Princeton University uses seven digits to designate a project grant number. Chemistry is identified as department 130 -- all Chemistry accounts begin with these three digits. The last four digits of an account code are determined as follows:
- 130-1xxx General
- 130-2xxx Restricted and Non-Restricted, Non-Sponsored
- 130-4xxx Non-Government Sponsored (eg. Industry or Foundation grants)
- 130-6xxx Government Sponsored
A departmental credit card may be obtained, with approval from the Chair and Department Manager, to be used for frequent purchases from vendors who do not accept purchase orders. An example might be frequent travel, departmental entertainment or meetings, and other University related business expenses.
Please note that the University is exempt from sales tax -- the exemption number is printed on the credit card. Under no circumstances can University credit cards be used for personal purchases.
To obtain an application for a departmental credit card, please click here.
Verifying Transactions and Keeping a Credit Card Log
All credit card transactions must be verified via Works – this is an on-line bank statement that displays your recent activity. Verification includes stating the business purpose of each purchase, designating a project grant to be charged, and indicating the account code that will categorize the transaction into the proper expense bucket (i.e. supplies, travel, etc). An e-mail will be sent to you to prompt verification. It is important to include a detailed description of the business purpose on the description section of the "allocations" tab.
In the event you are unable to verify your own transactions, a proxy must be designated. All verified transactions are approved by the Business Manager.
In addition to the on-line verification of transactions, a paper credit card log must be submitted to the Business Manager, who will approve it and return it to you for your files. This log reconciles against the paper bank statement you will receive on a monthly basis. Please detail each transaction, account charged, and the business purpose of the purchase. Also, original receipts must be attached to the log. Credit card logs must be retained for seven years by the purchaser. If a transaction is charged to a sponsored account, please see the Business Office for retention policy.
The Office of Finance and Treasury website provides more complete information about obtaining and using university credit cards.
For a full list of purchasing and reimbursement methods, please visit the Office of Finance and Treasury's Buying & Paying page.
The Time Collection System is used to collect the hours worked by bi-weekly paid employees, as well as undergraduate and graduate students, and casual hourly employees. Bi-weekly permanent employees are entered into the system directly by Human Resources. Students and casual hourly employees should request to be set up for payment via the Time Collection system from the following:
- Undergraduates: Undergraduate Administrator
- Graduate Students: Graduate Student Administrator
- Casual Hourly Employees: Financial Administrator
Note: Undergraduate/Graduate student hourly wages are determined by the Payroll Department based on years of service.
Casual Hourly employee wages shall be determined by the advisor who is requesting the appointment as well as the type of work to be performed. The hire of a Casual Hourly employee must be verified and the "casual hourly" form must be signed by the Department Manager. This form, together with the two documents below, must be filled out and taken to the Office of Human Resources for entry into the Payroll system prior to beginning work:
- Personal Data Form: www.princeton.edu/hr/hrforms/personaldataform.pdf
- Form I-9, Employment Eligibility Verification: www.uscis.gov/files/form/i-9.pdf
A departmental payroll registration form must be completed by the undergraduate, graduate, or casual hourly employee seeking compensation. This form must be approved by the person who will be approving the corresponding time sheets and then submitted to the Financial Administrator for entry into Time Collection. Copies of the payroll registration form and blank time sheets may be obtained from the Chemistry Department’s Financial Administrator.
The biweekly pay period for Time Collection employees extends from Monday through Sunday. Completed time sheets should be submitted to the department’s Financial Administrator for processing no later than 1 p.m. on the Monday following the two-week pay period for which a person wishes to be paid.
The general payroll schedule can be found at:
The Time Collection System is here: https://isserver11.princeton.edu/index.jsp
Note: Except in rare circumstances, working overtime is not permitted as the work week is limited to 40 hours. Any overtime requests must be approved in writing by the Department Manager.