Purchasing

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A. Forms/Definitions

1. Provide purchasing requisition form 12/125 for all purchases except Biology and Biochemistry stores (Appendix J) available on the w:drive/forms.
2. Form 100 (Appendix K) should be used for Biology and Biochemistry stores and other university stores IF walking to pick up items.
3. LPC (Lilly Procurement Center )
   1. Entry of orders into electronic Ariba purchasing system
   2. Placement of non-Ariba orders on credit card or standing order as appropriate
   3. Returns of items
   4. Repairs
   5. Check out credit card for purchases from local businesses

B. Account Signature Authority

1. Faculty/PI's may delegate authority to other staff/students to approve purchases on their (any or all) account numbers- form available on the w:drive/forms or in business office (see Appendix L).
2. All forms for purchase of any items require a PI/delegated authorized signature.
3. Authorized signature means an individual with first hand knowledge.

C. Standard Process

1. Form 12/125 may be e-mailed directly to LPC for purchase of items from outside vendors, as well as for maintenance agreements and contractual agreements (i.e. samples) ( lpcreq@bilbo.bio.purdue.edu ) (must be e-mailed by individual with signature authority on the account).
2. Form 12/125 for check out of LPC credit card requires prior business office signature.
3. Form 12/125 may also be printed out and brought to the business office for delivery to LPC or taken directly to LPC.
4. Form 100 to Biology (Lilly) stores can be placed without prior business office signature.
5. Form 100 to Biochemistry and other university stores require prior business office signature.
6. All returns and repairs should be processed through LPC.
   1. For repairs to existing equipment/items not under warranty a purchasing requisition form 12/125 is required.
7. When items are received, any/all packing slips should be given either to the business office or LPC.

D. Capital Equipment Purchases (items over $2500)

1. If sponsored programs funds are being used, must be listed in the budget.
2. A "Request for Waiver of Competitive Bidding" is required for all purchases over $10,000 and any purchases for which a sole sourced vendor is being requested - available on the w:drive/forms (see Appendix M).
3. If item being purchased is over $25,000 and being paid for with a sponsored program account, a "Verification of Equipment Non-Availability" must be filled out - see business office for assistance with this process.

E. Property Management

1. Off Campus form needs to be filled out YEARLY for all equipment being used off campus in order to assure insurance coverage (see Appendix N).

F. Ergonomics

1. An ergonomic assessment can be requested from REM by filling out the form at the following web site: http://www.purdue.edu/rem/home/forms/ErgoForm.htm
   1. Please notify the business office that you have requested the assessment and provide business office with the forms you receive after your assessment is completed.

G. Physical Facilities

1. Any services required by physical facilities on campus need to be requested by sending an e-mail to the business office or filling out a paper form (18A-see Appendix O) located in the business office.

H. Insurance Claims

1. All stolen, missing items, or equipment damage needs to be reported to the business office immediately.

I. Shipping

1. A Form 23 (Packing List - Mail Form, Appendix P), Federal Express form or an international mailing form needs to be filled out when shipping items from the university.
   1. If for a repair an RMA (return material authorization) should be obtained.

J. Land Rental Contracts

1. Forms located on the w:drive/forms: Lease Letter and Lease Tool
   1. Both forms need to be filled out and e-mailed to the business office.