasonable expense for university business and an appropriate use of university funds.
      ��

CU Marketplace is our eProcurement system and preferred procurement method.

• 
  ��
• : Training, Resources, and FAQ
  ��
• 
  Requesting CU Marketplace Shopper Role:
  • Complete the following Skillsoft course in your employee portal (my.cu.edu). Direct links to the trainings can also be found at .
    • CU: Purchasing Goods and Services with CU Marketplace u00220
  • Once you’ve completed the training, 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.)

• PSC Resources
  • (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 – Mastellone, Ashley (Ashley 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

Pre-Travel

• Fill out a Concur Pre-Travel request. See Concur: Pre-Travel Approval section.
• Review the Travel & Travel Card (Tcard) – Application & Resources section

During Travel

• Remember to keep all CU business related receipts, except meal receipts. Meals will be reimbursed via GSA per diem.
• Only use your CU Travel card or pay out of pocket. Do not use your Procurement card for travel expenses.��

Post-Travel

• ��Submit your travel expense report to the CEAS FSC.
  • See sections Concur: Expense Reports and CEAS Financial Service Center (FSC) Forms & Guides

• 
  ��
• : 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)

  ��

• : 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.��
  ��
• See the Travel Resources section on this page for more travel policies and information to be aware of while booking your travel. ��
  ��
• Once you are back from your business trip, you will need to prepare your travel expense report. See Concur: Expense Reports

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.
  ��

Preparing Expense Reports

• : 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
  ��
• : 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.)

• Planning & Filling out Official Function Form
• 
  ��
• The most common types of official functions are:
  • Community relation functions-external:
    • Directly related to the University’s instructional, research, public service, or health care mission
  • Donor cultivation, solicitation, and stewardship official functions:
    • Require use of advancement/development funds (Fund 36 SpeedTypes) or appropriate gift funds (Fund 34 SpeedTypes with a Gift Purpose Code 2 of Y, designating that the SpeedType is restricted for purposes including entertainment, donor cultivation, or personnel recruitment)
  • Employee recognition/appreciation events and retirement functions:
    • Events may not occur more often than quarterly
  • Goodwill functions:
    • For official guests/volunteers to indicate goodwill or esteem
  • Multi-unit or multi-campus events:
    • Participating units may not report to the same officer and events may not occur more often than monthly
    • Single-unit (reporting to the same officer) events require approval from appropriate vice chancellor/vice president
    • Meetings more frequent than monthly require approval from appropriate vice chancellor/vice president
  • Recruitment functions:
    • To enlist new employees, faculty, post-/pre-doctorates, student athletes, etc. (activities must be directly related to work position/field of study/reason for recruitment – exceptions may be authorized by appropriate officer)
  • Student functions:
    • Hosted for students, and directly related to student/educational development (e.g., student recognition, student recruitment, and student program development)
  • Training functions:
    • To enhance staff knowledge or to educate employees, associates, or other individuals (must have a written agenda, subject matter/focus of activities must be directly related to work environment/work tasks)
      ��
• Regular work meetings during which various research/other activities are discussed are considered routine meetings. It is expected that they should be scheduled so as to avoid normal meal times. The personal benefit of food/beverage should only be provided if it is not possible to avoid normal meal times. Work meetings involving only your unit, and occurring more frequently than monthly, require approval for the vice chancellor/delegate. For exceptions, please contact fiscalcompliance@colorado.edu.
  ��
• Official Function Justifications
  • From Campus Controller's Official Functions FAQ website: “The business purpose is a concise, clear description of why the event is held and its relevance to university business. This purpose should justify why the event aligns with the university's mission, goals, or obligations and clarify its anticipated outcomes... Be specific! A strong example would be: “Annual departmental training workshop to enhance faculty instructional skills, improve student engagement, and foster alignment with new academic guidelines.”
    ��
• Test of Propriety
  • Are you able to answer "yes" to all 8 questions on the test of propriety? ���� (see Procurement for more information)

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:��Fill out the so we can match it when your shipping cost is invoiced via FedEx.

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 “���Ҵ�ý�ƽ������” 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. 1. This form notifies the ME Finance Office when the��account number��is used and identifies the appropriate Speedtype to charge when your shipping cost is invoiced via FedEx.

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 the
  • If your shipping form is electronic, ask FedEx Store to print a copy or to email you an electronic copy. Upload your Airbill to the ME Fedex Form.

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 “���Ҵ�ý�ƽ������” 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. 1. This form notifies the ME Finance Office when the��account number��is used and identifies the appropriate Speedtype to charge when your shipping cost is invoiced via FedEx.

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 the
  • If your shipping form is electronic, ask FedEx Store to print a copy or to email you an electronic copy. Upload your Airbill to the ME Fedex Form.

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

Relocation payment must be included in your offer letter.

• : 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 ���Ҵ�ý�ƽ������ 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.��