Detailed Commodity Information
All advertisements on behalf of the University using Purdue trademarks, name, and graphics must comply with University standards. All questions regarding these standards should be addressed to the Office of Marketing and Media. In placing advertisements for campus events, recruiting, and non-faculty employment, use of the specific departments' credit card is encouraged. Should contracts be required by the medium provider, they need to be sent to Purchasing once they have been appropriately reviewed and fiscally approved by the department. Purchasing will review and sign these agreements on behalf of Purdue. All advertisements must contain the statement, "PURDUE UNIVERSITY IS AN EQUAL OPPORTUNITY/EQUAL ACCESS EMPLOYER"
In the case for advertisements for faculty positions, the approvals are the same as above, with an additional required review of the advertisement text by the Office of Institutional Equity.
Federal regulations place strict requirements on the purchase, handling, and use of 190 and 200 proof alcohol.
Permission to buy alcohol is granted by permit from the Department of the Treasury - Bureau of Alcohol, Tobacco, and Firearms. The quantity which can be purchased annually is limited by the permit. University purchasing records and departmental inventory records are periodically audited by federal agents.
Using departments are responsible for assuring that alcohol is properly handled and protected at all times. The following rules and procedures must be followed by departments using 190 and 200 proof alcohol:
- Alcohol must be stored under lock at all times, preferably in fireproof lockers or rooms.
- Alcohol must not be left unattended in general laboratories or storerooms which are accessible to unauthorized persons.
- Withdrawals of alcohol from storerooms must be recorded on an approved withdrawal slip. The slip should indicate the type of alcohol issued, the date and amount of issue, and the authorized person to whom the issue was made. The slip should be signed by the person to whom the alcohol is issued.
- Issues should be in minimum quantities to avoid having excessive amounts in laboratories; the amount issued should be measured precisely to assure accurate inventory records.
- Records pertaining to inventory and withdrawals should be retained for five years.
Monthly reports showing amounts received, issued, and on hand at each storeroom location must be submitted to Purchasing Services.
Alcoholic beverages cannot be purchased from University controlled funds, unless the beverages are to be used for research purposes. If the beverages are to be used for research, the requsition should contain a complete explanation regarding the intended use.
The Laboratory Animal Welfare Act of 24 August 1966 (revised January 1, 2005) outlines the conditions for buying research animals regulated by the Act. The Purdue University Animal Care and Usage Committee (PACUC) determines how these laws and successive amendments apply to the University.
Suppliers of laboratory animals must be approved by the Purdue Animal Program (LAP) Veterinarian. Cats, dogs, nonhuman primates, guinea pigs, hamsters, rabbits, gerbils, and wild animals) must be purchased from licensed dealers.
Cage specifications are given in The Guide for the Care and Use of Laboratory Animals (Institute of Laboratory Animal Resources, ILAR National Research Council, NCR) as revised in 1996 and interpreted by the Animal Care Committee.
Subhuman primates (e.g., monkeys, apes) can be carriers of tuberculosis and many other diseases transmissible to man. Consult the University Laboratory Animal Veterinarian regarding purchase of nonhuman primates.
All acquisitions of live animals must be made against an established research protocol. For laboratory animals, a PACUC Animal Registration Form should be filled out by the ordering department and sent to PACUC for review of the relevant protocol. PACUC staff will actually place the order once all approvals have been established.
Acquisition of animals by the Purdue Research Farms are most often via farm auction or direct buying of specific breeds and genetic traits from a specific source. Buys of this type must also be reviewed by PACUC before a buying arrangement is established with the animal source, and a Form 12 routed to obtain appropriate fiscal approvals.
The Library Fiscal Office will place all orders for books and publications that are to be part of the University library collections. Submit requests for books meeting this criterion directly to the Library Fiscal Office.
Purchasing of books and other periodicals for non-library catalog inclusion should be processed using an approved University procurement process and instrument, such as a purchase order or credit card.
Business cards may be purchased through Printing Services for staff members whose duties include significant public contact and/or travel. A standard format has been established for business cards; cards of any other type or style will not be purchased with University controlled funds. Exceptions to the standard must receive the prior approval of the vice president for Marketing and Media.
Seasonal greeting cards of any kind cannot be purchased from University controlled funds. Newsletters, memoranda, and reports printed with University controlled funds should not contain symbols and messages of a holiday nature.
Computer software purchases most frequently include a license agreement which the University signs or agrees to upon opening the package. Such licenses specify that the purchaser shall not copy the software other than to create back-up disks. It further specifies that the purchaser does not have the right to duplicate software for use on more than one computer simultaneously unless the purchaser has paid a site, or multiuser, license fee for the software. The University is obligated to abide by all conditions of the software licenses including those pertaining to copyrights. Refer to Business Office Memorandum #177 dated 1 February 1993 for additional information.
Office furnishing policies and standards are an essential element in managing the University's resources. In addition to promoting efficient use of both space resources and operating funds, consistent application of these policies is intended to:
- Keep furnishing cost within a reasonable and prudent percentage of total budget costs;
- Ensure a degree of uniformity and versatility in movable furniture;
- Ensure the selection of furniture which is properly scaled to general office sizes, as outlined by the Office of Space Management and Academic Scheduling in the guidelines established for these areas;
- Minimize costs by making quantity purchases possible; and
- Promote consistent treatment of staff throughout the University.
It is the goal of the University, whenever possible, to fully equip new and extensively renovated buildings with new furnishings as part of the total project costs. In situations where organizational units are subsequently relocated from other facilities, the furnishings in those facilities will, in general, be relinquished and remain in place for use by subsequent occupants or be disposed. This will help to avoid overcrowding of the new space, minimize moving costs, promote good housekeeping, and encourage a consistent level of quality and appearance between furnishings and facilities.
Furnishing standards apply to all offices, conference rooms, libraries, learning resource centers, classrooms and related areas in academic and administrative facilities on the several campuses of the University. They apply to all purchases made from funds administered by the University.
Application : Although specific furnishings are prescribed for many areas, unusual needs may require the selection and purchase of nonstandard items. In such instances, the quality, cost, appearance, and style of these furnishings will be consistent with standard items. Similarly, unique areas not specifically referenced in these standards will be furnished in the same manner.
Approval and Administration : These policies and standards have been reviewed by the president, executive vice president for academic affairs, and executive vice president and treasurer. The director of purchases and services enterprises is responsible to the vice president for business services and assistant treasurer for the consistent implementation of these policies and standards, and has the authority to rule on requests for nonstandard items, determine the proper office level for all staff, and revise dollar allowances and change the types of prescribed furnishings as may be required
Carpet : Areas where carpet will be permitted are noted in these standards. As a floor covering, carpet will usually result in higher lifetime costs than vinyl composition tile and therefore its use in University facilities will be limited.
Design Services : Assistance is available for consultation on design programs and proposals, space plans, estimates, drawings, and remodeling and renovation projects. Staff works with Physical Plant on most remodeling and renovation projects. In those situations their services are acquired through submission of the Form RPS, Request for Professional Services. Design services not involving Physical Plant can be obtained by direct request to Furniture buyer, within the Office of the University Architect.
Any arrangements for commercial interior design services should be coordinated through the Furniture buyer or assistant buyer.
Exclusion of Specific Items : Unapproved items, wall accessories, special desk accessories, plants (real or artificial), and desk lamps will not be purchased with University funds for academic or administrative offices, conference rooms, or related areas.
Category I : These offices will be furnished with selections made from groups of furniture items of various styles and brands. A maximum dollar allowance (excluding freight) is established for each item and for the entire office.
a. Offices of vice presidents, chancellors, and deans:
Estimated Space: 300 SF
Total Allowance: $18,750
Matching Computer Station
Arm Chair, Upholstered (4) @ $500
Executive Conference Table
Lounge Chair (2) @ $700
End table (2) @ $425
Carpet 34 SY @ $40/yard
Window Treatment (2) @ $700
b. Offices of associate vice presidents and deans:
Estimated Space: 180 SF
Total Allowance: $12,000
Offices of assistant vice presidents and deans:
Estimated Space: 180 SF
Total Allowance: $12,000
(This would not apply to associate/assistant deans in
Student Services area nor to other areas using titles
such as “Assistant To”.)
c. Offices of heads and directors of major departments (generally
described as having more than twenty five staff reporting
within their organization):
Estimated Space: 180 SF
Total Allowance: $12,000
|Matching Computer Station||$900|
|Arm Chair, Upholstered (4) @ $350||$1400|
|Lounge Chair (2) @ $600||$1,200|
|End table (2) @ $300||$600|
|Carpet 20 SY @ $40/yard||$800|
d. Offices of heads and directors of small departments:
(Generally described as having fewer than twenty-five staff
reporting with their organization.)
Estimated space: 150 SF
Total Allowance: $3,975
|Ergonomic Desk Task Chair||$500|
|Arm Chair, Upholstered (3) @ $225||$675|
|42” Diameter Conference Table||$400|
Category II : Specific furniture items are prescribed for these offices. If entire suites are being refurbished or if new buildings or building additions are being furnished, a choice between wood or steel furniture may be made. Otherwise, new furniture will be purchased to match the existing furniture in the area.
Faculty and administrative staff, teaching and research assistants, graduate instructors, clerical and technical staff needing furniture should consult their business office.
Miscellaneous furniture such as costumers, storage cabinets, and machine stands are available in various standard sizes and colors. Office waiting areas will be furnished with arm chairs and magazine tables matching the furniture used in the adjacent office or offices.
Category I : Various styles and brands of tables and chairs may be used in these rooms. A maximum dollar allowance is established for each item and for the entire room.
a. Vice presidents, chancellors, and deans:
Estimated Space: 300 SF
Total Allowance: $14,500
|Executive Conference Table||$3,500|
|Arm Chair, Upholstered (10) @ $600||$6,000|
|Carpet 34 SY @$40/yard||$1,350|
|Window Treatment (2 Typ) @ $500||$1,000|
b. Department heads:
Estimated Space: 250 SF
Total Allowance: $10,300
|Arm Chair, Upholstered (10) @ $550||$5,500|
Category II : These conference rooms are assigned by the Office of Space Management and Scheduling, which is responsible for repair and/or replacement of furniture. Specific furniture items are prescribed for these conference rooms.
a. General Use:
Conference Table (standard sizes)
Arm Chair, Upholstered
These areas are assigned by the Office of Space Management and Scheduling, which is responsible for requesting repair and/or replacement of furniture. Specific furniture items are prescribed for classroom areas.
a. Student computer laboratories:
Appropriate adjustable computer furniture
b. General classroom:
Teacher's ChairBuikt-in Tables or Loose Tables
Fixed Seating or Loose seating
c. Seminar room and table/chair classroom:
Libraries and Learning Resource Areas
Library Table - All equal to standards set for Library Carrel Undergraduate Library
Arm Chair, Upholstered
Side Chair, Upholstered
Building Commons Areas
Specific furniture items are prescribed for areas designated as building commons in academic and administrative buildings. These areas will include student/faculty lounges, lunchrooms, vending areas, and other similar areas generally open to the public.
Tables - Laminate top, metal leg style; various manufacturers
Chairs - Stacking style with polypropylene seat and back, various manufacturers
Settees - Modular style with metal frames; various manufacturers
Student/Faculty Contact Areas
Special furnishings may be used in informal areas set aside for small group discussions and private conversations among faculty and invited students provided:
- Use of the area to be dedicated for this activity is approved by the Office of Space Management and Scheduling;
- Activities will be closely monitored to ensure the intended use of the area is maintained. The area will not be used as a building commons or other public seating area; and
- The request for use of special furnishings in the area will be approved by the vice president, dean, or chancellor of the organizational unit.
Furnishings for the area may be selected from groups of furniture items of various styles and brands. A maximum dollar allowance is established for each item:
|Lounge Chair||$ 675|
|Arm Chair||$ 400|
Furniture Systems (Open and Landscaped Offices)
Departments considering an open office or landscaped office concept using furniture systems, acoustical coverings, and special lighting systems, should contact Physical Faciliteis or Furniture buyer at least nine months before the desired move-in date. Open office areas are very complex and require extensive planning. The work involves an analysis of activities in the area, the planning of necessary changes to facility, the determination of furniture layout and work station relationships, the determination of utility locations, and an evaluation of lighting and acoustical requirements.
Carpet may be considered for acoustics in open landscape areas in excess of 2500 square feet.
A budget estimate for the entire project will be prepared and approved before furniture systems are purchased or before related work in the area is started. Carpet may be considered for acoustic purposes in open landscape areas in excess of 2,500 SF.
The authority to purchase and dispose of all books, periodicals, other printed library materials and machine readable information products is delegated to the dean of libraries by the director of purchases and service enterprises. The dean of libraries is responsible for establishing procedures for the purchase and disposal of these materials, including required procedures for receiving, inventory control, and payment. Procedures will be in accordance with general University policies.
Library Funds: The dean of libraries is responsible for the purchase, receipt and approval for payment of all library materials purchased with library funds.
Non-Library Funds: All departmental requests for books, periodicals, other printed materials, and machine readable information products for purchase to be paid for from departmental funds should be submitted through a Shopping Cart in the SAP/SRM system, or procured with a departmental purchasing card (unless vendor requires prepayment, processed via Form 56 - Invoice Voucher) . The resulting purchase order or invoice voucher will then be processed by Purchasing Services or Disbursements. If faculty or staff wish to purchase material that will be cataloged for the Libraries collections, they should work with the librarian in their school/department to determine what will be ordered and their business office to determine the funding source(s). Once this information is obtained, the librarian will send the order to the Libraries Acquisitions Unit for processing.
Cataloging: Books cataloged by the Library are considered capital purchases. Books purchased on contract or grant funds will not be cataloged unless permitted by the contract or grant funding agency. All books purchased with University controlled funds, whether or not cataloged, are the property of the University and cannot be disposed of without the approval of the dean of libraries.
Disposal of Library Materials: Income from the disposal of library materials will be retained by the Libraries to be used for purchases of other library materials at the discretion of the dean of libraries.
Publications to be distributed for any purpose to groups or individuals off campus should have the approval of the Office of Marketing and Media prior to their being produced. To purchase the printing of these, the same procedures that apply to goods and services apply here. A shopping cart should be entered into the SAP/SRM for approval routing. Printing Services is authorized to make buying decisions for these services, and for all printing equipment, for the University.
Prior to installation in laboratories, home-style refrigerators must be modified by Physical Plant to eliminate the risk of explosion. The cost of modification will be charged to the department. Refrigerators with automatic defrost or frost-free systems cannot be modified adequately and therefore will not be purchased for laboratories.
All schools, departments, offices, and other agencies of Purdue University will use letterheads and envelopes printed according to the standards established for official University stationery. Standards apply to all stationery bearing the name "Purdue University" and/or purchased from funds administered by the University, but do not apply to stationery used by recognized student organizations.
The use of distinctive logos on letterheads is discouraged and the use of digitized (scanned) logos is prohibited without express permission of the Vice President for Marketing and Media and the Director of Creative Services. However, where certain schools, departments, offices, or agencies have traditionally used a unique logo on publications or where the need truly exists for a unique logo, a logo other than the University seal may be used on letterheads, provided: (a) prior approval is received from the director of Creative Services (b) the logo will be registered with the Printing Services Department; and (c) the logo will not be replaced or modified for a five-year period.
The vice president for Marketing and Media has overall responsibility for the consistent application of the standards, and will act on all requests for exceptions to these standards.
Printing: All letterhead stationery and envelopes will be printed by Printing Services in accordance with stationery specifications. Requests submitted to Printing Services involving newly-designed logos or other exceptions to standards must bear the approval of the vice president for Marketing and Media.
Sizes: Two sizes of letterheads and envelopes may be used:
a. 8-1/2 x 11 letterhead minimum order - 1,000
No. 10 envelope minimum order - by box quantities
b. 5-1/2 x 8-1/2 letterhead minimum order - 2,000
No. 6-3/4 envelope minimum order - by box quantities
Ink and Paper Stock: Stationery may be printed in black ink only or in black and gold (PMS 1245,) following the approved styles. The papers used for letterheads and envelopes may be either the watermarked Purdue Bond or #1 grade 25% rag bond.
Telephone Numbers: Because the stationery for each school, department, office, or agency will be used by a large number of staff members having different telephone numbers, the use of telephone numbers on letterheads is discouraged. If necessary and practical, however, one telephone number may be included on all letterheads used by each organizational unit.
Personalized Stationery: Names or titles of individual staff members will not be printed on letterheads except those of vice presidents, deans, and distinguished professors.
Detailed Specifications: A copy of the detailed specifications for stationery, are on file in Purchasing Services, Printing Services, and the Office of Creative Services.
When a dean, director, or department head specifies that a prescribed uniform will be worn on-the-job as a condition of employment, the employing department shall furnish uniforms at no cost to the employee. The costs of acquiring and maintaining uniforms will be borne by the departmental budget (see Business Office Memorandum No. 184, dated 1 July 1990. "Employee Uniforms").
Uniforms are defined as wearing apparel selected and specified by the employer as to type, style, color, and quality and worn in a manner as specified by the employer. Uniforms shall be:
- furnished and maintained under the University's uniform rental contracts; or
- purchased separately and cleaned or laundered under the University's laundry contracts; or
- purchased separately and laundered by the employer within the operating department; or
- purchased by the department and laundered by the employee. Uniforms become the personal property of the employee.
For each employing department, the method selected for furnishing and maintaining uniforms will be the method which results in the lowest cost consistent with uniform quality, cleaning standards, and service. The employer may choose uniforms from a variety of stock wearing apparel. Decisions for acquiring and maintaining uniforms will be made by Purchasing Services.
Furnished uniforms shall remain the property of the department and shall be issued to employees in accordance with procedures prescribed by the employee's supervisor. These procedures may be developed at the departmental level, but must be compatible with the provisions of the rental and laundry contracts. Employees will be held accountable for observing the prescribed procedures, for the reasonable use and care of uniforms in their possession, and for the return of uniforms upon termination of employment for any cause.
With proper approval of the dean, director, or department head, an employee who is required to wear a uniform may elect to purchase, wear and maintain personal uniforms, similar to the uniforms issued, in lieu of receiving standard issue uniforms from the department. All costs of acquiring and maintaining personal uniforms will be borne by the employee without any reimbursement from the department.
Contact Purchasing Services to establish employee uniform services. All employee questions relative to uniforms shall be directed to his/her supervisor.
Vehicles - Process is being updated
For purchase of vehicles, please follow the Purchasing University Vehicles Process. Purdue is using the State's Vehicle QPA (Quantity Purchase Agreement) Specifically QPA 12865 Ford Vehicles Review the QPA and make note of the vehicle you wish to purchase along with any accessories required. Then complete the Vehicle Purchase Justification Form, as well as the Vehicle Selection Form and forward to the Transportation Manager/MMDC/Rm 106. See Instructions document for assistance.
If you require a specific Ford vehicle that is not covered in the State QPA, please fill out the Vehicle Exception Form, and send that to the Transportation Manager as well.
Your Procurement Services Contacts are as follows:
Primary Vehicle Purchasing Agent Contact: Trina Clawson firstname.lastname@example.org
Secondary Vehicle Purchasing Agent Contact: Aaron Senesac email@example.com
Repairs to most classroom video equipment (Televisions, video recorders, cameras, etc.) ITAP repair service , otherwise it can be done by vendors outside the University. The Physical Plant Electronics Shop makes repairs to television receiving systems and antenna systems except the Purdue cable. Departments are charged for repair services.