FAQ's for UO Chemistry Purchasing

After you have selected your product and the vendor, go to the Requisition Form, fill-in the appropriate fields, and press the Submit button to send it to the Buyer via e-mail. If you have ten items or more, use the 2-page Requisition Form. If your order is more than $5,000, be sure to follow the instructions shown on the Policies and Procedures page.

*NOTE: You will need to install the full version of Adobe Acrobat to save or send the form. Read more at this link.

After the vendor has confirmed the order, you will receive an e-mail with the completed order form attached, showing the cost and anticipated delivery date of your items. (back to top)

I have an item to order but don't know where to buy it.

We have various methods for "sourcing" items, including internet search engines and source books, so if you don't know where to find an item, please ask. For commodity items such as electronics and office supplies, simply show the manufacturer's part number and description on your requisition, and we'll locate the vendor with the best price.(back to top)

How can I pay for an order?

We can buy items from vendors using Purchase Orders, Procurement (credit) Cards, or can prepay with an institution check. And on selected product groups, you can buy the item yourself and be reimbursed . (back to top)

Can I order online?

Yes. Before entering your order, notify Purchasing, to be assigned a Purchase Order number. You also can use the department's Procurement Card for orders, following those procedures.

Of the vendors that offer online ordering, most will allow you to check price and availability by registering on their web site, and several will allow you to place the order and have it forwarded to Purchasing for final authorization. This is the recommended method of ordering.

After the order has been entered, print the vendor's Order Confirmation and forward it to Purchasing with your Requisition form, showing your Index number and related information. Be sure to note that the order has already been placed, so it is not duplicated. (back to top)

Can I use a credit card?

Yes. The Department has an institution Procurement Card, and can be used by faculty or staff after appropriate authorization and training on its guidelines. (back to top)

How do I order a customized computer?

You can go online to Dell's Premier site, the Apple store, or another vendor of choice. Build the (Dell) system and save the order as an "E-Quote", then print a copy for your records. When you are prompted to forward it to your Purchasing Agent, enter our address (jdr@uoregon.edu) and submit it. Then fill out our Requisition form with your Index Number and E-Quote number included, and send it to Purchasing. The item will be ordered and you will receive an acknowledgement when the vendor has confirmed the order. (back to top)

Can I buy an item and be reimbursed?

Yes, with some exceptions: Because manufacturers of items such as computers, software and electronics will not transfer their warranty from the original purchaser to another user, the institution will not reimburse these items. If you need to buy items such as these, they can be bought through regular purchasing procedures. (See the details of the UO policy at this link.)

* NOTE: Some expenses, such as Conference Registration and Travel expenses, can not be reimbursed until after the event has occurred, per UO Travel policy.

To be reimbursed, fill out the Requisition Form, with yourself as the vendor. Remember to include itemized receipts with your reimbursement request. (back to top)

When will I receive the order?

After placing the order, you will get a message that shows the anticipated delivery date and actual cost of the order. Depending upon the routing you had requested, regular shipments take approximately one week via UPS from the east coast, and less if shipped from a nearer location. Also, when you receive your shipment, remember to forward the vendor's packing slip to Purchasing. Thank you. (back to top)

I need an item to be delivered quickly; how can I expedite the order?

Orders entered before 11am our time frequently can be shipped by the vendor for delivery the next day, for additional freight charges. Please enter your order, send it via e-mail then call us. Or you can print your order and come to the Purchasing office and talk to us in person. (back to top)

I want to return an item; what do I need to do?

If you have already received authorization from the vendor to return the item, notify Purchasing, so we can verify credit is issued. (back to top)

• If the return was because of a vendor error, we'll want them to pay the outbound shipping charges; notify Purchasing, to arrange this detail.

• If it was our error, we'll probably incur restocking charges (possibly up to 50% of the cost of the item), and the shipping charges both ways; notify Purchasing, to confirm these charges.

If you haven't already spoken with the vendor, notify Purchasing, to request authorization to return the item. Please include the part number and quantity to return, and also a reason why you want to return the item. (back to top)

If you want to send an item to a vendor to perform lab work, repairs or evaluation for repairs, send us a Requisition Form showing the anticipated charges, so a Purchase Order number can be assigned to the transaction. If you want to ship the order using Federal Express, read the next section. (back to top)

I want to make an outgoing shipment; what do I need to do?

If you want to ship an item via Federal Express, fill out their Bill of Lading, including the Index Number to bill and your name, and send the top copy to Purchasing. If you want to use another carrier (UPS, Airborne Express, etc.), contact Science Stores at 346-4600 or see them at 109 Cascade Annex. (back to top)

I want to travel; when should I make the reservations?

Contact Linda Sappington at 346-4839 in the Chemistry office for details.

The FREEZE on Out-Of-State Travel has been lifted effective July 1, 2005, explained at this website.

Also, travel reservations and related expenses can not be reimbursed until after the event, per UO Travel Reimbursement Policy. Be sure to read that information before making any reservations. (back to top)

How do I make travel arrangements?

Visit the institution's UO Travel website to see the requirements; this site has links to our contracted Travel agencies. Also you can see the UO Travel Policy Summary page for a quick reference overview. Then fill out the Travel Approval Form and send it to Linda Sappington. (back to top)

I travel frequently; can I apply for an institution Travel Card?

Visit the institution's Travel and Entertainment Card website to see the qualifications to use this card. (back to top)

I want to be reimbursed for entertainment charges; what steps do I follow?

Fill out the form at this link: "Request for Reimbursement for Entertaining Guests". (back to top)

Frequently Asked Questions

Send mail to Jim Rasmussen at jdr@uoregon.edu with questions or comments about this web site. Copyright © 2002-2006 University of Oregon, Department of Chemistry, Last modified: 01/25/2006.

Send mail to Jim Rasmussen at jdr@uoregon.edu with questions or comments about this web site.
Copyright © 2002-2006 University of Oregon, Department of Chemistry, Last modified: 01/25/2006.