SSUPurchasing

Buying Guidelines

Purchases over $25,000 must be bid through the purchasing department unless on state or university contract.

Requisitions must be typed with the following information:

• Vendor's complete mailing address
• Phone and fax numbers
• Full description of items ordered (not just model #s/part #s - i.e., 6 each #340 chairs, fabric #607, chrome base)

Orders are either faxed or mailed - please provide a fax number on your requisition.

Once the requisition has been typed, remove the green copy before sending the form to the Purchasing Dept. This is your department's copy.

Purchasing staff will give the requisition a vendor number and forward the form to accounts payable for budget approval.

Once budget has been approved, the purchasing director will assign it a purchase order number and will return the pink copy to the requisitioning department.

If you do not receive your order in a timely manner, call the Purchasing Department at ext. 3314 so the order can be expedited.

If an order has been short shipped, call the Receiving Department at ext. 3201.

If you need to return an item, call the Purchasing Department at ext. 3314.

If merchandise is damaged, call the Purchasing Dept. at ext. 3314.

Blanket orders should include a description of the service. A blanket order to AT&T may look like this:

AT&T

Establish Blanket Order
07-01-09 to 06-30-10
Cell phone service for John Doe - Cell #(555) 555-5555
 

DO NOT PLACE AN ORDER WITHOUT DOING THE PAPERWORK.