Purchasing
Purchasing is responsible for assisting all departments in making the most intelligent and economic product selection as well as adhering to the University's policies and procedures and those dictated by the State and Federal governments. The Business Office, regardless of the method of purchase, must approve all purchases. Staff members should not return faulty equipment for repairs or refunds on their own. These matters must be handled through the Business Office and the Purchasing Department. All Sales Representatives are required to call on the Purchasing Department; therefore, refer any salesman who contacts you directly to the Purchasing Department. Listed below are the four basic methods available for purchasing items. The method you choose is based on the type of item to be purchased and the Vendor involved. All order requests must be signed to authorize the use of funds. If you wish to authorize others, including your graduate students, to purchase on your accounts, you must complete an account authorization form that is available in the Business Office.

Purchasing Options
All purchases reqardless of method of payment, will require departmental and Business Office approval. For all purchases, please complete the DP Requistion, obtain approvals and forward to the DP Business Office.

Credit Cards
Credit cards are now available in your Business Office to assist with your purchasing needs. You may log out the Departmental Credit Card with approval of the Business office. All Credit Card purchases are limited to $1000.00 per transaction. The Department Credit Card can be used for orders from vendors who are not part of the Ariba online purchasing system. This includes internet purchases, local purchases, and phone order purchases, with the exception of some travel expenses. If you wish to log out the Department Credit Card, you must bring a Requisition form to the Business office prior to ordering for approval. Any purchase over $1000.00 will need to be put on a Form 12 and routed through the business office to the Purchasing Department.

Capital expenses (Items > $2500), repairs, cylinder gasses, and controlled substances are not allowable expenses on the credit card.

Ariba Orders
Ariba is the online procurement mechanism for most university orders. Ariba automates many routine procurement processes, thus optimizing efficiency. Ariba users create requisitions that are routed electronically for approval. After requisitions are fully approved, the Ariba system creates orders that are electronically sent to the supplier. Orders are later received in the Ariba system, allowing efficient payment for goods procured through the system. If someone in your area would like to become a key requestor (someone who does the ordering), please contact the Business Office for further information. The Ariba procurement manual is located at
http://www.adpc.purdue.edu/Purchase/ariba/ProcurementProceduresManual.doc

A Discovery Park requisition form must be completed and sent to the Business Office for approval before ordering through Ariba.


Emergency Orders
When an emergency arises CONTACT THE BUSINESS OFFICE. If circumstances warrant immediate action, a purchasing card (credit card) may be checked out from the Business Office (see credit card) or you may purchase the item yourself and request reimbursement by filling out an incidental purchase form. Please keep in mind that there is a $75.00/item and $150.00/vendor limit on the incidental purchases. The Business Office will help you decide which method is best. Note: Staff is not reimbursed for tax when using the Incidental reimbursement method.

Unauthorized Orders
Only the Director of Purchasing and Service Enterprises and his staff are authorized to commit the University for goods and services. Commitments by any other staff members are not binding on the University, and vendors' invoices covering these commitments will not be honored.

Damaged/Unacceptable Material
All materials received damaged or unacceptable should be preserved in their original state until the purchasing department issues instructions for disposal. Do not contact the vendor yourself; this is the responsibility of the Purchasing Department. Advise the Business Office of any problems, and we will initiate the proper procedures.