Swanson School of Engineering Department of Chemical and Petroleum Engineering Purchase Order Procedures In order to maintain accurate and audit-ready record keeping, as well as to provide efficient purchasing for the Department of Chemical Engineering (ChE), the following Purchasing Procedures are in place. All purchasing will originate with Pat Park. All Purchase Order requests can be directly emailed to her at email@example.com – the Purchase Order request form is found online on the ChE Website under Department Resources – Purchasing Procedures - or you can drop your Order off at her desk. She will determine the best purchasing method. Software Software should be requested using the same procedures that are defined below. Please refer to the website: www.bc.pitt.edu/purchasing/index.html and click on Software Licensing for more detailed information about Pitt’s policies for purchasing software. There you will find a list of software that is readily available through Pitt’s Software Licensing Services, as well as procedures to follow to obtain software that is not available directly through Pitt. If you do need to order software from a vendor that is not an approved vendor, paperwork must first be submitted to Pitt’s Purchasing Department to request that the supplier become an approved vendor. This can take several weeks. There is a somewhat different procedure for ordering computers – please see “Purchasing Computers” on the ChE website under “Department Resources”. Procedures The requestor must determine the following: 1. Vendor – Specific information: Name, address, FAX number for placing the order 2. It is up to you, the Requestor, to obtain the specific information about the items that you want to order and you must provide this information to Pat via the Purchase Order request form: Item – Catalog/Item # is required, as well as a detailed description of the item. Ideally this information will be obtained from the vendor’s catalog or website for accuracy. Quantity Cost – You MUST find out the prices of the items you want, again obtained from the vendor’s catalog or website. Account Number – It is ESSENTIAL that you provide this on the form. If Adrian or Rob typically supplies this, please indicate that on the form. Signature of Approval Faculty – this will be your signature R.A.’s – this will be your Advisor’s signature. By obtaining your Advisor’s signature, this ensures that he/she is aware of the cost of the order and approves. Your Contact Information – please give Pat the Email address you prefer so that she can communicate with you in a timely manner if there are questions or problems with your order. 3. NOTE - THIS IS A CHANGE: Pat will now submit (place) the order through Panther Buy or Prism. You will not place the order. It is important to keep in mind that this means you must be dedicated to the order you are giving to Pat. Once she faxes the order, she will not be able to make any changes to it. 4. When she receives a PO# and an email acknowledging that the order has been placed, she will forward this to you. Usually there is a link to the vendor’s shipping site where you can track your order and this will be forwarded to you as well.
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