Purchasing Requests

  
 
THIS IS A SET OF GUIDELINES FOR MAKING PURCHASES IN THE PHYSICS DEPARTMENT. FOLLOWING THESE PROCEDURES WILL HELP TO ENSURE THAT YOUR ORDERS ARE NOT DELAYED UNNECESSARILY.
  
***COMPUTER PURCHASES MUST NOW BE APPROVED BY OSR *** (download form)  
 

1. Before making a purchase request, make sure you cannot buy it from a state contracted vendor.

 
  The department is required (by law) to buy from the state contract vendors if the item is available. This often comes with a good discount. Check to see if an item is on state contract at http://www.doa.state.nc.us/PandC/keyword.htm or ask Beverly.  
2. Shop for a good price and vendor.  
If the items you need are not on state contract, be sure to check several sources before placing an order. You should try to get the best price, but using a reputable vendor within the US will be the fastest way to get items. If you don't know who to order from, ask Beverly for help.
  3. If the total cost is under $5000, use a check number (ex. K123456).  
Send an e-mail to purchasing@physics.unc.edu to request a check number. You must include the vendor name and the account from which it will be deducted. This is often the same grant number from which you are paid. Total cost includes all shipping charges and fees, so if it's close, talk to Beverly. If you are told to use the UCRF (University Cancer Research Fund), send an e-mail to Christy (or Cassandra while Christy is on leave) with the vendor and items that you want to purchase. For this account, it is critical that you give the invoice and packing slip to Christy (or Cassandra) as soon as the items are received.
  4. If the total cost is over $5000, the purchase must go through UNC Purchasing Services.  
Equipment purchases in excess of $5000 must go out for bid. This process takes time. If you need a specific item, you may need to write a sole source or brand specific justification in which you describe why this is the item you must have. This is not related to price, but functionality (ie. Why is this the only option?). Send an e-mail to purchasing@physics.unc.edu to request the item, including your account number and justification (if necessary).