Attention A T users. To access the menus on this page please perform the following steps. 1. Please switch auto forms mode to off. 2. Hit enter to expand a main menu option (Health, Benefits, etc). 3. To enter and activate the submenu links, hit the down arrow. You will now be able to tab or arrow up or down through the submenu options to access/activate the submenu links.

Research and Development Service - VA Portland HCS

Quick Links
Veterans Crisis Line Badge
My healthevet badge

Research & Development - Finance and Purchasing

Orders, Supplies and Services : Subject Reimbursement Forms: Ordering Business Cards


With questions regarding
Purchasing, contact:

For Comments, Questions or Concerns email:

James Crawford x56623
Subject Reimbursement
Credit / Purchase Card Orders & Payments (Backup)
Travel Guidance

Ashley Chaney x51215
Contract and MOU Requests
Contract Invoice Payments
Credit / Purchase Card Orders & Payments
Subject Reimbursements (Backup)
Travel Guidance

Bruce Talbert x54792
Accounts Receivable
Accounts Payable
Account Status Reports
Invoicing/Account Status Transactions
MOU and IPA Requests

Travis Peake, BBM,
Supervisory Budget Analyst x57895
Budget / Finance / Accounting
Contracting / Purchasing
MOU and IPA Requests
Account Status Reports (Backup)
Travel Guidance
IT Purchasing


Contracts are required if it’s a service above 2500 or equipment above 10k or recurring. If you feel you need to submit a new contract please email: email group. We will collaborate with you on the paperwork required for submission.


Ordering Information

Office Supplies

Before placing the order, the Research Order Form (ROF) will need to be completed along with a quote and sent to the email group.

Order thresholds:

  • Services: For services the maximum for a purchase is a $2500 threshold per order.
  • Equipment with Install: If you are purchasing a piece of equipment with an install required, the services threshold is $3,500 per order.
  • Supplies/Equipment: For supplies and equipment this threshold is $10,000 per order. If the amount exceeds $10,000 or is recurring, this must be established under a warranted contract.
  • The following CANNOT be purchased on VA credit cards, regardless of price: Printing and reproduction (including services from Kinkos). Manuscript reprints are an allowable expense. IT items (IT includes computers, software, peripherals, and/or components) Furniture (Furniture includes chairs, tables, desks, shelving, etc.)


Gas Ordering Instructions (24KB, MSWord)
Gas Order Form (49KB, MSWord)



Order Form (50KB, PDF)
If the item is ordered on an individual's credit card, check "Ordered on my VISA". If the office needs to place the order with the vendor, check "Please Order on Office VISA". If an order is more than $3,000, the R&D Administrative office will automatically place the order with the purchasing agent. VA Headquarters has mandated that all computer and computer related items be approved by VA Central Office before purchasing (see IT).

If the order exceeds $3,000, including shipping & handling, a sole source justification (44KB, MSWord) must be submitted with the order. Any order without a sole source justification is subject to the bidding process in contracting service.



Subject Reimbursement Forms (10-7078) (421KB, PDF)
This form is used for payment of subjects taking part in research studies. A signed consent form must be turned in before a subject can receive funds for taking part in a research study. Fill out the subject reimbursement form for each research subject, making sure that all shaded areas are filled in. Bring the form to Purchasing staff in the Research Service office for signature. The research subject then takes the original form to the agent cashier for payment - or, if requested, the check can be mailed directly to their home.


Intergovernmental Personnel Act (IPA) Agreement

The Intergovernmental Personnel Act (IPA) agreement is the mechanism used for securing professional and technical services from OHSU by the Portland VA Research Service. IPAs are managed by the ACOS administrative office and OHSU Sponsored Project administration. The principal investigator (PI) initiates an IPA to procure personnel services necessary to their VA study. The assignment should be agreed upon by the PI, the person whose services are desired, and the OHSU department prior to initiating the paperwork. The PI is responsible for completing the required paperwork with current forms as listed below.

IPA assignments should be made for purposes which the Federal agency head, or his or her designee, determines are of mutual concern and benefit to the Federal agency and to the non-Federal organization. Each proposed assignment (IPA) should be carefully examined to ensure that it is for sound public purposes and furthers the goals and objectives of the participating organizations. Assignments arranged to meet the personal interest of employees, to circumvent personnel ceilings or to avoid unpleasant personnel decisions are contrary to the spirit and interest of the mobility assignment program (IPAs).

Answers to Frequently Asked Questions:

  1. IPA agreements can be made for up to 2 years and may be part-time or full-time. The assignment may be extended for an additional 2 years less 1 month. IPA assignments of less than 6 months are discouraged.
  2. IPA agreements are based on fixed FTE or number of hours per week. Assignments are not variable and do not fluctuate.
  3. An employee that has served 4 continuous years without a break cannot be assigned to another IPA without as least a 12-month return to his/her regular employer. Successive assignments without a break in service of at least 12 calendar months are regarded as continuous service.
  4. IPAs are intended for skilled personnel only. IPAs cannot be established for administrative staff or principal investigators. Under no circumstances should IPA agreements be used as a mechanism for hiring clinical staff or as a substitute for scarce medical specialist, sharing, commercial item or other clinical services contract.
  5. Non-VA employees must be employed in a permanent position by their organization for at least 90 days to be eligible for an IPA assignment.
  6. The investigator is responsible for completing the required paperwork and obtaining employee and OHSU Departmental and Dean signatures. Paperwork must be submitted to the Supervisory Budget Analyst's office at least 60 days prior to the requested start date.
  7. Due to recent changes in the VA fiscal system, the start date of the IPAs should be the first of each month. OHSU has requested that termination dates occur at the end of the month.
  8. Costs of the IPA are restricted to basic pay, supplemental pay, and fringe benefits. The VA is not authorized to issue reimbursement for indirect or administrative costs associated with the assignment. This includes charges for administrative support, supplies, computer time, etc.
  9. An IPA may be terminated at any time at the option of the Federal or non-Federal government. When terminating the agreement before the original completion date requires a written 30-day notice to all parties involved. OHSU has requested that termination dates occur at the end of the month.


IPA Instructions Revised 7/10 (33KB, MSWord)
IPA Template (81KB, MSWord)
IPA Cover Sheet (88KB, MSWord)
IPA Cancellation Memo (281KB, MSWord)

Ordering Business Cards

Please contact Travis Peake by phone at extension 57895 or by email at for card template and instructions.