Purchasing Procedures



Center for Insect Science Purchasing ProceduresContacts:Teresa Kudrna, 621-9310, tkudrna@email.arizona.edu, LSS 227, Fax: 621-2590Director, Finance & Operations, Kate Riley, ksriley@, 626-3967Business Manager, Sean Cadin, scadin@, 626-4680Accountant Associate, PCards, Sydney Mayahi, smayahi@, 626-17591. AZ Buyways/ShopCatalogs – See the list of vendors at: login and training are necessary to place orders, so please use the order form found at #2 and email your order to Teresa. Buyways/ShopCatalogs is the easiest and least expensive way to purchase. 2. Complete the PERT Order Form at 3. Things to keep in mind:Teresa has a departmental PCard that you can borrow to shop at local vendors. It cannot be kept overnight. If an item is a chemical, please note this on the order form. This will allow you to avoid paying AZ state sales tax. If you need guidelines on deciding if something is a chemical, please see #22 at: an item will need to be refrigerated or frozen upon arrival, please make sure to note this on the order form.The address for most orders is: CIS, 1007 E. Lowell Street, Rm 227, Tucson, AZ 85721Office supplies should be ordered on Buyways online through Office Depot, Staples or OfficeMax due to cost savings, unless the item is a specialty item or not available at the above vendors. Turn in all packing slips to Teresa. If possible, refrain from purchasing an item yourself and then requesting reimbursement. Ask to borrow Teresa’s department credit card, which must be returned by close of business that day. If you need to order primers, please send Teresa the details on an excel form and she will place the order for you at IDT, a Buyways vendor.The BIO5 business office provides final approval for all CIS purchases. If Teresa is unavailable to answer your questions, please contact them. 4. Travel:Conference registration and airfare ONLY can be purchased with Teresa’s PCard. Other travel expenses can be paid out of pocket by the traveler and will be reimbursed, if appropriate, either before or after the trip with a proper invoice. Receipts are not needed for travel meals. A meal per diem is used and rates can be found at this website: food or meals can be charged to the PCard for employee travel. 5. Reimbursements: Reimbursement for allowable expenses is possible only with an itemized receipt which shows the last 4 digits of the purchaser’s credit card. Turn in receipts promptly for reimbursement. Receipts older than 60 days may be subject to tax withholding. Avoid using a credit card statement in lieu of a receipt. If such a statement is used, the reimbursement will be taxable and the reimbursement will be delayed. ................
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