Biology Purchasing Contact:

Darla Havinga, ext. 7-8316

Purchasing procedures:

1. When an order needs to be placed, email a completed requisition to Biology Purchasing at . (Requisition - Word format).

2. The account number and the lab name MUST be on the requisition. If this information is not on the requisition it will slow the ordering process.

3. Any pertinent information (e.g. “need overnight shipping”, “email shipping charges”, “need PO”) must be included in the email text and not on the requisition.

4. If you are ordering from a new vendor, please include the vendor’s phone and fax numbers and address on the requisition. These orders will be placed by the purchasing department and not the biology purchaser.

5. When requesting a PO (i.e. placing an order with the vendor yourself):

• First email the requisition t:. In the email text, include your intention and a request for the PO.
• The departmental Purchasing agent will enter the requisition in Banner and then send you a copy of the requisition along with the Req. number and a PO number (as an attachment).
• When you receive this copy, you may then place your order. If there are any price changes to the order, please email promptly so that Purchasing can be notified.  Correct pricing ensures that the vendor can be paid in a timely manner once we receive the invoice.
• If you are requesting a PO# to order from a new vendor, you MUST submit a completed W-9 from the vendor to the departmental Purchasing agentbefore you place your order. The departmental Purchasing agent will not provide a PO# with out this information. The link to W-9 form is located in the "Important Links" section below.

**Orders Received After 2pm will be Processed the Next Business Day**

Important Links:

• UNC Charlotte Purchasing home page:  http://www.purchasing.uncc.edu

• Purchasing contacts (Scott Brechtel is Biology’s purchasing agent): http://www.purchasing.uncc.edu/Contacts.htm

• Link to W-9 (Request for Taxpayer Information):

• http://www.finance.uncc.edu/REQUEST%20FOR%20TAXPAYER%20INFORMATION.doc

• (This must be filled out for new vendors who are not in the Banner system)
  Link to Biology Supplier List:   SupplierList

• Link to Sole Source Justification: Sole Source Justification

Receiving procedures:

1. Please do not take packages from the office as these have not been properly checked in. Your packages will be delivered the same day they are received. On rare occasions you will be asked to pick up your packages, but someone will call you and notify you when this can be done.

2. Please check your packages the day you receive them. If there are any errors let purchasing know as soon as possible so they may notify the vendors and clear up the situation.

3. Upon receipt of your packages please locate your packing slip taped to your package. Please verify you have received all items listed on the packing slip.

4. If any items listed on your packing slip are missing please inform purchasing using the online receiving form.

5. If an item is damaged please fill out the "Report Damaged Items" area on the on-line receiving form. You MUST include the courier tracking number and the items damaged.

6. If you receive a sheet with “No Packing Slip” in place of your packing slip for your package, please write down which items you have received in the "No Packing Slip" section of the on-line receiving from.

7. The online receiving form is only for errors to your packing slip or when you receive “No Packing Slip” sheets. It is no longer needed when your packing slips contain no errors.

8. These procedures help expedite the receiving process and help keep your vendors paid in a timely manner.

Radioactive orders:

• Radiation Purchasing procedures

• Radiation Shipping

• Receiving and Opening Radioactive materials

• Safety’s Home Page