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ACCOUNTING FAQ

What is the balance in my account?

  • PI reports are forwarded to the Investigator on a monthly basis. Current account balances may be obtained from the accounting department by calling 206-204-6183 or by email to the This email address is being protected from spambots. You need JavaScript enabled to view it..

When and where can I pick up my check?

  • SIBCR reimbursement checks are paid on a weekly basis.
  • All checks are mailed to home address listed on request form.
  • Exception: Participant checks may be picked up on Friday in Building 7, Room 14 if indicated on the Check Request form.

Where do I send my SIBCR forms?

  • All forms can be mailed to SIBCR, S-151F.
  • Forms can also be hand delivered to Building 7 and dropped in the lock box located by the front desk.

How do I use my SIBCR funds to purchase supplies for my project?

  • At this time, orders must be placed with the vendors by members or an authorized designee.
  • An SIBCR Purchase Order form is required for all purchases made using SIBCR vendor accounts.
  • Fax the completed, signed Purchase Order to the SIBCR office at 206-204-6190.

What's the difference between a Purchase Order and a Check Request?

  • Purchase orders are used when placing an order with a vendor in advance of payment.
  • Check requests are used for reimbursement purposes, such as travel and subject payments.

Do I need to use specific vendors to buy products?

  • SIBCR maintains accounts with most of the vendors used by the VA and UW. Please email This email address is being protected from spambots. You need JavaScript enabled to view it. for the current vendor list.

What if the vendor I need is not on the list?

  • SIBCR's accounting department will establish and approve new vendor accounts in advance of the purchase.
  • Please contact the vendor to see if they will accept a purchase order.
  • If not, please contact the SIBCR accounting department with the new vendor information.
  • You will be contacted once an account has been established.
  • If there is an immediate need for a product from a new vendor, the order may be placed and paid with an SIBCR credit card.
  • Submit a purchase order with the relevant ordering information and fax it to the accounting department at 206-204-6190. You will receive email notification that the order has been placed.

Can I put all of my projects into one account?

  • Individual contractual rules or agency regulations govern each project or grant. Therefore, all projects must remain in separate accounts until completion.

How do I use SIBCR funds for travel?

  • SIBCR may support expenses for domestic and foreign travel of authorized individuals to bona fide scientific meetings or for other research- related activities.
  • Meeting and conference registration fees can be paid in advance by SIBCR. The request for registration fees can be submitted on the Travel Reimbursement form.
  • Travelers should purchase their own tickets, pay all costs and seek reimbursement after the travel is completed.
  • The request may be submitted on the Travel Reimbursement form. Please attach original receipts and submit the form for payment to the SIBCR office.
  • Full reimbursement of reasonable hotel expenses will be paid with proper documentation.
  • Meals and incidentals will be reimbursed at the federal per diem rate. Travel days will be paid at 75% of the federal rate, regardless of the time of departure.
  • Click here for additional SIBCR travel policies.

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