Expenditures & Reimbursements
This page provides guidance for submitting and managing BVARI-administered expenditures, including vendor purchases, non-travel reimbursements, research subject fee accounts, and independent contractor arrangements. It outlines required forms, documentation, and approval processes to ensure compliance with BVARI policies and sponsor or VA requirements. Users will find clear instructions for initiating new vendors, requesting reimbursements, and establishing research participant payment accounts. These resources help streamline financial processes while maintaining transparency and accountability.
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Submit an Expenditure Request Form for all vendor purchase requests 3–5 business days before the desired purchase date.
Purchases ≥ $25,000 require a Vendor Justification Form and quotes:
$25,000–$250,000: At least three written or verbally documented quotes from qualified vendors; if fewer than three exist, justification is required.
≥ $250,000: A formal proposal process with written proposals is generally required unless the purchase qualifies as sole source.
Noncompetitive procurement is allowed only under specific extenuating circumstances per Procurement Guidelines.
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For allowable non-travel out-of-pocket expenses, submit an Expenditure Request Form with receipts and (if applicable) shipping confirmation as soon as the shipment arrives.
A Missing Receipt Affidavit is required for any missing receipt ≥ $75.
(Looking for travel guidance? Visit the Travel page.)
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If a vendor is not already approved, BVARI may require the vendor to complete a New Vendor Setup Request Form and provide a W-9 (or W-8BEN for non-U.S. entities), in accordance with the New Vendor Policy.
Contact accountspayable@bvari.org with questions about vendor selection.
Vendor setup review may take at least 5 business days.
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Research Subject Fee Accounts support IRB-approved participant payments on BVARI-administered awards. All accounts must be established according to the Research Subject Fee Account Procedures.
Required documentation:
Approved IRB Informed Consent Form (listing BVARI as information recipient; and Hanscom FCU or Greenphire depending on payment method)
Additional related forms:
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To engage an individual as an Independent Contractor (not a VA or BVARI employee), the PI must submit a completed Independent Contractor Questionnaire to spa@bvari.org.
BVARI will review eligibility; if approved, an Independent Contractor Agreement will be drafted and signed by the contractor and BVARI’s Director of Research Administration.