School of Biological Sciences Purchasing Information & Training Session February 6, 2008 4201 Natural Sciences 2 9:00 A.M. – 10:00 A.M.
Buyer Assignments • Dawn Abbatiello 4-5308 • All vendors other than those assigned below • All Faculty • Blanket Purchase Orders • Purchase Order Change Requests • Return Goods • Eunice Yu 4-0278 • All orders for Fisher Scientific, VWR Scientific, and Invitrogen for all faculty • Blanket Purchase Orders • Purchase Order Change Requests • Office Supply Orders • Return Goods
Purchasing Methods • Three purchasing methods are available to buyers: • High Value PO • Purchases for equipment, controlled substances, radioactive products, furniture and items listed on Commodities Not Permitted list (available through SNAP at http://www.mrm.uci.edu/commoditiesNOT.html) • Central Purchasing places all High Value orders. • Low Value PO • All general supplies and lab supplies, low value equipment (typically items under $5,000), refrigerators and freezers (from usual & customary vendors), all items listed on the Commodities Permitted list (available through SNAP at http://www.mrm.uci.edu/commoditiesPERMITTED.html ) • PalCard • Used with vendors that are not set up as an UCI vendor or do not accept an UCI purchase order
Submitting Orders to Purchasing • Please fill out the Purchase Order Worksheet completely • Guidelines to Completing the Worksheet: • Purchase Order Worksheet should contain: • Complete vendor name, address and phone number and fax • Complete description of product • Catalog number (if applicable) • Price • Correct unit of measure • Building & room number, PI name, lab contact name, email address and telephone extension
Submitting Orders to Purchasing • Please note all RUSH orders received after 12:00 PM will not be shipped on the same day if the vendor is located in the Midwest or on the East coast. Because of the 2-3 hour time zone difference, the vendor shipping cut-off time will be missed. Your order will be shipped the following day (if the item is available). RUSH orders received on Friday afternoon will be placed the same day, but vendor will not ship the order until the following Monday. • Please indicate if you require overnight shipping on the PO Worksheet (please indicate if any overnight charge is acceptable). • Please direct all questions regarding orders to the buyers via email. The buyers will forward a response within 24 hours (urgent requests will be responded immediately).
Buyers Action/Follow-up • Purchasing will email requestor when order is placed • Purchasing will contact the requestor via email if there are: • Backorders • Discontinued products • Catalog number not found • Catalog number incorrect • Item description does not match description on the Purchase Order Worksheet • Financial Analysts are copied on all the emails to the requestor.
Thank you We appreciate your attendance and hope to see you at the March 2008 Central Purchasing Training Session