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THE PROCUREMENT PROCEDURES HERE BLOW.
We had $10k left in a grant that was set to expire 31October08. TOMORROW, RIGHT?
The money was originally set aside for travel and a variety of other things, but when there was ~a month left, the granting agency and university let us switch it all to operating costs, since we weren't going to use it for travel and it needed to be used or it would disappear. (Seriously, when a grant ends? No matter how much money remains unspent? The money is gone. I don't know if it falls into a black hole or the granting agency takes it back or what, but that account is zeroed out.)
So I ordered a fuck-ton of stuff, including a few pieces of small equipment, a bunch of commercial antibodies, lab consumables. And after considerable debate The Chief and I contracted to have two antibodies made specifically for our protein, because the commercial antibodies that are available suck and the one we had, a student wasted all the good bleed (a rant-worthy story in and of itself).
So. Specifically asked the company to bill us immediately so this grant could be utitilized. They complied. Ordered. Purchase order generated, money encumbered. (That means it's been set aside and *can't be spent on anything else*.) Received confirmation of order. Received notice that the peptides had been synthesized and conjugated. Received notice that the antibodies (complete with peptide-purification) would be delivered in February 2009.
Got an email requesting that all encumbered POs be closed. Explained to this person that I had an order confirmation and that delivery wouldn't occur until February, thus no packing slip (the usual paperwork that is required to close a PO).
Got a reply: Fine, whatever, all paperwork should be delivered to purchasing specialist.
Took info to purchasing specialist.
Her comment: doesn't matter that they billed us immediately.
The university will not pay until the item is delivered. Will. Not. No matter the circumstance. But the PO is issued and money's encumbered, so the granting agency should be okay with that. She thought.
Explained to the person demanding all encumbered POs be closed. His response: That's a shame. We'll have to cancel that PO and generate a new one from a different grant. It'll take at least a day, and by the time that money becomes available for *other* purchases, the grant will expire. Either way, that money is gone. So sorry, you lose.
FUCKING $2500 GONE.
THE PROCUREMENT PROCEDURES HERE BLOW.
We had $10k left in a grant that was set to expire 31October08. TOMORROW, RIGHT?
The money was originally set aside for travel and a variety of other things, but when there was ~a month left, the granting agency and university let us switch it all to operating costs, since we weren't going to use it for travel and it needed to be used or it would disappear. (Seriously, when a grant ends? No matter how much money remains unspent? The money is gone. I don't know if it falls into a black hole or the granting agency takes it back or what, but that account is zeroed out.)
So I ordered a fuck-ton of stuff, including a few pieces of small equipment, a bunch of commercial antibodies, lab consumables. And after considerable debate The Chief and I contracted to have two antibodies made specifically for our protein, because the commercial antibodies that are available suck and the one we had, a student wasted all the good bleed (a rant-worthy story in and of itself).
So. Specifically asked the company to bill us immediately so this grant could be utitilized. They complied. Ordered. Purchase order generated, money encumbered. (That means it's been set aside and *can't be spent on anything else*.) Received confirmation of order. Received notice that the peptides had been synthesized and conjugated. Received notice that the antibodies (complete with peptide-purification) would be delivered in February 2009.
Got an email requesting that all encumbered POs be closed. Explained to this person that I had an order confirmation and that delivery wouldn't occur until February, thus no packing slip (the usual paperwork that is required to close a PO).
Got a reply: Fine, whatever, all paperwork should be delivered to purchasing specialist.
Took info to purchasing specialist.
Her comment: doesn't matter that they billed us immediately.
The university will not pay until the item is delivered. Will. Not. No matter the circumstance. But the PO is issued and money's encumbered, so the granting agency should be okay with that. She thought.
Explained to the person demanding all encumbered POs be closed. His response: That's a shame. We'll have to cancel that PO and generate a new one from a different grant. It'll take at least a day, and by the time that money becomes available for *other* purchases, the grant will expire. Either way, that money is gone. So sorry, you lose.
FUCKING $2500 GONE.
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Date: 2008-10-31 12:23 am (UTC)