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MULTI-DISCIPLINARYSENIOR DESIGNPURCHASING GUIDELINESContentsPurchasing Through Senior Design. 2Purchasing Through Other RIT Sponsorship or Departments.4Purchasing Through Non-RIT Sponsorship Organizations.4Package Arrival. 5
Purchasing Through Senior DesignThis section is for teams doing purchasing through the Design Center.We expect that most teams will fall into this category.Before Purchasing Designate one team member as your “Team Purchasing Agent” to trackexpensesCheck with Jim Stefano (EE), John Bonzo (ISE), Rick Tolleson (CE), theMechanical Engineering Machine Shop and the MSD Surplus area to see if theitem is already availableo Surplus can be checked on the MSDPICS WebsiteRequesting a Purchase Go to the MSDPICS Website Purchases Purchase RequestSelect 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 vendormust be completed and approved by the MSD Office Enter the quantity, part number, description, and price of each item beingorderedSelect 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 denyindividual itemsIf your Guide approves your request your team will receive email notificationand the request will be forwarded to the MSD Office for final approvalo If your request or an item within the request is denied, your team willreceive an email notification with your Guide's explanation as to why.Once the MSD Office receives the request they will check that your team'sbudget has sufficient funds and will place the order for the approved items.o 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 RITPurchasing to provide the MSD Office with a Purchase Order Number.Once ordered, your team will receive an email notification.Getting Vendor ApprovalThis step is only for purchases from vendorsnot included on the preferred vendor list. Select “Other” as your vendor in the PurchaseRequest FormFill out the popup form with the vendor name,vendor contact name, vendor address, phonenumber, fax number, email, website, and thereason for using the new vendoro The “Reason for New Vendor” should be adetailed explanation as to why this vendor isbeing used rather than a preferred vendoro Please note that Non-US Vendors will notbe approvedClick submit, then complete the Purchase RequestForm as described aboveBefore your Purchase Request is forwarded to yourGuide for approval, the Vendor Approval Form willbe sent to the MSD Office to be reviewedYour team will be notified by email once the MSDOffice decides whether or not to approve the vendor
Reimbursements If you buy an item for your project, you may be reimbursed through yourteam’s budgeto We will not be able to reimburse you for any tax charged to yourpurchases.o If you need a tax exempt form before purchasing, they are available inthe MSD office Pick up and fill out a Purchase Request Form from the MSD Office then bringthe form to your Guide for approvalo Once the Guide has approved, attach your original receipt to the PRand bring it to the lab assistant in the MSD Office For purchases 50, you will be reimbursed in cash and notified by emailwhen your reimbursement is available for pick-up in the MSD Office For purchases 50 you will be reimbursed by a RIT check. If you have directdeposit with RIT, funds will be deposited through direct deposit. Otherwise, acheck will be mailed to your permanent address as listed in SIS If you have your purchase shipped to the Senior Design Center, you muststop in or send an email to sdcddm@rit.edu providing your team number,student requester , student email and vendor. These items should beshipped to the following address:Attn: Christine FisherBldg. 9 – Room 445177 Lomb Memorial DriveRochester, NY 14623
Purchasing Through Other RIT Sponsorship orDepartmentsThis section is for teams doing purchasing through an on-campus officeother than the Design Center Work with the department or Principal Investigator to discuss purchasingoptions and guidelines If you have your purchase shipped to the Senior Design Center, you mustsend an email to sdcddm@rit.edu providing your team number, studentrequester, student email and vendor. These items should be shipped tothe following address:Attn: Christine FisherBldg. 9 – Room 445177 Lomb Memorial DriveRochester, NY 14623Purchasing Through Non-RIT SponsorshipOrganizationsThis section is for teams whose off-campus sponsors are handling theirpurchasing. 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 stop in or send an email to sdcddm@rit.edu providing your teamnumber, 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
Package ArrivalThis section is for teams who have had orders shipped to the DesignCenter. Once your order arrives, your team will receive an email notification with anupdated copy of your team's budgetYou can pick up your order at any time during our normal business hours fromthe bookshelf (on the left side when entering the SDC office)o The package(s) labeled with your team number correspond to yourorder(s) and you may take them from the shelf
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,
