General Purchasing Questions
What do I do to purchase products or services?
What type of approval do I need to make a purchase?
How do I get help locating a supplier?
What if I have an emergency and need to purchase something in a hurry?
What is an open purchase order?
Why do I have to pay sales tax?
I have a problem with one of my suppliers. What should I do?
What do I do to purchase products or services?
A purchase is initiated by completing a Purchase Requisition form.
- Purchase Requisition Standard Form (Excel Format, 21KB)
- Purchase Requisition Expanded Form (Excel Format, 22KB)
Details such as make, model, part number, ship to location, delivery date, etc., must be spelled out completely. Refer to the PAG section 3 for more detailed purchasing information. Also note that purchases may be initiated by using the Procurement Card Program as well as by miscellaneous reimbursement for use of personal funds (under limited circumstances).
What type of approval do I need to make a purchase?
The Purchase Requisition form must be signed by the PI (or designee) and forwarded to the SR administrator for approval. SR administrator will sign and forward to finance and accounting for data entry and then to purchasing for final processing.
- Purchase Requisition Standard Form (Excel Format, 21KB)
- Purchase Requisition Expanded Form (Excel Format, 22KB)
How do I get help locating a supplier?
There are a number of resources to assist in locating a supplier:
- Contact the purchasing department at 619–594–6891, email to SDSURF Purchasing, or refer to purchasing Directory for specific buyer information.
- Internet search by manufacturer or product name using search tools such as the Thomas Register.
- Ask a colleague or co-worker. They can be extremely knowledgeable.
What if I have an emergency and need to purchase something in a hurry?
The buyers will always give priority to emergency purchases related to health and safety issues, equipment failures, and other emergencies that can seriously impact the success of a research project. Also note that emergency purchases may be initiated by using the Procurement Card Program as well as by miscellaneous reimbursement for use of personal funds (under limited circumstances).
What is an open purchase order?
An open purchase order may be issued for a maximum dollar amount and used for low value purchases over a specific period of time. This provides flexibility and minimizes paperwork for the project by authorizing multiple purchases against a single purchase order. Refer to PAG section 3.C.6 for detailed information.
Why do I have to pay sales and use tax?
SDSURF is a not-for-profit 501(c) (3) corporation and is not exempt from sales and use tax. Sales tax varies by purchase location as well as by location where goods are shipped and received. Refer to Sales Use Tax Guide (PDF format, 235 MB) for detailed information.
I have a problem with one of my suppliers. What should I do?
Contact the purchasing department immediately at 619–594–6891 or email SDSURF Purchasing when you have an issue with a supplier regarding products ordered or services provided. Provide the purchase order number and detailed information about the dispute. The buyer will contact the supplier for resolution of the issue. It is important that the buyer is included at the beginning of the dispute and not as a last resort when all else has failed.