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Sponsored Program Services (SPS) Review of Capital Equipment

What to do Who How to do it
1

SPS receives SRM shopping cart for approval.

 

 

 

(Business Office has been instructed to call Ruthann Goffinet to alert her that a shopping cart is being routed for SPS approval.)
Ruthann Goffinet (System requires shopping cart be sent to a specific individual instead of a position)

· Log onto OnePurdue (approx. 10:00 AM and 3:00 PM daily)

 

· Click on Purchasing Services tab

 

· Click on Workbench

 

· Click on Inbox

 

· Send orders to Senior Operations Manager – Account Management by clicking on icon “send”, type “last name of Senior Operations Manager's name” in box and then search for “the person's full name”, Click on their name and then click on “send”

 

· Follow up with an email to the Senior Operations Manager – Account Management alerting her/him that a shopping cart has been sent to their in box

 

2 Checks Purchasing Workbench inbox once email from Ruthann has been received.

Senior Operations Manager – Account Management

 

· Log onto OnePurdue

 

· Click on Purchasing Services tab

 

· Click on Workbench

 

· Click on Inbox

 

Click on magnifying glass on the item description line to open
3 Identify Account Manager(s) who handles the order(s) and fund(s) assigned to each item. Senior Operations Manager – Account Management

· Click on first line item in Description column (This brings up Basic Data for that line item)

 

· Click on Cost Assignment (This provides order(s) assigned to the line item)

 

· Click on magnifying glass under Action on the line item to identify the fund assigned to each order number

 

· May need to repeat this process for each line item on in the shopping cart

 

4

Check for completed “Verification of Equipment Non-Availability” form if federal funds are being used.

 

Senior Operations Manager – Account Management

· Click on Documents and Attachments section below Account Assignment

 

· Locate “Verification of Equipment Non-Availability” form and check if completed and signed

5

Print copy of vendor quote(s) that identify what is being purchased.

 

Senior Operations Manager – Account Management · Locate vendor quote(s) that matchup with the items being purchased in the Documents and Attachments section and print them
6 Review notes in the Additional Specifications, Notes for Approval. Senior Operations Manager – Account Management

· Review notes in the Additional Specifications, Notes for Approval section and determine if any of the information needs to be passed on to the Account Manager(s) who will approve the shopping cart

 

7 Route copy of the vendor quote(s) and notes from Notes for Approval, if applicable, to the Account Manager(s) who handle the SPS accounts being used to purchase the equipment. Senior Operations Manager – Account Management

· Route copy of vendor quote(s) and notes from Notes for Approval, if applicable to the Account Manager(s)

 

8 Recommend approval or rejection of shopping cart. Account Manager

· Review vendor quote(s) and approval notes if applicable

 

· Review available balances and period of performance for each order that the shopping cart has identified

 

· Review sponsor(s) terms and conditions

 

· Contact Business Office if clarification is needed or shopping cart is being rejected

 

· Email Senior Operations Manager - Account Management indicating if shopping cart should be approved. If being rejected provide reason why

 

9 Approve shopping cart. (if applicable) Senior Operations Manager – Account Management

· Click on save button at bottom of screen on open shopping cart to approve

 

· Shopping cart screen will show comment “Action performed successfully” at the top of the screen

 

· Click on Print Shopping Cart and print a copy of the shopping cart

 

· Route back to Account Manager(s) a copy of the shopping cart and their email to add to the copy of the vendor quote(s) and place documentation in award file of the order(s) used to purchase the equipment

 

10 Reject shopping cart. (if applicable) Senior Operations Manager – Account Management

· Add note in Additional Specifications, Notes for Approval indicating why shopping cart is being rejected

 

· Click the reject button on the item description line

 

· Click on the check box at the bottom of the shopping cart

 

If check run is ok then click the save box at the bottom of the shopping cart