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| purchasing:start [2014/08/20 16:15] – janet | purchasing:start [2020/07/01 09:29] (current) – [Companies we order from] janet |
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| ====== Purchasing supplies ====== | ====== Purchasing supplies ====== |
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| ===== Companies we order from ===== | ===== Companies we order from ===== |
| *[[http://www.chemistry.oregonstate.edu/chemstores/|Chem Stores]] - Chemicals eg. Acetone, Ethanol, liquid nitrogen, & Dry goods eg. gloves, plastic hose, connectors, beakers. Located on ground floor of the Chemistry building. Closed for lunch. Click the link for the catalog of things available there. | *[[http://www.chemistry.oregonstate.edu/chemstores/|Chem Stores]] - Chemicals eg. Acetone, Ethanol, liquid nitrogen, & Dry goods eg. gloves, plastic hose, connectors, beakers. Located on ground floor of the Chemistry building. Closed for lunch. Click the link for the catalog of things available there. |
| | * When purchasing from Chemstores you will be asked to login with your onid account. This allows Chemstores to generate an electronic invoice that will be emailed to you. Once you have received the email with the electronic invoice you must upload it to the T:drive at the location, T:\Physics\Tate Group\Share\01-Invoices\F-YYYY\Chemstores, where F-YYYY corresponds to the fiscal year when the purchase was made. |
| | * Once you have uploaded the file please use the following naming convention "MMDDYYYY_"invoice"_"invoice#"_"name". |
| *[[http://www.industrialwelding.net/|Industrial Welding Supply]], Corvallis, (541) 752-8686. Rep is Jerry Seeley (5/2011) cell 541-740-9112. Grade 5 Argon $75.46 per cylinder, Grade 5 Hydrogen $93.22 per cylinder, Standard grade Helium $57.00 per cylinder, Nitrogen (regular and high pressure N2 to run the Peltier cooler), Compressed air. Gas regulators. | *[[http://www.industrialwelding.net/|Industrial Welding Supply]], Corvallis, (541) 752-8686. Rep is Jerry Seeley (5/2011) cell 541-740-9112. Grade 5 Argon $75.46 per cylinder, Grade 5 Hydrogen $93.22 per cylinder, Standard grade Helium $57.00 per cylinder, Nitrogen (regular and high pressure N2 to run the Peltier cooler), Compressed air. Gas regulators. |
| *Air Gas - KrF premix. Adam Richmond (Adam dot Richmand at Air Gas dot. Com) handles specialty gas orders. Specialty gases generally take ~3 weeks to ship. | *Air Gas - KrF premix. Adam Richmond (Adam dot Richmond at Air Gas dot. Com) handles specialty gas orders. Specialty gases generally take ~3 weeks to ship. |
| *[[http://www.lesker.com/newweb/index.cfm|Kurt Lesker Comapany]] Vacuum parts, TK pump oil. | *Linde Gas - Typically used for specialty gases like KrF; typically more expensive than Airgas. Sometimes difficult to work with. |
| | *[[http://www.lesker.com/newweb/index.cfm|Kurt Lesker Comapany]] Vacuum parts, TK pump oil, sputter targets |
| *OSU Bookstore. refilled printer cartidges. To make purchases at the OSU bookstore, get an account index from Janet and take your OSU id card. | *OSU Bookstore. refilled printer cartidges. To make purchases at the OSU bookstore, get an account index from Janet and take your OSU id card. |
| *[[http://www.rdmathis.com/|R.D. Mathis]] - Evaporation Boats | *[[http://www.rdmathis.com/|R.D. Mathis]] - Evaporation Boats |
| *[[http://www.mtixtl.com|MTI Crystal]] - Substrates (single crystal SrTiO3, ITO-coated glass); plastic sample carriers; tweezers //etc.// | *[[http://www.mtixtl.com|MTI Crystal]] - Substrates (single crystal SrTiO3, ITO-coated glass); plastic sample carriers; tweezers //etc.// |
| *[[http://www.gmassoc.com/|GM Associates]] - Fused quartz slides | *[[http://www.gmassoc.com/|GM Associates]] - Fused quartz slides |
| *[[http://www.universitywafer.com/|University Wafers]] Si, sapphire, other wafers in small quantities | *[[http://www.universitywafer.com/|University Wafer]] Si, sapphire, ITO-coated glass and other wafers/substrates in small quantities |
| *[[http://www.wafernet.com|Wafernet]] - Raj Solanki suggested as a source for silicon wafers. | *[[http://www.wafernet.com|Wafernet]] - Raj Solanki suggested as a source for silicon wafers. |
| | *[[http://www.scm-inc.com/|Super Conductor Materials]]- for pld/sputtering targets. Very fast, cheaper, and good service. |
| | *[[http://www.americanelements.com/|American Elements]]-for pld/sputtering targets. Fair service, they seem to have nearly everything, but very slow, expensive. |
| | * [[www.albmaterials.com|Alb Materials]] advertises sputtering targets. Haven't tried them yet (2015) |
| | * [[http://www.inficon.com/?language=en-us|Inficon]] ISO-KF connectors for roughing pumps, and vacuum components. Crystal monitor controllers and components for the thermal evaporator |
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| ===== Ordering ===== | ===== Ordering ===== |
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| If the company accepts a PO number as payment: | If the company accepts a PO number as payment: |
| - Get a PO form (three pages, white, yellow and pink) from Weniger 301 (as 2014 Erin Mustard is the contact). Pick up a copy of the instructions and read them. | - Get a PO form (three pages, white, yellow and pink) from Weniger 301 (as 2016 Clarissa Amundsen is the contact). Pick up a copy of the instructions and read them. |
| - Add the two-digit fiscal year prefix in front of the PO number. It is currently 15 (between July 15 2014 and July 14 2015). | - Add the two-digit fiscal year prefix in front of the PO number. It is currently 18 (Fiscal Year 2018 is July 1 2017 to June 30 2018). |
| - Fill out vendor, telephone # (vendor's #), Fax No. (vendor's fax), Ordered By (that's you; could also put YourName/Tate), phone (your #), email (your e-mail), and date. | - Fill out vendor, telephone # (vendor's #), Fax No. (vendor's fax), Ordered By (that's you; could also put YourName/Tate), phone (your #), email (your e-mail), and date. |
| - You must search for the Catalog No. for the device you are purchasing, give a brief description, quantity, and unit price. | - You must search for the Catalog No. for the device you are purchasing, give a brief description, quantity, and unit price. |
| - Talk to Janet for confirmation on order, index No., and P.I. approval, and get her signature. You keep the pink page from the PO, file it in the 487 filing cabinet once the order is complete. | - Talk to Janet for confirmation on order, index No., and P.I. approval, and get her signature. You keep the pink page from the PO, file it in the 487 filing cabinet once the order is complete. |
| - Call a sales representative and make your order. Tell him or her the PO # (upper right corner of PO form, e.g. 15-1236) and what you are purchasing. Ask whether the item is in stock, and specify delivery (UPS ground, UPS 2-day, Fed-Ex etc). Agent may want you to fax the PO - do so from Weniger 301. | - Call a sales representative and make your order. Tell him or her the PO # (upper right corner of PO form, e.g. 15-1236) and what you are purchasing. Ask whether the item is in stock, and specify delivery (UPS ground, UPS 2-day, Fed-Ex etc). Agent may want you to fax the PO - do so from Weniger 301. |
| - Send your white and yellow PO pages via campus mail to Sarah MacKay or Verna Paullin-Babcock, ASBC (Arts and Sciences Business Center). Or put it in the "Completed Purchase Orders" box in Weniger 301 to be mailed to ASBC. **DO NOT wait to receive item before doing this**. | - Send your white and yellow PO pages via campus mail to Sarah McKay (?) or Verna Loveall, ASBC (Arts and Sciences Business Center). Or put it in the "Completed Purchase Orders" box in Weniger 301 to be mailed to ASBC. **DO NOT wait to receive item before doing this**. |
| - **When the order arrives**, check that nothing is damaged or defective. | - **When the order arrives**, check that nothing is damaged or defective. |
| - Find the packing slip and write on the packing slip "OK to pay. Your name, Tate Lab, date received: mm-dd-yy". Mail the packing slip to Verna or Monica in ASBC immediately. Or put it in the "Completed Purchase Orders" box in Weniger 301 to be mailed to ASBC. ASBC needs your authorization to pay the bill. | - Find the packing slip and write on the packing slip "OK to pay. Your name, Tate Lab, date received: mm-dd-yy". Mail the packing slip to Verna or Monica in ASBC immediately. Or put it in the "Completed Purchase Orders" box in Weniger 301 to be mailed to ASBC. ASBC needs your authorization to pay the bill. |
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| If the company accepts **only** credit card orders (rarely): | If the company accepts **only** credit card orders (rarely): |
| Erin Mustard or Kelly Carter are now the department contact for Credit Card Purchases (find out from them who is currently dealing with this). When you wish to make a purchase please send an email to one of them with the following information: | Clarissa Amundsen or Kelly Carter are now the department contact for Credit Card Purchases (find out from them who is currently dealing with this). When you wish to make a purchase please send an email to one of them with the following information: |
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| - Link to the item | - Link to the item |
| All purchases except Chem Stores need the PI's signature. PI = principal investigator, and that's Janet. | All purchases except Chem Stores need the PI's signature. PI = principal investigator, and that's Janet. |
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| The ordering is done by the purchaser (you), or by the departmental secretary if it's a credit card. Janice Nave-Abele as of 2010. | The ordering is done by the purchaser (you), or by the departmental office if it's a credit card. Kelly Carter as of 2013. |
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| The processing and payment is done by ASBC (Arts and Sciences Business Center), but you have an important role. | The processing and payment is done by ASBC (Arts and Sciences Business Center, see below), but you have an important role. |
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| YOU must log the purchase in our internal records (store in a folder in Wngr 489), send the POs to ASBC IMMEDIATELY the order is placed, send the signed packing slip to ASBC IMMEDIATELY the goods are received. Put the relevant items in a campus mail envelope, and write "ASBC - attn Verna PB" or "ASBC - attn Monica D". Verna-Paullin-Babcock and Monica Deignan are the ASBC people who deal with Physics. Info about [[http://oregonstate.edu/fa/bc/artsandsciences/|ASBC]] | **YOU** must log the purchase in our internal records (store in a folder in Wngr 489), send the POs to ASBC **IMMEDIATELY** the order is placed, send the signed packing slip to ASBC **IMMEDIATELY** the goods are received. Put the relevant items in a campus mail envelope, and write ''ASBC - attn PERSON NAME'' |
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| | 2016 Info about [[http://oregonstate.edu/fa/bc/artsandsciences/|ASBC]] - click on "Physics" link on right bar. |
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| | == From Jackie Thorsness, head of ASBC (2016): == |
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| | Taimi Dark – Accountant (Taimi.Dark@oregonstate.edu, 7-4490) |
| | · Processes travel and expense reimbursements and invoices |
| | · Processes OSU Foundation reimbursements |
| | · Assists with Purchase Orders and contracts |
| | · Provides procurement card support |
| | · Provides advice regarding OSU policies & procedures (travel, payables, pcards, etc.) |
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| | Verna Loveall – Accountant (Verna.Loveall@oregonstate.edu, 7-1680) |
| | · Provides financial reporting (for grants, 201 accounts, and various E&G funds) |
| | · Assists with grant and contract administration |
| | · Assists with Purchase Orders and contracts |
| | · Provides advice regarding OSU policies & procedures (travel, payables, pcards, etc.) |
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| | v Employees are encouraged to use a departmental procurement card (P-Card) or auto pay vendors for OSU business related purchases, as this saves both time and money for the university and does not require out-of-pocket expense for employees. |
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| | v Only Contract Officers are authorized to sign and execute contracts and other written instruments on behalf of OSU. Any document required to be signed on behalf of OSU, regardless of dollar value or type of document, must be signed by an individual with contract signature authority. The only exception to this policy is for OSU interdepartmental agreements. If you have any other contracts or agreements requiring a signature (or an on-line signature/agreement to terms), ask ASBC and we can help direct you to the appropriate unit to obtain the needed signature. |
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| | * Any purchase over $5,000 requires a purchase order from your business center before the order is placed. |
| | v For purchases of $25,000 or more – ASBC will coordinate the solicitation process with Procurement and Contract Services (PaCS). |
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| | * Here is a helpful link for OSU’s travel policy: http://fa.oregonstate.edu/business-affairs/travel |
| | * Travel reimbursement requests need to be submitted within 60 days of travel. |
| | * International Travel Information/Resources: |
| | OSU requires travelers to register their international trips with Risk Management. This website links to the registration form and provides a lot of useful information for pre-travel planning and reasonably priced travel insurance |
| | · http://risk.oregonstate.edu/international |
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| | If using grant funds for the trip, here are some additional websites that may apply: |
| | · Foreign travel paid with grant funds – |
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| | See GCG Manual Policy 215-03 for policies related to international travel on grants |
| | http://fa.oregonstate.edu/gcg-manual/200-specific-administration-award/215-travel-sponsored-projects/215-03-foreign-travel |
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| | OPAA Foreign Travel Authorization Form - Form must be completed before making international travel arrangements on grant funds – |
| | http://fa.oregonstate.edu/sites/fa.oregonstate.edu/files/Baff/faa/foreigntravelauthorization.pdf |
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| | · Foreign travel paid with federal grants – In order to get reimbursed you must follow the Fly America Act |
| | “The Fly America Act requires that all travelers and others performing U.S. Government-financed air travel use U.S. flag carriers to the extent such carriers are available, even if their use would cost more.” |
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| | See GCG Manual Policy 215-03 for more details and exceptions |
| | http://fa.oregonstate.edu/gcg-manual/200-specific-administration-award/215-travel-sponsored-projects/215-03-foreign-travel |
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| | Feel free to stop by and introduce yourselves (we are in Cordley 2042). We like to have faces to go with the names and e-mails we see on a regular basis. |
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| | You might also check out our website at [[http://oregonstate.edu/dept/fa/bc/artsandsciences/finance-accounting]]. It has some helpful resources and links related to travel, payables, purchasing, etc. as well as a helpful ASBC Quick Reference guide covering many of these areas. |
