Each faculty assistant has a credit card that can be used for purchases of single items that are under $1,000 (this is not the same as the credit threshold - please contact the appropriate faculty assistant for information on large orders).  To make a purchase via credit card, complete and submit the Purchasing Request Form[pdf].  Under no circumstances can a faculty assistant loan you their university purchasing card.  Once the order is received, give the packing slip and the receipt to the appropriate faculty assistant with the appropriate account number written on it.  It is essential that you turn in receipts.  If you fail to return the receipt in a timely manner, you will lose the privilege of using a credit card.

All Mechanical Engineering Purchase order requests are handled through email.  Please complete and submit the Purchasing Request Form[pdf] being sure to complete all vendor information.  The information provided will be verified and entered in to the university purchasing system.  After the requisition has gone through the proper channels and been approved, a purchase order will be generated.  This purchase order will be printed and returned to the requisitioner.  It is only at this time that the purchase may be made.  If any of the information is incorrect or missing, the requisition will be denied.  Please allow a three-day turn around time for purchase orders (longer for new vendors).

In order for a requisition to be made, the vendor's name and pertinent information (address, billing terms, etc.) must be in the university purchasing system.  Commonly used vendors will already be in the system.  If you are using a new or obscure vendor, you will have to obtain their specific information before you can use a purchase order.  Forms for this purpose can be found on the Finance Website.  You can print the forms and fax them to the vendor or instruct the vendor to visit the site.  The completed forms should be returned to the Purchasing Department.

A PO Checklist and Bid Summary Form must accompany all federally-funded purchase orders ≥ $2,500.  This form requires the solicitation for 3 quotations/proposals.

Once the purchase has been received, the requestor must immediately deliver the packing slip to the appropriate faculty assistant.  When the shipment has been verified and the invoice is OK to pay, send notice to the appropriate faculty assistant.  The notice should include the PO#, the vendor name, and the office or lab where the item(s) will be used/stored.

When it is convenient to purchase small items with cash from an outside vendor, the department may reimburse you when you provide appropriate documentation.  You need to present a receipt to the appropriate faculty assistant for the goods purchased with your name written on the receipt and an account number given to you by your advisor.  This service is only for legitimate supplies needed for research, lab work, etc., and your advisor must approve every purchase.  Sales tax is not reimbursable.

Each store and recharge center handles its own bookkeeping.  You need an account number, proper identification, and a signed authorization in order to purchase goods.  See the appropriate faculty assistant for authorization before going to the University Shoppe, Art Store or Computer Store.  Please return the receipt to the department when you have made a purchase.