Transcription
MULTI-DISCIPLINARY SENIOR DESIGNPURCHASING GUIDELINESContentsPurchasing Through Senior Design . 2Purchasing Through Other RIT Sponsorship or Departments. 6Purchasing Through Non-RIT Sponsorship Organizations . 6Package Tracking and Arrival . 7
Purchasing Through Senior DesignThis section is for teams doing purchasing through the Senior Design Center Office. We expect that most teams willfall into this category.Before Purchasing Designate one team member as your “Team Purchasing Agent” to track expensesCheck with Jim Stefano (EE), John Bonzo (ISE), Rick Tolleson (CE), the Mechanical Engineering Machine Shop andthe MSD Surplus area to see if the item is already availableo Surplus can be checked on the MSDPICS WebsiteRequesting a Purchase Go to the MSDPICS website and find the digital Purchase Request FormSelect the vendor from the list of Preferred Vendorso Other vendors should only be used when necessary.o A supplementary form with a detailed explanation for using the vendor must be completed andapproved by the MSD Office Enter the quantity, part number, description, price, and a link to the web page of each item being orderedSelect the desired method of shipping for the orderSubmit the request for approval Please note: Purchases from foreign vendors will not be approved
Getting Purchase Approval Your purchase request will automatically be sent to your Guide for approvalo Your Guide must approve the request and has the ability to deny individual items If your Guide approves your request your team will receive email notification and the request will be forwardedto the MSD Office for final approvalo If your request or an item within the request is denied, your team will receive an email notification withyour Guide's explanation as to why. Once the MSD Office receives the request they will check that your team has sufficient funds, and eitherapprove or deny the request If financially approved the requests will be processed and items orderedo For requests 1500, the order will be placed within 3 business days.o For requests 1500, it will take a minimum of 5 business days for RIT Purchasing to provide the MSDOffice with a Purchase Order Number. Once ordered, your team will receive an email notification.
Getting Vendor ApprovalThis step is only for purchases from vendors not included on thepreferred vendor list. Select “Other” as your vendor in the Purchase Request FormFill out the popup form with the vendor name, vendor contactname, vendor address, phone number, fax number, email,website, and the reason for using the new vendoro The “Reason for New Vendor” should be a detailedexplanation as to why this vendor is being used rathero than a preferred vendoro Please note that Non-US Vendors will not be approvedClick submit, then complete the Purchase Request Form asdescribed aboveBefore your Purchase Request is forwarded to your Guide forapproval, the Vendor Approval Form will be sent to the MSDOffice to be reviewedYour team will be notified by email once the MSD Office decideswhether or not to approve the vendor
Reimbursements If you buy an item for your project, you may be reimbursed through your team’s budgeto We will not be able to reimburse you for any tax charged to your purchases.o If you need a tax exempt form before purchasing, they are available in the MSD office Pick up and fill out a Purchase Reimbursement Form from the MSD Office then bring the form to your Guide forapprovalo Once the Guide has approved, attach your original receipt to the PR and bring it to the MSD Office Receipts must be submitted for reimbursement within 5 business days of the date of purchase. For purchases 50, you will be reimbursed in cash and notified by email when your reimbursement is availablefor pick-up in the MSD Office For purchases 50 you will be reimbursed by a RIT check. If you have direct deposit with RIT, funds will bedeposited through direct deposit. Otherwise, a check will be mailed to your permanent address as listed in SIS If you have your purchase shipped to the Senior Design Center, you must stop in or send an email tosdcddm@rit.edu providing your team number, student requester, student email and vendor. These itemsshould be shipped to the following address:Attn: Christine FisherBldg. 9 – Room 445177 Lomb Memorial DriveRochester, NY 14623
Purchasing Through Other RIT Sponsorship or DepartmentsThis section is for teams doing purchasing through an on-campus office other than the Design Center Work with the department or Principal Investigator to discuss purchasing options and guidelines If you have your purchase shipped to the Senior Design Center, you must complete a non-purchase requisitionform in the MSD office or send an email to sdcddm@rit.edu providing your team number, student requester,student email, vendor and description of items. These items should be shipped to the following address:Attn: Christine FisherBldg. 9 – Room 445177 Lomb Memorial DriveRochester, NY 14623Purchasing Through Non-RIT Sponsorship OrganizationsThis section is for teams whose off-campus sponsors are handling their purchasing. Discuss your purchasing guidelines with the sponsoring organizationo Each purchasing process is company dependent You do not need to submit any purchasing paperwork to RIT or the MSD Office If you purchase an item(s) and have it shipped to the Senior Design Center, you must complete a non-purchaserequisition form in the MSD office or send an email to sdcddm@rit.edu providing your team number, studentrequester, student email, vendor and description of item(s). These items should be shipped to the followingaddress:Attn: Christine FisherBldg. 9 – Room 445177 Lomb Memorial DriveRochester, NY 14623
Package Tracking and ArrivalThis section is for teams who have had orders shipped to the Design Center. After submitting a Purchase Request form it is possible to track the progress of your order from the MSDPICSwebsite On the Purchase Requests page, all past and present orders are visible and color coded according to the keyshown below From this page, you can click on a “Track Request” button to see more details about where your request iswithin the ordering processWithin the “Track Request” page there is a timeline of the requests progress. If the vendor provided a shippingnumber it can be viewed here along with the current location of the package. o PLEASE NOTE: Packages are not available to be picked up until marked as “Delivered” on this page, even if FedExor UPS has marked it as suchOnce your order arrives, your team will receive an email notification with an updated copy of your team'sbudgetYou can pick up your order at any time during our normal business hours from the bookshelf (on the left sidewhen entering the SDC office)If you are picking an order up directly from the vendor, you must submit all paperwork you receive from vendorwithin 2 business days of pick-up so the purchase requisition can be closed. If paperwork is late, all futurepurchases will not be processed until paperwork is turned in.
If you have direct deposit with RIT, funds will be deposited through direct deposit. Otherwise, a check will be mailed to your permanent address as listed in SIS If you have your purchase shipped to the Senior Design Center, you must stop in or send an email to sdcddm@rit.edu providing . your team number, student requester, student email. and
