Beauchamp:Ordering

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Beauchamp Lab Notebook

Things to Order

laminator transfer roller for Dell printer

Ozarka Water Cooler

Account # 0119856920 service.ozarkawater.com 800-950-9397

Nestle Waters Lillian 508-977-8607 https://eservice.ozarkawater.com/ beauchamplab science

Forms for Purchasing, Ordering, Reimbursements

The most up-to-date forms can be found on the department web page at http://www.uth.tmc.edu/nba/resources/financial_support/index.htm

There are three main ways to buy things with Lab Funds.

1. UT Buy Card

The easiest is with the UT BuyCard which works like a regular MasterCard. However, items are only allowed to be purchased from APPROVED VENDORS. Even though you can use the credit card anywhere, if you buy from non-approved vendors you will get into trouble and they may take the card away. To find out if a company is an approved vendor, contact the purchasing department. If the company is not an approved vendor, they can add the company. Approved vendors include CDW, Amazon. After the item has been purchased, a requisition form must be submitted to the purchasing department. It is easiest to edit the form in Acrobat and e-mail the form to Purchasing. After the item is received, the packing slip must be sent to Purchasing. SAVE COPIES OF ALL PAPERWORK SENT TO PURCHASING IN CASE THEY LOSE IT!

2. Requisition

Alternately, you can simply fill out the requisition form and send to the Purchasing Department. They will place the order. The disadvantange of this method is that it is slower and less reliable than placing the order yourself. After the item arrives, the packing slip must be turned in.

3. Buy it with your own money For many expenses (food, travel) the only choice is to pay for items with your own money, then apply for reimbursement. Travel expenses are submitted on a special form handled by adminstrative assistants. Small purchases (< $10) are handled with Petty Cash Vouchers, the form is found here: [1]. Larger purchases (> $10) are handled with Employee Non PO vouchers, the form is found here: [2]. If the check is to be made out to the vendor, then regular Non PO vouchers are used.

4. Tax exemption

Any purchases you make for the lab are tax exempt. All of the approved vendors should have UT's tax exempt form on file, but if they don't you will have to fax them a tax exempt form. You will also need the form if you make purchases at a walk in store. Remember, as stated on the form, you do not need a tax exempt number. The tax exempt form can be found here: [3]