This section of our website is a one-stop informational page providing support to faculty and faculty assistants with regards to Princeton University's business expenses, purchasing policy, and other important financial information. This page contains direct links and references on a number of important financial topics such as Business Expense Policy, Credit Cards, Booking Travel, Creating Expense Reports, "Learned Society Fund" (Trip of the Year), Paying Outside of Princeton University, Financial Reporting, and Grants.

We will continue to update this page as University policies change and keep you up to date with the most recent information and policies.

• Business Expense Policy – This policy defines an allowable business expense as a necessary, reasonable, appropriate, and allowable non-compensation expense incurred for a valid business purpose to fulfill the mission of the University.
   
• Instructions for Allocating Expenses Within Prime and Concur (Two or More Chartstrings).
   
• Credit Cards – University credit cards are financial tools used by authorized individuals to enable certain types of payments while performing University business. All University credit card transactions must adhere to University expense policies.
   
• Credit Card Application (T&E and Purchasing Cards) – All completed SNAP tickets for a credit card should list Stacey Weber, Finance Manager, as the approver.
  • Credit Card Compliance (Mandatory for All New Credit Cards) – This document directs cardholders to the required training section where you will be able to activate the 12-minute training video. You will also find on this document instructions for activating your credit card, retrieving your PIN, replacement credit cards, and mobile alerts.
  • PIN Retrieval – All cardholders, even if you do not plan to travel internationally, should memorize the PIN associated with their University credit card.
  • Manage Your Profile in Concur – All employees are required to set up their individual credit card profiles. Concur is the tool Princeton University uses for documenting and reporting credit card expenses, out-of-pocket expenses, requesting cash advances, and booking business-related travel.
     
• Booking Travel – All travel is now booked through our new Princeton team at World Travel 888-530-4087 or princeton@worldtravelinc.com, Booking Through World Travel, or book travel online in Concur!
   
• Create an Expense Report in Concur – Concur is the University's travel and expense authorized system. This is the system used for online travel booking and online expense management, including all credit card activity substantiation, report preparation, submit out-of-pocket expenses, receipt retention, and approval workflow.  This brief video shows you how to create an expense report in Concur.
   
• Learned Society Travel Fund (For Faculty) – Full professors, associate professors, assistant professors, lecturers, and instructors who meet the specific eligibility criteria will be eligible for reimbursement of certain expenses.
   
• Hiring and Paying for Services Outside of the University – Services of individuals who are not employees of the University, including independent contractors, guest lecturers, entertainers, editors, and others must follow various insurance requirements, government regulations, and University policy.
   
• Supplier Management Process (Adding a Supplier/Payee) – One of the key aspects of the University's buying and paying processes is supplier management, the process whereby suppliers and individuals that we wish to buy from or pay are created in Prime Financials. For more instructions, see the training guide.
  
  Domestic Supplier/Payee Quick Reference Card
  Foreign Supplier/Payee Quick Reference Card
  
  Quick access to forms:
  Supplier/Payee Management Form (used to update inactive suppliers)
  Foreign Individual Payee Management Form and Substitute W-8 BEN
  Foreign Entity Supplier Management Form and Substitute W-8 BEN-E
   
• Financial Reporting – Learn how to save, schedule, and email financial reports; use prompts and manage balances; understand the transaction life cycles and details; and utilize Cognos Basics. For more information, see the training guide.
   
• Grants – Any faculty, researcher, or student/postdoctoral advised by your faculty who is interested in applying for or managing a grant/outside funding should contact:
  • The SPIA Center Program Manager with which they are associated.
  • Faculty not associated with a School center or program should contact Katharine Furda, kfurda@princeton.edu, in the Financial Management Office.
    
    If possible, please provide the website advertising the funding opportunity or associated email correspondence for any new grant proposals.
    
    Note that all grants/outside funding must be reviewed by the Office of Research and Project Administration or Corporate Engagement and Foundation Relations before being submitted to the outside organization.
     
• Free Online Subscriptions – The Princeton library provides free online subscriptions to most major newspapers in the U.S. and worldwide – including archives. Most access requires that you use a Princeton IP address or log in via VPN. Information about how to access these subscriptions and a full list of available newspapers can be found here: https://libguides.princeton.edu/newspapers.
   
• Policy on Book Sales, CDs, and Other Merchandise – Authors lecturing or presenting at a conference or event may request permission to sell copies of their book. Guidelines for such sales are as follows:
  1. Labyrinth Books is the contracted vendor for book sales on the Princeton University campus.
  2. Labyrinth Books may set up a table outside an event to sell copies of an author's book.
  3. Princeton employees may not be involved in such sales.
  4. Authors may not sell their publications directly.
  5. When in doubt, contact Conference and Event Services directly before giving any vendor permission to sell at a campus event.
      
• Purchasing Guidelines for Support Staff – Small computer accessories such as mobile phone cases, laptop cases, power supplies, or thumb drives may be purchased directly by support staff according to the guidelines listed. Please visit Computing Services webpage for more information on the School's policies and procedures.