Purchasing Methods

There are several methods available to staff for making departmental purchases. Preferred methods include:

• Email itc-purchasing@virginia.edu
• American Express University Purchasing Card (available to authorized card holders)

For details and instructions on how to use these preferred purchasing methods, click on the link above to jump to it's corresponding section on this page.

ITC Accounts and Cost Center Codes

ITC staff will need to provide the appropriate ITC PTAO to be charged for all types of departmental purchases or payments referenced on this page. The ITC Purchasing Group will not be able to process purchases or payments without this information.

A comprehensive list of ITC's Projects and Tasks may be found online here. Here you will find a table of projects and related tasks along with their descriptions. The projects and tasks are grouped by division. If you are not sure which PTAO to use, please contact your manager of director for guidance.

Record Keeping

It is strongly recommended that copies of invoices, receipts, packing slips, shipping records, etc., be made and kept by individual staff members for their records as a backup copy in the event that a problem occurs with their purchase or originals are lost (these problems have been known to occur!).

For instance, if original expense receipts are lost or misplaced, the backup copy held by the individual may be used for reimbursement for their out-of-pocket expenses.

Where To Go for Purchasing Help

We hope that you will use this site as your first resource for help with purchasing (and other administrative) questions, information, and on-line processing mechanisms. If you do not find the answers or information you are looking for here, then we suggest that you:

• Send email to the ITC Purchasing Group
  itc-purchasing@virginia.edu
  or,
• Ask your manager, director, or on-site administrative contact for help with your purchasing needs.

Tax Exempt Status

As a state agency, most purchases, by any method and for any purpose (including most travel related expenditures), are sales tax exempt. State contracted vendors should have State Form ST-12, State Sales and Use Tax Exemption, on file and there should be no need to supply the tax exemption registration number to these vendors each time an order is placed with them. The University Procurement Services site provides a detailed list of contracted vendors for quick reference.

For purchases from non-state contracted vendors and for some travel related expenses, you may need to provide the Form ST-12 to receive sales tax exempt status. This form may be obtained from the ITC Purchasing Group in Carruthers Hall.

Invoices

As a rule, invoices are received and processed through the University Accounts Payable office in Carruthers.

However, any ITC employee who receives an invoice for goods or services charged to the department should deliver the original invoice, to: ITC Purchasing Group, ITC-Carruthers Hall, PO BOX 400198.
ITC staff who purchase work-related products or services from University business operations, i.e. Cavalier Computers, University Bookstore, Dining Services, etc., should provide the appropriate ITC PTAO to be charged to the cashier or sales contact at time of purchase.

Packing Slips / Receipts

Reconcile goods received with your copy of the purchase requisition, then deliver original packing slips/receipts to ITC PurchasingGroup, ITC-Carruthers Hall, PO BOX 400198.

For packages received via shipper in locations other than Carruthers, please follow important procedure for documenting receipt of packages in the Shipping and Receiving section below.

Demand payments are categorized below and generally include any invoice or request for payment of products or services.

ITC staff who have an American Express Purchasing Card issued to them through the University Purchasing Department may charge certain demand payments to their American Express account to simplify and expedite payment processing. All University and ITC purchasing card policies apply.

Conference Registration

Conference registrations are processed separately from other travel request forms. Direct your completed conference registration form to ITC Purchasing in Carruthers Hall for registration and payment processing.

Notify ITC Purchasing, either via email or in a note attached to your registration information, if you are part of an ITC group planning to attend a conference.This will assist ITC Purchasing in coordinating and consolidating processing of registration fees.

Reminder: Approval from your manager and/or director to attend a conference is required!

Membership Fees

Includes fees for memberships in associations, organizations, etc. related to your job with ITC. Again, invoices should be forwarded to ITC Purchasing for payment.

Petty Cash

Prior notice must be given to and approval received from ITC Purchasing for petty cash disbursements or reimbursements. Submit original receipts to: ITC Purchasing, ITC-Carruthers Hall.

Petty cash disbursements are typically allowed for purchases totaling $10.00 or less.

Reimbursements

Submit:

• original receipts (and copy of credit card statement if charged to a personal credit card or travel card),
• your full name,
• email ID,
• social security number,
• home address, and
• phone number,
• along with PTAO information to:

ITC Purchasing, ITC-Carruthers Hall, PO Box 400198.

Reimbursement for out of pocket work-related expenses will be processed and paid via direct deposit.

Subscription Renewals

Includes payments for pre-approved new and renewal subscriptions. Submit subscription applications or invoices to ITC Purchasing, ITC-Carruthers Hall for payment processing.

Cash, checks, and rebates payable to the University of Virginia or ITC should be hand delivered to the ITC Purchasing Group office located in Carruthers Hall, along with appropriate reference documentation related to the funds for deposit. The ITC Purchasing Group will arrange for deposit to the Bursar's office and credit appropriate account(s).

Examples of typical cash, checks, and rebates received for deposit are:

Asset Tracking

ITC's Purchasing Group accesses an Oracle inventory database of all equipment considered to be assets (typically applied to equipment costing $5,000 or more). Each asset is labeled with an asset tag which assists the ITC Purchasing Group in keeping track of each asset's location, replacement date, etc.

Equipment Moves

Whenever equipment is moved from one location to another, whether it be to a different workstation or a new building, ITCs Purchasing Group needs to be notified of the move. Send an email notification to the Purchasing Group with:

• Asset tag number
• Serial number
• Description of equipment
• Old and new location information

On-line Swap Shop

The UVA SwapShop is a vehicle for promoting department-to-department sales. It should be used only to advertise items between departments at the University and should never be used for personal advertising by employees. It provides a convenient method for disposing of surplus property with the following benfits:

• Direct sale from your department to another University department.
• Property does not pass through Surplus Property System.
• You may receive the funds from your sale more quickly.
• You may receive a better return on the item.

Contact the ITC Purchasing Group to arrange for qualifying equipment to be included in the UVa Swap Shop.

Equipment purchased through ETF funds does not qualify for surplus.

Surplus Property

Contact the ITC Purchasing Group to arrange for surplus of departmental property. They will take care of the necessary arrangements for processing items for pickup and delivery to the University Surplus Property depot.

Special Instructions for Astronomy:

Surplus and Storage Instructions
For All Items

1. Place either a surplus or storage label on the item(s).
2. You can fill boxes with miscellaneous parts (non tagged items) and place a miscellaneous sticker on the box with a description of what is enclosed.
3. Email the ITC-Purchasing Group or fax them at 4-7336 with a description of the item(s), including model information, serial #, and asset #, when applicable.
4. Upon completion of steps 1–3, the item(s) may be stored temporarily in the recycling area.

American Express Purchasing Cards

American Express Corporate Purchasing Cards may be used for most departmental purchasing needs (some restrictions apply). The purchasing card is a convenient and time-saving method for making most small dollar purchases.

Authorized card holders in ITC are responsible for observing University guidelines for use of the cards issued to them. These guidelines, covered during the one hour training session required for new cardholders, may also be found on the Purchasing Department's web site:

http://www.virginia.edu/~pams/AmexProgram.htm

Statement Reconciliation
Individual card holders are responsible for keeping receipts to reconcile against the monthly American Express statement for their card. All purchase records on the statement must match invoices/receipts for purchases made by the cardholder. Once a statement is reconciled, it should be hand-delivered to ITC Purchasing in Carruthers Hall together with corresponding receipts for payment processing. Remember to sign the statement as well as each transaction log, also be sure to get your Manager's signature.

As always, the PTAO should be noted on each purchase invoice/receipt, along with a description of the purpose for the purchase (i.e. office supplies, computer supplies, etc). It is also recommended that cardholders maintain copies of receipts and statements for their records.

Tracking Log
Effective February 1999, cardholders are required to keep a log of University Purchase Card transactions which may be reviewed during periodic audits. The log may be downloaded as an MS Word document from Purchasing's web site:

http://www.virginia.edu/~pams/AmexProgram.htm

Contract Renewals

ITC's Procurement Manager will send out a reminder to contract owners prior to the expiration date of a contract, asking if a contract will be renewed, and giving appropriate procedures to follow for renewal/nonrenewal.

Each contract owner is responsible for seeking and negotiating the best price from vendors for renewal contracts and provide documentation to the Purchasing Manager of all vendor price quotes and finalized contract information.

Contract owners should provide timely notice to the Procurement Manager of decisions for non-renewal of contracts. The Procurement Manager will then notify vendors in writing at least 30 days prior to contract renewal date if decision for non-renewal of the contract has been made.

Limited Purchase Orders (LPOs)
Purchase Orders (POs)

Limited Purchase Order numbers (for purchases under $5,000) and Purchase Order numbers (for purchases of $5,000 or more) may be obtained from the ITC Purchasing Group. Included in your request please provide the:

• Name of vendor
• Description of purchase
• Expected cost of purchase
• ITC PTAO to be charged for the purchase

Once the purchase transaction is complete, the purchase receipt should be promptly conveyed to the ITC Purchasing Group in Carruthers Hall.

Modular Furniture / Partitions

ITC has a small inventory of Herman-Miller modular furniture and partitions on hand. Please contact Brenda Pugh to inquire whether a needed item may be in stock. If available, Brenda will arrange delivery and installation of in-stock item(s) to your location.

With prior manager/director approval, purchases of new modular furniture may be made by sending a request to ITC Purchasing describing your needs. If necessary, an outside consultant will be contracted to meet with you to help determine items needed, create layout plans, and coordinate installation.

Returning Items

Equipment or other merchandise which needs to be returned to a supplier must be coordinated with the supplier in advance. The supplier will provide a Return Merchandise Authorization number (RMA) which must be clearly marked on the package and shipping label. The items to be returned usually need to be packed in original shipping cartons in accordance with suppliers regulations regarding returns. Typically, the supplier will contract with a specific shipper to pick up packages for return.

Legitimate reasons for returns may include:

1. Damage to merchandise in shipping
2. Incorrect or inadequate order fulfillment by supplier
3. Equipment or merchandise does not function as promised
4. Demo items which supplier wants returned

The suppler should be notified immediately if reasons 1, 2, or 3 apply. Contact ITC Purchasing if you require assistance in arranging returns.

Shipping and Receiving

Receiving Packages
Items received via shipper to any ITC location should be recorded in the Receiving log by the individual who signs for the package. Each log entry should include:

• date package was received
• name of supplier
• description of package contents
• PO number, if applicable
• signature of individual receiving the package
• note obvious damage to package or contents, if any

Staff who order items for delivery may notify the shipping & receiving clerk of expected deliveries. The individual who placed the order is responsible for reconciling package contents with the packing slip to ensure accuracy of order. This individual is also responsible for reporting and resolving errors in order fulfillment or damage of merchandise received to the supplier and provide notice of same to the ITC Purchasing Group.

Follow Packing Slips/Receipts procedures in Accounts Payable section of this services guide.

Refer to certain other ITC locations below for further guidelines.

Astronomy
Typically, the on-site facilities coordinator will accept packages and document receipt of the package in the receiving log. This individual will notify the person on-site who ordered the package of its arrival. In the absence of the on-site facilities coordinator, any staff member may sign for the package and enter receiving information in the receiving log. The log is located in room 116.

Items delivered to this location in error will be redirected to ITC's main shipping & receiving office in Carruthers Hall for processing.

Carruthers
Shipments delivered to ITC's Carruthers location will be received by the shipping & receiving clerk. The shipping & receiving clerk maintains the receiving log and will make deliveries of items received to appropriate individuals, regardless of location.

Wilson
Typically, the on-site facilities coordinator will accept packages and document receipt of the package in the receiving log. This individual will notify the person on-site who ordered the package of its arrival. In the absence of the on-site facilities coordinator, any staff member may sign for the package and enter receiving information in the receiving log. The log is located in room 208.

Items delivered to this location in error will be redirected to ITC's main shipping & receiving office in Carruthers Hall for processing.

Shipping Packages
The necessary supplies and procedures for shipment of packages varies by location. However, staff at any location may coordinate with ITC Purchasing staff in Carruthers Hall to assist with shipping arrangements, if they wish.

ITC has accounts with certain shippers and applicable shipping labels, bills of lading, etc. provided by these shippers are available in each ITC location.

See important information regarding returns of merchandise (above).

Astronomy
Shipping supplies are located in the shipping & receiving room, room M101, located in the vending machine/recycling area. Individuals who wish to ship from this location are responsible for properly packing contents & sealing boxes for shipment, completing shipping labels with all required information, and making pickup arrangements with the appropriate shipper.

Packages ready for pickup may be left outside room 116 or in the shipping & receiving room. The shipper will leave a signed copy of shipping label receipt to be kept by the individual who arranged the shipment in case of problems with delivery.

Carruthers
Items for shipment from this location may be coordinated through the shipping & receiving clerk who will pack the item(s) and arrange for pick up by shipper. Appropriate arrangements with destination company/supplier for returns and/or acceptance of package may be coordinated through the ITC Purchasing Group staff.

Wilson
Shipping supplies are located in the copy/supply room, room 208. Individuals who wish to ship from this location are responsible for properly packing contents & sealing boxes for shipment, completing shipping labels with all required information, and making pickup arrangements with the appropriate shipper.

Packages ready for pickup may be left outside room 208. The shipper will leave a signed copy of shipping label receipt to be kept by the individual who arranged the shipment in case of problems with delivery.

Business Cards

Business cards may be ordered for individual staff members by completing the business card order form received in your new employee orientation packet (or by requesting a form from ITC Purchasing). Once completed, the form should be forwarded to your manager for their signature, then delivered to ITC Purchasing in Carruthers Hall. Business card orders usually take about 1 to 2 weeks for delivery.

Reorders may be requested by faxing a copy of your current business card to ITC Purchasing at 4-7336 with additional quantity desired. Please be sure to note changes to card information, if any.

Office Supplies

Each ITC location has a contact person on-site who handles ordering of office supplies for that location, as follows:

• ACHS - Stacey Hughes
• Astronomy - Anna Shevtsova
• Carruthers - ITC Purchasing Group
• Cresap - Pat Graham
• Wilson - Anna Shevtsova

These individuals are responsible for maintaining a regular inventory of office supplies for on-site staff needs. Currently, office supplies are ordered from The Supply Room. Each site has a Supply Room catalog on hand from which staff may select items not typically kept in inventory that they may need to order.

Staff should provide their on-site administrative contact with order information for special requests to be included in next Supply Room order. If the item(s) requested is for exclusive use by a group or project, the appropriate account and cost center code should also be provided at time of order request.

For items not available from The Supply Room, staff will need to provide vendor and item information to their on-site administrative contact for a special order. Please note that special orders placed by an on-site administrative contact exclude computing equipment and other types of major purchases. These types of orders should be coordinated through the ITC Purchasing Group.