Guides & Resources
Amazon Prime for Caltech
Caltech Amazon Prime Account!
We are excited to announce that all P-Card holders are eligible to join our Amazon Business account which now includes Business Prime membership with Business Prime Shipping.
Amazon Business Prime offers:
- Free Two Day Shipping on eligible Prime Items
- Unlimited Fast Free Shipping- based on eligible amounts
- Business-Specific Features, Discounts, and Products
For more information please visit our website. If you are interested in signing up for an Amazon Business account or becoming a P-Card holder, please e-mail pcardservices@caltech.edu.
Amazon Business program is now integrated with Concur, which will enable E-Receipts for all Amazon Business purchases. The automatic E-Receipts will flow directly into the cardholder's Available Receipt queue.
First Step: Log into SAP CardQuest and veirfy your e-mail: Please Click Here
What are the benefits of the Amazon Business/ Concur Integration?
- It saves time and streamlines the reconciliation process by having the receipt for Amazon Business transactions appear directly in CardQuest. Presently, cardholders must email, scan, upload, or drag and drop their receipts into CardQuest.
- It improves compliance by ensuring the correct receipt is attached to the Amazon Business transactions.
How does it work?
- A purchase is made on Amazon Business
- When the product is shipped, the transaction will be made available to CardQuest 24 to 30 hours after the product ships.
- Concur checks to ensure that the user has a verified email address within CardQuest. If your email address is not verified, Concur discards the E-Receipt.
- To verify your email address, please Click Here (if you missed the first step above)
- An image is created for the expense.
- The receipt is passed to the Smart Expense Service to be turned into an expense and matched with a corresponding credit card transaction.
If you have any questions, do not hesitate to contact P-Card Services at pcardservices@caltech.edu.
Cell Phone Allowance
Payment Services News!
If your department has multiple individuals receiving regular cell phone reimbursements, Payment Services has a special program to automate the monthly payments. We can set up employees on a recurring monthly payment schedule to streamline the existing reimbursement procedure. The recurring schedule will eliminate the manual steps involved with submitting a PTA Payment Request in TechMart.
Payments for cell phone usage is covered under the IRS Accountable Plan for legitimate and necessary business activities on behalf of Caltech. Individual departments are responsible for verifying the employee's eligibility and adherence to Institute Policy. Below are some guidelines about the program:
- Cell phone usage must serve a valid business purpose.
- Reimbursement amount of $25-$50 per month is the general range.
- Payment amount is determined by individual departments.
- Payment is effective when the form is approved and submitted (by 15th of the month).
- Allowance payment through this program is NOT retroactive. Any payments for previous months will be treated as reimbursement requests and must be submitted in TechMart with corresponding billing statements.
- Department must notify Payment Services if an employee is no longer eligible for the program or employed at Caltech.
Please submit completed enrollment form to: SpecialtyTeam@caltech.edu
For more information, please contact the Specialty Team at SpecialtyTeam@caltech.edu
Concur Mobile App
Data Security
Click here for the data security questionnaire within procurement contracts
Department Codes
Department Codes are used at Caltech to identify purchasing and payment transactions by campus groups. Codes are assigned to groups, departments, buildings, or work areas, not to individuals. Their purpose of department codes is to facilitate the routing of paperwork. This list is owned by Purchasing Services and maintained by the Procurement Support Team.
- To add/request a department code please email Monica Marquez in Purchasing Services
- To view the most current Department Code List please click here
Expenditure Types
Click here for the current expenditure list
Food and Catering Expense Guide
Click here for the current Guidelines to Charge Food and Catering Expenses properly.
Payment Request Usage List
Click here for the current usage list
Stop Payments
Submit Confidential Documents
TechMart
The Custodians listed below have been granted access to the Access Request Form in TechMart. All requests to add or update TechMart users must be submitted in TechMart by your division/department Custodian.
ASIC - Pam Koyzis and Laurice Balian
Athenaeum - Joseph Wong
Athletics - Lisa Beach and Betsy Mitchell
BBE - David Warren, Joan Sullivan and Sue Zindle
Beckman Institute - Susan Ruffins
Carnegie - Agnes Tong
CCE - Grace Liang-Franco, Victor Rivera and Kourtney Brodnax
COO - Marcella Ta
Development & Institute Relations - Diane Wallace and Ryan Sullivan
EAS
Facilities - John Onderdonk and Lynne Caver
Financial Services - Lorianne Bowers
GPS - Aleen Boladian and Julie Schoen
HHMI - David Warren, Joan Sullivan and Sue Zindle
Human Resources - Angelica Santana and Kasey Byrne
HSS - Candace Younger and Victoria Cruz
IMSS - Angela Goshorn and Dawn Boyd
Investment Office - Kirk Kawasawa
IPAC - Nancy Paradise
Library - Catherine Geard
LIGO - Hannah Hansen and Melanie McCandless
OGC - Chantalle Fernandez
PMA - Marcella Ta
President's Office - Debbie Rodday
Provost - Stacey Scoville
Research Administration - Christina Avina
Resnick Institute - Xenia Amashukeli
Strategy Implementation - Megan Hazle and Meri Makhmuryan
Student Affairs - Ryan O'Connor
Technology Transfer & Corporate Partnerships - Melinda Bakarbessy
Click here if you're not sure which form to use
- TechMart Updates: 20.1 Release (Effective 4/6/2020)
- TechMart Updates: 20.2 Release (Effective 7/20/2020)
Travel
Click here to view the GSA Code Share Fact Sheet and Domestic & International Code Shares
Click here to view the GSA Per Diem/Lodging Rates
Click here to view the GSA Mileage Reimbursement Rates
Click here to view the Oanda Currency Converter