Finance & Reimbursements

 

FOR VENDOR PURCHASE REQUESTS:

Please submit an Expenditure Request Form for all purchase requests at least 3-5 business days prior to desired purchase date.

For purchases of goods and services ≥ $25,000, a Vendor Justification Form with multiple quotes is required in accordance with the Procurement Guidelines:

  • Purchases of goods and services ≥$25,000 up to $250,000 require written quotations (or verbal quotations with supporting written documentation) from at least three (3) qualified vendors. If there are fewer than three (3) qualified vendors, the reason must be documented.

  • Purchases of goods and services ≥$250,000 generally require a formal proposal process with written proposals for non-sole-source purchases.

  • Noncompetitive procurement can only be used under certain extenuating circumstances.

FOR NON-TRAVEL REIMBURSEMENT REQUESTS:

For reimbursement for allowable non-travel-related expenditures paid out-of-pocket, please submit an Expenditure Request Form with any receipts and, if applicable, shipping confirmation as soon as the shipment has arrived.

A Missing Receipt Affidavit Form is also required for any missing receipts for costs $75 or greater.

for new vendor requests

If the requested vendor is not an already-approved BVARI vendor, BVARI may request that the vendor complete the New Vendor Setup Request Form and attach their W-9 Form (or W-8BEN if non-U.S. entity) in accordance with the New Vendor Policy. Please reach out to accountspayable@bvari.org if you have any questions about a vendor selection.

Note that this review and approval process can take at least 5 business days.

Looking for information regarding travel reimbursement and authorization? Check out the Travel page!

 
 

Research Subject Fee aCCOUNTS

BVARI Research Subject Fee Accounts may be initiated to provide VA Institutional Review Board (IRB)-approved research subject fee payments to participants on BVARI-administered sponsored awards. All research subject fee advanced accounts must be established by BVARI following the Research Subject Fee Account Procedures. The following documentation is required in order to initiate the request:

  • Approved IRB Informed Consent Form (must list BVARI as a recipient of patient information; Hanscom Federal Credit Union if payment by check; Greenphire if payment by ClinCard)

  • Research Subject Initial Payment Request Form (for new requests)

Below are additional BVARI Research Subject Fee forms:

 
 

Independent Contractors

In order for an individual who is performing a service for BVARI and is not a BVARI or VA employee to qualify as an Independent Contractor, the Principal Investigator must submit a completed Independent Contractor Questionnaire to spa@bvari.org. BVARI will review and confirm eligibility. Once a determination has been made, an Independent Contractor Agreement will be drafted and signed by the Independent Contractor and BVARI’s Director of Research Administration.