MSEC Purchasing Guidelines
I-Corps Site Team Support
The scope of the funding that an I-Corps Site may expend on teams can include, but is not limited to: travel expenses to consult with potential clients or experts; training or education related to entrepreneurial immersion; acquisition to modest amounts of equipment or materials needed to fabricate prototypes; or, other resources needed to directly advance the goals of transitioning a team's project into the market place.
I-Corps Site support for an institution's entrepreneurial teams SHOULD NOT be used for legal or administrative costs. Exceptions to the direct support of teams can be made for the costs of planning technical meetings for the direct benefit of entrepreneurial teams, providing those meetings contribute to the commercialization of team projects.
Winning teams will receive funding to spend on items that will help the team prepare for business plan competitions. Funding is meant to be spent within 3-months of award. Extension requests must be approved by Dr. Irvin.
Each team will assign one person to be responsible for submitting purchase requests and approving reimbursements. A blue form will always be required along with a quote. Forms must be complete to avoid confusion or delays.
All expenses need to be pre-approved by MSEC staff. If you have questions regarding any of these, please contact us.
Allowed Expenses - please get all expenses pre-approved
- Lab supplies
- Business cards
- Equipment- will be Texas State property and will remain in MSEC after team members graduate and/or funds are spent
- Travel- must be training or competition related and approved by Dr. Irvin. Please let MSEC staff know in advance of any travel plans. A travel application must be created before the trip in order to get reimbursed.
Anything related to the actual company such as trademark or legal fees.
All orders placed through MSEC will be delivered to RFM. There are EHS and Risk Management policies that need to be considered; ex: if chemicals or gas cylinders are delivered to RFM, you cannot take them to Chemistry in your car. To avoid any issues or delays, please discuss your purchase with MSEC staff before placing the order. We will find the best way to purchase and have the items delivered to the correct place.
The preferred method of purchasing is creating a purchase order using the TSUS Marketplace. Vendors such as Staples, Cuevas/Airgas, Fisher Scientific, and Fastenal have punch out catalogs that will let you add items to your cart like a regular website.
To place orders in the TSUS Marketplace:
- Login to SAP Portal and click on TSUS Marketplace
- Click on the vendor and shop for items needed (add to cart)
- Assign shopping cart to Kelsie and submit blue form to her
Other Purchase Orders
The next preferred purchasing method is obtaining a quote from non-Marketplace vendors and creating a purchase order. These vendors need to be in our SAP system, if they are not we would need to set them up (takes 2-4 weeks). There are a few things we would need to consider before adding them to the vendor list: can we find the product somewhere else, will we use this vendor again, etc.
To place orders with non-Texas State Marketplace System vendors
- Contact sales rep for quotes
- Make sure you let them know you are with Texas State University and tax-exempt
- Submit quote and blue form to Kelsie.
P-card- Last option!
Allowed purchases: small dollar amount (<$100), rush/emergency purchases, some memberships/registration fees.
chemicals, gases, hazardous materials, lasers, travel expenses, food
If an order cannot be placed using the methods above, the buyer can make a purchase using their own funds and request a reimbursement. All purchases must have prior approval or the expanse might not be reimbursed if it doesn't follow university guidelines. Thorough justification and itemized receipts with payment method listed must be turned in along with a blue form. Taxes will not be reimbursed. Rental cars*. Reimbursements will be processed after the trip is complete. Itemized receipts of air fare, hotel, conference fees, etc. will be needed for reimbursements, and must state the form of payment.
Contact MSEC admin if a rental car is needed at least two weeks before the travel start date.
Travel Requests and Reimbursements
Submit the Graduate Student Travel Fund Request to MSEC Staff (http://www.gradcollege.txstate.edu/docs/Grad_Travel_Fund_Request.pdf) along with verification of conference/workshop acceptance at least one week before the trip takes place.
Students will make and pay all travel arrangements except for rental cars*. Reimbursements will be processed after the trip is complete. Itemized receipts of air fare, hotel, conference fees, etc. will be needed for reimbursements, and must state the form of payment.
*Contact MSEC admin if a rental car is needed at least two weeks before the travel start date.