Procurement/Purchasing
Email: cosprocure@purdue.edu
Obtaining COVID-19 essential supplies
Requisitions/Orders
Standard Operating Procedures
Request for purchase under $10,000
Form 125 (Excel)
Procurement forms
Special Purchase Form (PDF)
Verification of equipment non-availability
Large equipment purchases
Purchases over $10,000 for Bid
Please use the link below for the request for purchases $10,000 and over.
- Please use your personal information for section 1, customer contact information.
- It will be helpful to enter the type of funds being used, if known.
- This form will route to the appropriate areas to crease a WS# that is required in order to place orders that exceed $10,000.
- When the WS# is obtained from Central Procurement email (back to the initiator), please submit the full request of purchase to cosprocure@purdue.edu that includes the purchase request (form 125 or Qualtric survey), quote, and WS#.
Request for purchase $10,000 and over
Purchases over $10,000 with Bid Waiver
Complete the Special Purchase form (formerly the waiver of competitive bid). Be sure to obtain department head and business office approval with physical signature.
- Please complete the Vendor contact information and account number(s) to charge.
- Complete the request for purchase over $10,000 link, using your personal information for section 1, customer contact.
- It will be helpful to enter the type of funds being used, if known.
- This form will route to the appropriate areas to create a WS# that is required in order to place orders that exceed $10,000.
- When the WS# is obtained from Central Procurement email (back to the initiator), please submit the full request of purchase to cosprocure@purdue.edu that includes the purchase request (form 125 or Qualtric survey), quote, and WS#.
Reimbursements for Guest Speakers, Consultants, and Prospective Employees
Please read the requirements under each type of reimbursement to ensure that all require documents, information, and signatures have been submitted for a streamlined process and quick reimbursement.
Prospective Employees
This includes Faculty and Graduate candidates which the Department or College is reimbursing for their travel to visit Purdue as part of the interview process. These reimbursements are driven by the use of a Form 17C.
Required information for reimbursement:
- Account number to be charged listed on Form 17C
- Completed Form 17C, with College signature and Business Manager initials
- Receipts must be provided per Purdue Travel Guidelines (i.e. detailed for Hotel/Airfare/Car Rental/Itemized for Meals, etc.)
Seminar & Symposia Speakers
This includes guest speakers for seminars, symposia & events.
Required information for reimbursement:
- Account number to be charged listed on the Substitute W-9
- Announcement used to publicize the event that includes:
- Speaker Name
- Date of Event
- Time of Event
- Campus Location of Event
- Substitute W-9, completed with Payee signature
- Payee Certification, complete with (2) signatures, Payee and Departmental Approver for the Event
- Glacier documentation must be completed for an individual who does not have US Citizenship
- Obtain the individual's Legal Name and email address and send to cosprocure@purdue.edu. Or have your Business Office send the receipts, Sub W-9, Payee Certification, and Glacier information to the Travel Center.
- Please inform the Traveler that they will receive an email from "Purdue Business Center Support" informing them that a Glacier email to complete the required process will be received soon and to look for this email with directions to complete the Glacier process. Once completed, Glacier will tell the Traveler exactly what documents must be provided to Purdue for the reimbursement. The Traveler can respond to the email from the Business Support Center with necessary documents directed by Glacier.
- Receipts must be provided per Purdue Travel Guidelines (i.e. detailed for Hotel/Airfare/Car Rental/Itemized for Meals, etc.)
Consultant Reimbursements and Payments
These payments include visitors who are most commonly consulting or collaborating with Administration or Faculty on academic or research related efforts. Many Consultants are occurrences/visits or not working under a recurring payment condition. However, some may have a Statement of Work (SOW) agreement with Purdue in which they are receiving recurring payment for a duration of time. You will see noted below the additional documentation needed for the recurring payments scenario.
Additional documentation:
- Account number to be charged listed on Substitute W-9 Form
- Substitute W-9, completed with Payee signature
- Payee Certification, complete with (2) signatures, Payee and Departmental Approver for the Event
- Section 4 of Substitute W-9, MUST indicate if there is a SOW in place
- If multiple payments are being made, an SOW should be in place and a COPY of the SOW needs to be attached for backup documentation when submitting for payment
- If only a single payment, please be sure that a reasonable (why was the person at Purdue) description of service is provided in Section 4
- Glacier documentation must be completed for an individual who does not have US Citizenship
- Obtain the individual's Legal Name and email address and send to cosprocure@purdue.edu. Or have your Business Office send the receipts, Sub W-9, Payee Certification, and Glacier information to the Travel Center.
- Please inform the Traveler that they will receive an email from "Purdue Business Center Support" informing them that a Glacier email to complete the required process will be received soon and to look for this email with directions to complete the Glacier process. Once completed, Glacier will tell the Traveler exactly what documents must be provided to Purdue for the reimbursement. The Traveler can respond to the email from the Business Support Center with necessary documents directed by Glacier.
- Receipts must be provided per Purdue Travel Guidelines (i.e. detailed for Hotel/Airfare/Car Rental/Itemized for Meals, etc.)
Reimbursement Forms
All purchase receipts should accompany all reimbursement requests. Please provide receipts for reimbursement and any questions College of Science Procurement at cosprocure@purdue.edu.
Personal Reimbursement: Provides a step-by-step question and answers process that derives what is needed for your particular status; domestic or international. Follow this questionnaire for the appropriate forms required for personal reimbursement.
- BOTH the Substitute W9 and The Payee Certification forms will be required.
- When completing the Substitute W9, please complete only the following sections:
- Part 1: Taxpayer information
- Part 2: Payment Method (Note: Direct deposit can only be selected if depositing into a United States bank account.)
- Part 3: Certification (Please sign, print, and date. No block signatures can be accepted.)
Consulting Agreements
- Checklist for Determining Worker Classification (Word)
- IRS 20-Point Checklist for Independent Contractors (PDF)
- Tax Procurement Professional Services Intake: SharePoint, 7 Questions to help determine
All packing slips/receipts collected
Please return all packing slips received from order requests to cospackingslips@purdue.edu.
Any receipts received from department check out purchasing cards should be returned to coscreditcard@purdue.edu.
Vendor payments
Please submit invoices for vendor payment to the College of Science at cosprocure@purdue.edu.