Higgins Operations Business Services
Budget & Finance Functions
Roles Responsibilities
Department/ HOBS Central Offices: Principal OSP/Budget/Pr
Investigator
ocurement
Expense Reports
1
Responsible for the allocation of charges made for BC business purpose and member of BC community
X
2
Responsible for collecting all pertinent receipts and support documentation for reimbursable expense
X
3
Responsible for reviewing expense report for allowability in regards to specified funding source
X
4
5
6
7
8
Submits Expense Report in PeopleSoft Financials
Review Submitted Expense Report and Process Payment
Responsible for reviewing program/grant for correct expense
X
9
Procurement (Requisitions, Vouchers, & Pcard) ‐ Items Under $5,000
Responsible for determining/identifying purchases made in the best interest of the mission of Boston College
Responsible for providing appropriate documentation and justification for identified purchase
10 Responsible for identifying and allocating (when appropriate) purchase funding support
11 For procurement cards held in local departments: responsible for reviewing for compliance with 12
13
14
15
*
1
BC policy.*
Responsible for reviewing all procurement requests for compliance with BC policy. For requests related to research responsible for reviewing request for compliance with sponsoring and governing agency. Responsible for identifying appropriate payment method and processing request
For sponsored research requests over $1,000, additional review of request for compliance with sponsor and governing agency
Responsible for reviewing program/grant for correct expense
For additional information on the Higgins Pcard Policies and Procedures please see detailed policy page
X
X
X
X
X
X
X
X
X
Updated January, 2012
Higgins Operations Business Services
Equipment Purchases ‐ Items over $5,000
16 Responsible for determining/identifying equipment purchases made in the best interest of the mission of Boston College
17 Responsible for providing appropriate documentation and justification for identified purchase
18 Responsible for identifying and allocating (when appropriate) purchase funding support
19 Responsible for contacting Procurement Buyer when proposed equipment purchases are Roles Responsibilities
X
X
X
X
identified
20 Responsible for obtaining at least three (3) competitive bids from qualified vendors.
21 When appropriate, responsible for filling out, and providing justification, Sole Source request form 22
23
24
25
26
*
27
28
29
30
2
when competitive bidding process is not possible or appropriate.
Responsible for reviewing equipment requests for compliance with BC policy. For requests related to research responsible for reviewing request for compliance with sponsoring and governing agency. Responsible for reviewing completeness of documentation and submitting request through PeopleSoft
For sponsored research requests; additional review of request for compliance with sponsor and governing agency
Responsible for approving request and sending purchase order to vendor
Responsible for coordinating delivery and installation of equipment*
Additional tracking and management of equipment responsibilities in operation policies & procedures
Service Agreements, Independent Contractors, , Subcontracts, & Professional Service Agreements
Responsible for determining/identifying services/professional agreements are made in the best interest of the mission of Boston College
Responsible for providing appropriate documentation and justification for identified professional relationship
Responsible for identifying and allocating (when appropriate) purchase funding support
When appropriate, responsible for filling out, and providing justification and/or Sole Source request form when competitive bidding process is not possible or appropriate.
X
X
X
X
X
X
X
X
X
X
Updated January, 2012
Higgins Operations Business Services
Roles Responsibilities
31 Responsible for services requests for compliance with BC policy. For requests related to research X
responsible for reviewing request for compliance with sponsoring and governing agency. 32 Responsible for determining categorization of services (i.e. professional services, sub contract, X
etc.)
33 Responsible for reviewing completeness of documentation and submitting request through PeopleSoft
34 For sponsored research requests; additional review of request for compliance with sponsor and governing agency
35 Responsible for approving request and sending purchase order to vendor
Budget Transfers
X
X
X
36 Responsible for identifying program(s) or project(s) with cost categories requiring additional funds
X
37 Responsible for approving request to transfer funds
38 Responsible for reviewing transfer request for compliance with internal and external policies X
X
governing identified fund
X
39 Responsible for submitting budget transfer request: Through PeopleSoft for University Funds, through documented request with the Office of Sponsored Projects for sponsored projects
40 For transfers requiring additional approval, reviews and approves transfer
41 Processes transfer
42 Responsible for reviwing transfer on identified program(s) or project(s) was completed succesfully
X
X
X
Record Maintenance 43 Responsible for maintaining department level records of procurment related activities for internal use
X
44 Responsible for maintaining official documentation for current procurement cards held in the department
X
45 Responsible for maintaining official documentation for historical documentation for procurement cards
X
46 Responsible for maintaining internal documentation for procurement related activities X
3
Updated January, 2012