Seattle Institute for
Biomedical and
Clinical Research

Accounting: Frequently Asked Questions

  1. 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 office by calling 764-2730 or by email to jude@sibcr.org.

  2. When and where can I pick up my check?

    • SIBCR reimbursement checks are paid on a weekly basis.

    • Checks may be picked up on Friday in Building 1 Room 520 if indicated on the Check Request Form PDF, DOC .

    • All other checks are mailed.

  3. Where do I send my SIBCR forms?

    • All forms can be mailed to mail box S-151F.

    • Forms can also be hand delivered to Building 1, Room 520 or Room 522.

  4. 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 PDF, XLS is required for all purchases made using SIBCR vendor accounts.

    • Fax the completed, signed purchase order to the SIBCR office at 764-2742 (ext. 62742).

  5. 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.

  6. Do I need to use specific vendors to buy products?

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

    • SIBCR's accounting office 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 office 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 PDF XLS with the relevant ordering information and fax it to the accounting office at 764-2742 (ext. 62742). You will receive email notification that the order has been placed.

  8. 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.

  9. 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 PDF, DOC .

    • 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 PDF, DOC . Please attach original receipts and submit the form for payment to the SIBCR offices.

    • 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.

    • Additional SIBCR travel policies are stated in the SIBCR Policy Manual.