BioMed Senior Officer Approval Request

BioMed Senior Officer

Approval Request

Complete this form to request senior officer approval (SOA) for:

Non-grant funded expense including
Travel. As outlined in the message, non-essential travel is frozen and is only likely to be approved if it was fully paid for prior to Thursday, March 13, and refunds or cancellations are not possible. This includes travel scheduled but not yet initiated. The difference between essential and non-essential travel is explained in the Today@Brown message. Travel that is 100% covered by grant funds is allowed. This also applies to student travel.
Events. Events that incur no costs can continue to take place without SOA. SOA is required for all event-related expenses (that includes catering, table/equipment rental, security, custodial charges, etc). In addition to the SOA request form, you will be asked to complete an event scope document where you can provide more detail about the necessity of the event and outline all sources of funding.
Other Expenses. SOA is required before purchasing anything non-essential of any amount, and essential goods and services over $500.
Purchases that were not budgeted by departments and will lead to a budget overage.
Purchases made with faculty startup (PRG100) or research funds (PRG101). We recognize how important startup is to our new faculty as well as research funds to our faculty.
Computers purchased using any funds OTHER THAN grant funds.
Purchases that fall outside of University policy. (Consult current policies here: https://policy.brown.edu.)

Please take note of some key points:

All expenditures must be approved by your department head prior to the submission of the request form.
This form should be submitted before making or committing to any purchase.
After a request is approved, documentation will be sent to the requestor from the Dean’s Office.

Please contact Yulia Strizheus (yulia_strizheus@brown.edu) with questions.

LAST UPDATED: April 30, 2025

First Name*

Last Name*

Email Address*

Biology Department*

Ecology, Evolution and Organismal Biology

Molecular Biology, Cell Biology and Biochemistry (including all department centers)

Molecular Microbiology and Immunology

Neuroscience

Hybrid Department*

Medical Science

Pathology and Laboratory Medicine

Other Department or Unit

Request made on behalf of (person, lab, or entity)*

Please include PI name as appropriate.

Event or Travel Start Date

Describe the expenditure*

Provide a justification for the expenditure. What is its purpose? Why is considered essential? Your justification is important for us to understand why the request merits approval.

If this request is related to personnel, please include details explaining the need of the new role.

Account to be charged *

(cost center, program code, and assignee if applicable)

For grant, gift, or endowment funded purchases, enter the GR/GFT/EN#

Cost*

Has the cost already been incurred?*

No - The purchase has not been made and the cost not been incurred yet.

Yes - The purchase has been made.

N/A

If yes, are the costs refundable?*

Describe any costs that are refundable and non-refundable. Please be sure to attach any relevant documentation to this request.

If yes, when and why was SOA not requested prior?*

What was the other method of purchase?*

Recipient of funds*

(whether supplier, company, vendor or person receiving payment)

If request is related to personnel, please respond with N/A

Rationale for using a non-grant account*

Outside the scope of all lab grants

New project resulting in new grant application

Expenses for personnel paid on non-grant account

Critical to move a project forward that cannot be paid for by a grant

No grant funding/not applicable

This is an internal grant account.

FD500 grant account

Other

Other - rationale for using a non-grant account*

Was expense planned for in the existing budget?*

Yes

N/A

If not planned, please explain.*

Please include details of how will the department cover the cost?

Is this purchase related to a new faculty member?

We know how important startup and research funds are to our new faculty. Please provide the faculty member's name and start date.

Is this purchase for new or existing software?*

No, the purchase is not for software or machinery with a software component.

Yes, the purchase is for software or machinery with a software component.

N/A

Is this an honorarium/payment to a guest speaker?*

Yes

N/A

Additional Comments

Attached relevant documentation here.

Drag and drop files here or

Did you receive Department Manager Approval?*

Yes

Department Manager Name*

Did you receive Department Head Approval?*

Yes

Department Head Name*

Send me a copy of my responses

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