Patricia Ball
Assistant Dean, Finance and HR
303-315-4947
Patricia.Ball@ucdenver.edu

Hiromi Agena
Associate Director of Finance and Budget
303-315-6320
Hiromi.Agena@ucdenver.edu
Daisy Salazar
Finance/Accounting Program Manager
303-315-4921
Daisy.Salazar@ucdenver.edu

Keiko Goldman
Finance & HR Business Services Coordinator
Keiko.Goldman@ucdenver.edu

Sophie Eggert
Grants & Contracts Program Manager
Sophie.Eggert@ucdenver.edu

Erdenechukhal (Jamie) Purevsuren
Grants & Contracts Business Services Coordinator
jamie.purevsuren@ucdenver.edu
303-315-6318

• Procurement & Travel Reference Guide
• Travel Expense Reimbursement Form
• CU Accounting Policies & Procedures
• Travel & Procurement Card Application - Once you fill out and sign the application, please send it to sehdfinance@ucdenver.edu.

1. All purchase requests should be submitted using the SEHD Procurement Request Form. This should be the primary method of purchasing goods.
2. All purchases must have prior approval from the budget authority (generally a faculty member’s program leader, Associate Dean or the Dean) before reimbursements will be processed. This is best done through email with the approval copied or sent to the finance team. Original itemized receipts should be submitted to your corresponding Concur delegate. Contact Daisy Salazar for general fund, extended studies and professional development account purchases and services, and Jamie Purevsuren for grant related purchases.
3. Supplies must be ordered through the state vendor, STAPLES, through our CU Marketplace vendor system. Business cards should be ordered using the following link: http://www.ucdenver.edu/about/departments/printing/Pages/OnlineOrdering.aspx
4. All personnel hiring, services and scope of work purchases must be pre-approved BEFORE the work has started. If prior approval has not been obtained before the work or service begins, the University may deny reimbursement and this could become a personal expense to you. Please contact SEHDFinance@ucdenver.edu for general fund, extended studies, and professional development account purchases and services, Hiromi Agena for faculty pay, and Jamie Purevsuren for grant-related purchases.
5. If your request cannot be completed by the SEHD Finance team, you may make the purchase yourself and request reimbursement (*restrictions apply, see below). ASAP after purchase (must be within 60 days of purchase), please email a copy of the itemized receipt to your corresponding Concur delegate if applicable. Contact Keiko Goldman for general fund, extended studies, program and professional development account purchases, and Jamie Purevsuren for grant related purchases. Make sure the receipt has the following information: what the item was, the date, and the payment amount. Also include in your email the speedtype to be charged and the business purpose for the purchase (includes brief description of how the purchase benefits the university). The reimbursement will be deposited in your bank account within two business days after it is approved through Concur. Please contact your Concur delegate with any questions. Please note : Any purchase that is not in compliance with University & SEHD policy will NOT be reimbursed. If you are unsure/have questions, please contact your corresponding fiscal staff before making a purchase.
6. If you are making a purchase using PD funds, program funds or any other University funding source, please ensure the budgets have been approved and that there are funds available before anything is purchased. Please check with Daisy regarding your available funds.
7. All IT/Tech related purchases must go through the SEHD Tech Team via the SEHD Procurement Request Form.
8. Gift card purchases MUST include a Gift Card Authorization Form and must be approved prior to making the purchases. Please contact sehdfinance@ucdenver.edu to check the requirements for gift cards. Gift card purchases will not be reimbursed.
9. As a public institution of higher education of the State of Colorado, the University of Colorado is generally exempt from most federal taxes and from all Colorado State and local government sales tax. The purchase must be made using the University Procurement Card or a university purchase order. (If an employee makes the purchase with personal funds - with the intention of subsequently requesting reimbursement from the University - then the purchase is not tax exempt, even if the employee presents a university tax-exemption number.)

1. All food purchases must be made according to university policy. This means that food cannot be ordered for the following types of events: program meetings, staff meetings, meetings with only SEHD personnel attending and going away parties (unless the person is retiring). One time and irregular events may be approved by going through the Dean’s Office. Please contact Patricia.Ball@ucdenver.edu for approval.
2. Training events MUST include an agenda and list of attendees.
3. Campus pre-approval is required for any alcoholic beverages.
4. For small a dollar amount food purchase, you may purchase this yourself and submit to your corresponding fiscal staff for reimbursement. Remember you must submit an itemized receipt for all purchases.
5. For food purchases for official function events, please complete the SEHD Purchase Request Form or contact JáNet Hurt for assistance/with questions. You MUST provide a list of attendees for an official function event.
6. All food purchases must be included in an approved budget or be approved (in writing) by the Dean’s Office.
7. We are only allowed to tip up to 20% so please keep this in mind when tipping.

Administrative managers and program leaders will receive a program budget template at the beginning of the fiscal year for use in planning their budget for the year. Zero-based budgeting is used in the formulation of both these budgets (i.e. starting from scratch). The requested budget will then be reviewed by the Assistant Dean and the Dean. Approved budgets will then be entered into the PeopleSoft system and spending should be monitored by the program or administrative unit manager. At fiscal year-end (6/30/XX) remaining funds for administrative units do NOT roll forward to the next year.

Remaining program funds roll forward year after year. Program budgets should only include items that pertain to the program as a whole and not expenses for individual faculty. For example, a retreat or marketing expense for the benefit of the program would be an appropriate program expense. A faculty member’s conference travel, registration fee or membership dues to various organizations would not be an appropriate program expense but would be an appropriate expense for faculty professional development funds.

Please contact SEHDFinance@ucdenver.eduto obtain your professional development fund balance prior to making purchases.

The purpose of Professional Development (PD) funds in the SEHD is to support faculty research and creative activities. These funds may be used in a variety of ways including: travel, conference attendance/presentations, GA/RA/student support, books, professional memberships, software, workshops, and other purposes approved by the dean.

Amount given to faculty annually (from Program funds or School funds), at the beginning of the fiscal year, based on faculty rank (Sr. Instructor, Associate Professor, etc.). Allocation amounts are established by the SEHD, applied consistently across programs, and are prorated if less than 1.0 FTE.

Includes all funding such as awards from ORS, YUMPS, RIA, Center for Faculty Development, additional pay as PD, etc. Please keep in mind that it is an irrevocable choice to take PD funds instead of salary.

If a faculty member is awarded a large RIA, ORS, or other similar funds, a separate speed type is created. Research Faculty provide their own PD funds through RIA.

Earned/Awarded funds are not affected by annual adjustments by the School.

Purchases from PD funds must adhere to purchasing rules and are considered university property.

University property must be returned to the school upon separation of employment with the SEHD.

Upon retirement/resignation/termination of appointment with SEHD, the faculty member’s unspent PD fund balance (allocated and earned/awarded) goes to the school’s administrative account.

Offer letters will state a 5-year limit to use startup funds. Individuals can apply for a one-year extension with a plan for how funds will be used. (Note: I am extending the start-up funds to 5 years because these are meant to support quest for tenure.)

Beginning in FY21-22, allocated PD funds are capped at two years’ allocation amount (current 1.0 FTE rates are $4,000 for tenure track, $2,400 for clinical, and $2,000 for senior instructors; prorated at less than 1.0 FTE). An individual’s annual allocation will be adjusted, if necessary, so as not to exceed this threshold.

Effective FY21-22, if an individual’s allocated PD balance is over the cap, allocated funds will be reduced and returned to the original source until the PD balance reaches the threshold amount. Earned/awarded funds will not be reduced or returned.

Current 1.0 FTE annual allocation amounts (pro-rated at less than 1.0 FTE):

• $2,000 to Tenured/Tenure track faculty
• $1,200 to Clinical faculty
• $1,000 to Instructors/Sr. Instructors