Responsibility
All purchases made for the University are made by Purchasing Services or through delegations of authority to individual departments. Purchasing is responsible for assisting departments in making the best product selection, at the best value, and for providing counsel and advice to departments on procurement activities. It also assists in developing standards for materials used by the University.

Estimates and Specifications
Estimates and general specifications needed by a staff member for submitting requisitions, budgets, or proposals can be furnished by Purchasing Services. Send a memo, or call the Help Desk at 49-47279.

Occasionally, staff may need to correspond directly with a vendor on technical problems. However, on all other matters, communications with vendors must be coordinated with Purchasing Services.

Vendors
Although vendor selection is the responsibility of Purchasing Services, staff members are encouraged to offer input.

Catalogs
Catalog files and product source guides are available by contacting Purchasing Services. Vendor information also is available on the Purchasing services Web site at www.purdue.edu/purchasing.

Prices and Quotations
Purchasing Services is responsible for obtaining all prices and quotations. When quotations are received, if review by the staff member is deemed advisable or is requested, Purchasing Services will contact the staff member for assistance in analyzing the quotations and making recommendations.

Requisitions
A requisition must be initiated to obtain equipment, materials, supplies, and services from outside vendors. The requisition is initiated through the departmental business office, appropriate approvals are obtained based on the amount of expenditure, and the requisition is entered into the e-procurement system. Prices and/or quotations are obtained, and, when appropriate, the requisition is forwarded to the comptroller for approval.

Emergency Orders
When emergencies exist, contact Purchasing Services. If circumstances warrant immediate action, a purchase order can be authorized promptly.

Unauthorized Orders
Only the Purchasing staff members or those delegated Purdue authority are authorized to commit Purdue for goods and services. Commitments by other staff members are not binding on the University, and vendors’ invoices covering these commitments may not be honored.

Follow-up
Realistic delivery dates for materials should be specified, and Purchasing Services will try to meet these delivery deadlines. The ordering department may contact Purchasing Services for follow up if delivery does not meet expectations.

Damage
All damaged materials received should be preserved in their original state until Purchasing Services issues instructions for disposal. All shipping cartons and packaging material should be retained. Damages should be reported immediately to Materials Management and Distribution so the necessary action can be taken for products acquired by a purchase order. Resolution of damaged products acquired with the purchasing card needs to be handled by the ordering department.

Unacceptable Material
If material is defective or in any way unacceptable, notify Purchasing Services immediately.

Reordering
When preparing a requisition for a "reorder" item, use the information that appeared on the most recent purchase order for the item, unless more updated information is available.

Price Information
For price information, refer to the Purchasing Web page at www.purdue.edu/purchasing or the purchasing agent responsible for the specific commodity.

Sales Representatives
Sales representatives are required to call on Purchasing Services. Refer any salesperson who contacts a department directly to Purchasing Services.

Narcotics and Controlled Drugs
Narcotics and other substances falling under the Controlled Drug Regulations and intended for use in classrooms or laboratories (other than those for the School of Veterinary Medicine) must be requested against a specific federal registration and permit. All individuals employing such drugs for teaching and research must be registered with the Drug Enforcement Administration and the Indiana Board of Pharmacy. Appropriate forms and informational materials are available in the Veterinary Pharmacy Department.

Restricted Commodities
Certain commodities such as live animals, recombinant DNA, and hazardous materials require approvals by designated University officials. Purchasing cannot process requisitions for restricted commodities without these approvals.

University Contracting Group (UCG)
The UCG is solely responsible for negotiating the terms and conditions of all contracts related to the purchase of goods and services. Often, the UCG will work with departments to develop technical specifications and effective statements of work. This team approach results in clear and concise contracts. The Senior Contracts Manager is responsible for the quality and efficient processing of these contracts.

Food Stores
Food Stores is the central support facility for all University dining operations. This includes purchasing, processing, and delivery service for food and related items. Food stores also coordinates the campus vending contracts.

Food Stores supports the academic mission by coordinating between departments and food manufacturers for handling and storage of products utilized for research. There are multiple refrigerated and freezer environments for storage of various food-grade products.

Printing Services
Printing Services is your on-campus source for printing, quick copy, and mailing services for internal campus customers. Additionally, Printing Services can assist with the purchase of print from outside vendors. The Assistant Director of Printing Services is also the purchasing agent for outside print work, and related supplies, such as inks and fine paper.

Lilly and Chemistry Procurement Centers
The Lilly Procurement Center is in the Lilly Hall of Life Sciences, and the Chemistry Procurement Center is in the Wetherill Laboratory of Chemistry. Both stock common laboratory and chemical supplies as well as media and office supplies. Use the Stores requisition to obtain materials from their inventories. The centers are authorized to process purchasing documents for their departments.