Purchasing Procedures

All purchasing forms are available on this webpage, or you can request one from Sara Bard (x7913, sara@mc-cam.ucsb.edu). Please fill out the forms completely, and obtain necessary PI authorization before submitting them.

1. High Value Purchase Requisitions:
   All purchases for a single equipment item over $5,000 or for any total order exceeding $2,500 must be processed through the Purchasing Department. Purchasing is required to place the order and may opt for an alternate vendor if appropriate, unless we specify a sole source. Print out and complete the Preliminary Requisition form and either bring it by Sara's office, or send it via campus mail, along with copies of quotes or other relevant ordering information. If the order is over $50,000, submit a Sole Source Questionnaire with your requisition detailing the reasons for using the specified vendor (see the instructions).
   
   In order to pay the invoice, we must have:
   • completed Preliminary Requisition
   • signed packing slip, indicating that order is complete and authorizing payment
   
   When you receive your shipment, please sign, date and return the packing slip to Sara. If there is any problem with your order (incomplete, damaged, wrong item ordered), write this on the packing slip. We must know of any changes to the original order to pay the invoice.
   
   
2. Low value purchase orders:
   Used for purchases of less than $2,500/day per vendor.
   
   
   1. Paper method: Fill out a Low Value Purchase Order/Request for Delivery form and give it to Sara. Sara will issue the PO and will return a copy of the PO with the PO number to you.
   2. E-mail method: Fill out the Low Value Purchase Order and e-mail it to Sara. If your PI requires signature authorization, email the PO request to him/her, and ask that it be forwarded to sara@mc-cam.ucsb.edu with his/her approval. Sara will issue the PO number and return to you by e-mail.
   
   You are responsible for placing the order with the vendor. If your package is shipped to MC-CAM in the MRL Bldg., Sara will notify you when it arrives.
   
   In order to pay the invoice, we must have:
   
   • completed Low Value Purchase Order/Request for Delivery
   • signed packing slip, indicating that order is complete and authorizing payment
   
   
   
   When you receive your shipment, please sign, date and return the packing slip to Sara. If there is any problem with your order (incomplete, damaged, wrong item ordered), write this on the packing slip. We must know of any changes to the original order to pay the invoice.
   
   
3. Expense reimbursments:
   All purchases should be processed using a purchase order number. In an emergency or for other special circumstances, you may pay cash for supplies and then be reimbursed. Submit the original receipt with the completed Expense Reimbursement Request form.
   
   Contact Sara Bard (sara@mc-cam.ucsb.edu, x7913) if you have any questions.