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  1. Pre-travel Authorization Request
  2. Request for Cash Advance for Participant Payment
  3. Travel Reimbursement
  4. Request for Reimbursement: Supplies, Services, Equipment
  5. Request for Reimbursement: Pre-paid Expenses / Conference Registrations
  6. Request for Reimbursement: Professional Memberships / Journal Subscriptions
  7. Purchase Order/Check Request
  8. Missing Receipt Affidavit


BRCI is available to work with Principal Investigators at the Bedford VA Hospital to submit grants to non-VA funders, and administer those grants awarded.


All purchases must be approved in advance by BRCI. It is the policy of BRCI to utilize a purchase order system. A properly, completed purchase order including the project number, will be needed to purchase all goods and services. Purchasing goes through the BRCI offices. Prior to placing any orders please contact BRCI for approval and instructions. BRCI is tax exempt and does not pay taxes on purchases. Although we try to accommodate needs, we request 7 days’ notice to obtain a purchase order. Send requests to with a copy to


  1. All expenditures for which reimbursement is sought must have original receipts indicating that payment was made. The Reimbursement Form should be completed and presented to BRCI with original receipt within 45 days of purchase.
  2. Travel requires a Pre-travel Authorization form in advance of the trip. Except in an emergency, please submit the form for approval at least 10 days prior to the trip along with appropriate documentation.
  3. BRCI will reimburse travel after the completion of the trip. Complete a Travel Reimbursement Form and submit to BRCI with original travel receipts. In order to be reimbursed, all documentation must be presented to BRCI within 45 days of the end of trip.
  4. No reimbursement request will be honored if it is received later than 45 days after expense incurred. BRCI is highly dependent on accurate accounting documents and when reimbursements and other expenses are allowed to exceed 45 days prior to submission, the accounting system is not sufficiently reliable and timely for certain decision-making processes. Matters become even more critical at the end of the BRCI Fiscal Year which is June 30th (different from the VA), when the books must be closed and an audit performed.

No expenditures can be incurred for projects without the proven availability of sufficient funds. It is the Principal Investigator’s responsibility to assign charges to the appropriate grant(s).