The Center for Environmental Biotechnology is a group comprised of nearly 80 people, including several faculty members and their research labs. As a result of the large number of personnel and multitude of ongoing research projects, there is a very large amount of supplies being ordered. Often, several individuals will order the same items. This policy it intended to reduce repetitious ordering of common supplies, make sure that only allowable supplies are charged to sponsored accounts, and to track the deliveries and ensure that they are given to the correct people.
All order requests begin with an email request to the Center Lab Manager including the following information:
- Project name or account number for which the items are to be ordered
- Description of the reason this item is being ordered – known officially as the “public purpose,” which I must include with all purchasing documentation. (I can help you figure this out if you don’t have a good description.)
- Product vendor (e.g. Sigma/ VWR/Fuel Cell Store etc.) – and the website/contact phone number for the vendor
- Brief description of the requested item
- Part/catalog number for the item
- Quantity of each part number to be ordered (e.g. 3 packages, 100 syringe filters etc.)
- If this is an item for which you’ve received a quote from the vendor, you must send the quote with the order request for the order to be processed.
- The cost of the item is not needed since most times the catalog list price does not reflect the ASU University purchasing discount (but it can be helpful if there seems to be a discrepancy in the part numbers requested).
- For many projects, especially CBBG projects or projects sponsored by Engineering accounts, the PI also needs to approve the request before the order can be processed – it is advised to copy the faculty in charge of the project when making the order request so they can approve it with little delay.
This information ensures that we have documentation for who, what and why we place orders, as required by account auditors.