Research and Development Service - VA Portland HCS
Research & Development - Finance and Purchasing
Orders, Supplies and Services :
Ordering Business Cards |
_______________ Mike Bettis, ASR 503-220-8262 x56944 Michael.Bettis@va.gov For help with Account Status Reports (ASRS), please reach out to both Mike Bettis ASR and VHAPORResearchFinance@va.gov For help or questions with invoicing, accounts receivable, accounts payable, please email: VHAPORResearchFinance@va.gov For help with subject reimbursements, Research Order Forms, and purchase card questions, contact Heather.Marsh@va.gov For submission of Research Order forms please send them to: VHAPORResearchOrders For assistance with IPA's and MOU's, contact Victoria.Elliott@va.gov For Contracting questions or assistance please email: VHAPORResearchContracts@va.gov For help or questions with invoicing, accounts receivable, accounts payable, please email: VHAPORResearchFinance@va.gov ________________ |
Contracting
Contracts are required if it’s a service above 2500 or equipment above 10k or recurring. If you feel you need to submit a new contract please email: VHAPORResearchContracts@va.gov email group. We will collaborate with you on the paperwork required for submission.Ordering Information
Office Supplies
Before placing the order, the Research Order Form (ROF) will need to be completed along with a quote and sent to the VHAPORResearchOrders@va.gov email group.
Order thresholds:
- Services: For services the maximum for a purchase is a $2500 threshold per order.
- Equipment with Install: If you are purchasing a piece of equipment with an install required, the services threshold is $3,500 per order.
- Supplies/Equipment: For supplies and equipment this threshold is $10,000 per order. If the amount exceeds $10,000 or is recurring, this must be established under a warranted contract.
- The following CANNOT be purchased on VA credit cards, regardless of price: Printing and reproduction (including services from Kinkos). Manuscript reprints are an allowable expense. IT items (IT includes computers, software, peripherals, and/or components) Furniture (Furniture includes chairs, tables, desks, shelving, etc.)
Gas Ordering Instructions (24KB, MSWord)
Gas Order Form (49KB, MSWord)
Order Form (50KB, PDF)
If the item is ordered on an individual's credit card, check "Ordered on my VISA". If the office needs to place the order with the vendor, check "Please Order on Office VISA". If an order is more than $3,000, the R&D Administrative office will automatically place the order with the purchasing agent. VA Headquarters has mandated that all computer and computer related items be approved by VA Central Office before purchasing (see IT).
If the order exceeds $3,000, including shipping & handling, a sole source justification (44KB, MSWord) must be submitted with the order. Any order without a sole source justification is subject to the bidding process in contracting service.
Intergovernmental Personnel Act (IPA) Agreement
The Intergovernmental Personnel Act (IPA) agreement is the mechanism used for securing professional and technical services from OHSU by the Portland VA Research Service. IPAs are managed by the ACOS administrative office and OHSU Sponsored Project administration. The principal investigator (PI) initiates an IPA to procure personnel services necessary to their VA study. The assignment should be agreed upon by the PI, the person whose services are desired, and the OHSU department prior to initiating the paperwork. The PI is responsible for completing the required paperwork with current forms as listed below.
IPA assignments should be made for purposes which the Federal agency head, or his or her designee, determines are of mutual concern and benefit to the Federal agency and to the non-Federal organization. Each proposed assignment (IPA) should be carefully examined to ensure that it is for sound public purposes and furthers the goals and objectives of the participating organizations. Assignments arranged to meet the personal interest of employees, to circumvent personnel ceilings or to avoid unpleasant personnel decisions are contrary to the spirit and interest of the mobility assignment program (IPAs).
If you have any questions please reach out to Victoria.Elliott@va.gov for assistance.
Ordering Business Cards
Business Card Requests: VHAPOR-Forms&Pubs@va.gov
