ME 1103 or in the drop box outside ME 101 after hours.
What is Techmart?
Techmart is a University-run computer hardware and software provider which provides the University with an educational discount. See their website: Techmart .
Do I need an e-quote with a Techmart order?
Yes. Attach a copy of your e-quote with your PO request.
How long does it take to process a request?
PO's usually take approximately 24 hours.
Where are these forms available?
Forms are located outside ME 101 or use the pdf above.
How do I know which box to check for the Regular PO?
(These boxes are only applicable to purchase under $10,000.)
To be faxed: If you are going to fax the order to the vendor, check "To Be Faxed." Faxing is the responsibility of the purchaser (Techmart orders are an exception). Your original request, any supporting documentation, the PO and a copy of the Terms and Conditions will be returned to your mailbox for you to fax.
To be called in: Check this box if you are going to call the order in to the vendor. A copy of your PO request will be returned to you with the PO number indicted on the top right hand corner. Please tell the vendor this number. In addition, the vendor may want to know the billing and ship to addresses. These are located on the PO form. Purchasing will mail a confirming copy of the PO to the vendor along with the University's terms and conditions.
To be mailed: The Purchasing Office will mail the PO directly to the vendor. YOu will receive your PO request form in your mailbox indicating the date your request was mailed. Please note that the description you provide is the description that will be mailed. Therefore, it is important to be clear on what you want to purchase.
What if I do not have a mailbox?
Indicate on the form how you want to receive your request.
My purchase request is over $10,000. What do I do?
Check the "PO over $10,000.00" box. The University has contracts with certain vendors which would allow the request to be processed as a regular PO. A listing of these vendors and contract numbers can be found at U Wide Contracts. Otherwise, your request will be sent to Purchasing Services and sent out for bidding. Specifics of the bidding process can be found here. The bidding process can be avoided by filling out a "Request to Bypass Bidding" form when you submit your PO Request. Please note that this does not necessarily ensure that your request will be honored. You should also note that the process for PO's over $10,000 can take 3 weeks or longer. Details of the processes for purchasing large orders can be found at the purchasing website.
The Vendor requires payment with request or does not accept a Purchase Order. What do I do?
Check the box "Check to Vendor." Make sure you have completed the vendor information field. If possible, include an invoice or a contact person at the company so that payment can be processed correctly. If the vendor does not accept a check, contact Molly Ward in ME 1103 (612-625-4099).
How do I set up an Open Purchase Order?
Check the Open PO Box, fill out the PO form and include the following:
Time frame you wold like to have regular deliveries
The day to be delivered
Item name and price
The vendor will be paid automatically. Therefore, it is your responsibility to inform Molly Ward in ME 1103 if an invoice should not be paid.
How do I order from the Bookstore?
If you are going to make a onetime purchase, check the One Time Purchase box. If you would like to establish an open account for use over an exteded period of time, check the Open IV box. An account will be set up for you at the Bookstore. Please include the dollar amount, account number, authroized signature, and your employee ID.
What is an IV
An IV or Institutional Voucher can be used to purchase items between departments within the University.
Where do I get an account number?
The person who is authorized to sign the form will also provide an account number.
Is there a difference between a CUFS number, budget number, and account number?
No, these numbers are all the same.
What constitutes an expense justification?
Please include the following:
A general description or the name of the project. For example, heat transfer project or formula solar car are suitable descriptions. This is very important, because some accounts have limits as to what can be purchased.
How the item purchased will be used, or how it benefits the project being charged.
Who provides the authorized signature?
The person who is authorized to make purchases on teh account number will provide the signature. Generally, this person is your supervisor and/or professor.
What if I do not know the exact price of an item?
Estimate the cost as closely as possible.
Do I include shipping?
Generally, yes. Make a reasonable estimate for the shipping cost.
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