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Graduate Manual: 2009 - 2010
Purchasing Information
PURCHASING
PURCHASING – BEFORE YOU BUY ANYTHING THAT IS TO BE PAID FOR BY THE DEPARTMENT OR A RESEARCH GRANT (pencils for teaching or major equipment for a lab for example), please check with Sherry Heis. The electronics lab (219 EPS) has some electronics items in stock. Some office supplies are available in the front office (check with Margaret). Some items cannot be purchased from any location other than on campus, or certain purchasing procedures may need to be followed. If you buy something without going through the proper channels, you may be required to pay for it out of your own funds. Please check with Jeremy Gay regarding computer software site licenses and special computer purchasing guidelines before purchasing computer hardware or software.
DEPARTMENTAL PURCHASE ORDERS (DPO)
When placing orders by phone, fax, mail, or buying direct from off-campus vendors fill out a DPO form. DPO forms can be picked up from Sherry. Be sure that you include your name on the DPO form and make sure the vendor knows to ship the package to your attention. It saves time and frustration if vendors don’t have to call back asking for clarification or needing more information from you. Remember there are approximately 150 faculty, staff and students working in the department and in labs. After you receive a package, double check that all items were received.
CHARGES OFF-CAMPUS
All receipts MUST BE turned in immediately to Sherry upon returning to campus. Too many receipts are not being turned in and until the vendor calls looking for payment we do not know that there are outstanding bills to be paid. If this problem continues, our charge privileges with vendors will be in jeopardy.
OUT-OF-POCKET CASH PURCHASES
In emergency situations (only) of cash purchases (under $5), bring the receipt in to Margaret and she will reimburse you. For purchases over $5, bring the receipt to Sherry and she will process a BPA to reimburse you for the expense (takes 2-3 weeks for your reimbursement).
MSU PURCHASING CARD
For online ordering and new companies reluctant to charge to the University. The lab or professor you are working for may have a purchase card for your use. If not, see Sherry. Document your order: Print the online pages and make certain the account number to charge is written on your paperwork. Be sure to include your name and/or the name of the lab or professor you are working for on all documentation. When you receive your merchandise, turn in the packing slip.
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