Purchasing

Please fill out a Biology Department Purchase Request Form for all orders.  Except in extreme circumstances, priority is given on a first-come, first-served basis.  Each order goes through the Purchasing Method Decision Tree (see diagram below).

P-Card Purchasing Process

·       When an order is placed using a P-Card, the originator will be notified by email that it has been processed.

·       Any information from the vendor will be transmitted to the originator, including backorders.

Purchase Order (PO) Process

The order is entered into SAP to create a UC Purchase Requisition.

a.    If a justification is not needed (e.g., it’s a contract vendor), a Purchase Order will be issued and the original mailed to the vendor with a copy to the department.  The originator will be notified by email that the PO has been issued and can use the PO number to contact the vendor if there is a problem.

b.    If Purchasing concludes that a justification is necessary, the Financial Administrator will notify the originator of the need for the justification and will also send the questionnaire that is required by Purchasing.

·  Once the justification is submitted, a buyer from Purchasing will approve or disapprove the justification.

1.       If the justification is not approved, the originator will be notified by email; the process will have to be repeated with another vendor or the order will have to go out for bid.

2.     If the justification is approved, a Purchase Order will be issued and the original PO will be mailed to the vendor with a copy to the department; the originator will be notified by email.

Purchasing Method Decision Tree