Department of Chemistry

Purchasing Services Group

 

 

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FAQ's 

Frequently Asked Questions

Ordering: 
How do I order an item? 
I have an item to order but don't know where to buy it.
How can I pay for an order?
Can I order online?
Can I use a credit card?
How do I order a customized computer?
Can I buy an item and be reimbursed?
Shipping: 
When will I receive the order?
I need an item to be delivered quickly; how can I expedite the order?
I want to return an item or ship an item to the vendor; what do I need to do?
I want to make an outgoing shipment; what do I need to do?
Travel: 
I want to travel; when should I make the reservations?
How do I make travel arrangements?
I travel frequently; can I apply for an institution Travel Card?
I want to be reimbursed for entertainment charges; what steps do I follow?

 
How do I order an item?

After you have selected your product and the vendor, open the Requisition Form, fill-in the appropriate fields and click on the SEND FORM button to email it to the Buyer .  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 requisition 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 (but be sure to read the limitations of this step).  (back to top)

 

Can I order online?

Yes.  Before creating 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 your 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 Buyer or Purchasing Agent, enter our address (jdr@uoregon.edu) and submit it.  Then send an email to Purchasing with a Requisition that shows your Index Number, E-Quote number and a brief description of your item.  The order will be processed 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; you cannot buy items such as computers, software and electronics.  Because these manufacturers frequently will not transfer your warranty to another user (you will have sold the item to the institution through the reimbursement process), the institution will not reimburse these items.  If you need to buy equipment such as this, 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, and identify yourself as the vendor.  Give a brief description of your purchase and the total requested to be reimbursed, and remember to include fully itemized receipts with your request.  Send your packet to us and we will enter it for payment to issue you a check.  (back to top)

 

When will I receive the order?

After placing the order, you will get a response message with a copy of your requisition 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 to ship via ground from the east coast, and less if shipped from a nearer location.  Also, when you receive your shipment, remember to always 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 here the next day, for additional freight charges.  Please create your order and send it via e-mail, then call us to confirm your shipping requirements.  Or you can print your order and come to the Purchasing office to discuss it.  (back to top)

 

I want to ship or return an item to the vendor; what do I need to do?

If you want to send an item to a vendor to make repairs or offer an evaluation to estimate repair charges, send us a Requisition and include your estimate of the anticipated charges so a Purchase Order number can be created to include with your shipment.  Be sure to completely identify the UO property, including a brief description, the manufacturer, model number and the unit's serial number.  If you want to ship the item using Federal Express or UPS, read the next section (back to top)

If you want to send an item to a vendor to perform lab testing services, contact Purchasing to be assigned a Purchase Order number, to include with your outgoing information.  Again, if you want to ship the item using Federal Express or UPS, read the next section (back to top)

If you want to return an item and have already received authorization from the vendor, notify Purchasing so we can record the transaction to verify when credit has been 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 make this arrangement.

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 if you want 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, with a short explanation why you want to return the item.  (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 with your Index Number and your name, and forward one copy to Purchasing.  If you want to use another carrier (UPS, Airborne Express, etc.), contact Science Stores at 541-346-4600 or see them at 109 Cascade Annex.  (back to top)

 

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

Contact Linda Sappington (also at 541-346-4839) in the Chemistry office for details.  Travel reservations and related expenses can not be reimbursed until after the event per the 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)

 

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Send e-mail to Jim Rasmussen at jdr@uoregon.edu with questions or comments about this web site.
Copyright 2002-2009 University of Oregon, Department of Chemistry, Last modified: 05/12/2009.