Ordering Field Equipment, Supplies, and Services

Any orders of equipment, supplies, local hotel rooms, or services must be initiated by using the REQUEST FORM.  The form must include an account number, must include shipping and handling costs – even if $0, and must be approved by the supervisor before the purchase is made. The approval is made by the supervisor signing the request form but in the rare case where the supervisor is not available, approval may be via email or the supervisor may call in verbal approval directly to Katherine Goodine.

Please fill out your name, employee ID, phone number, and shipping information. If this is not filled out, it may come back to you. Please include item numbers or part numbers if needed.  This information is important or we wouldn’t ask you to submit it.

The completed form should be submitted to Katherine Goodine. Be sure to indicate the type of request you are making.

1. PURCHASE ORDERS

YOU must find out if the company you want to purchase items from will accept University of Maine Purchase Orders. If they will, you must find out if they have received a Purchase Order in the past three (3) years, if not you must collect a completed W-9 form and you must work with Katherine to request that the company be set up as a University of Maine System vendor. This could take 3-5 days to process so please plan accordingly.  See sample email below.

Dear Sir or Madam,

In order for us to process purchase orders and payments to you or your company we must create a supplier record in our purchasing system. Please complete our online supplier request form at http://www.maine.edu/UMSVENDOR. Please note, this address is case sensitive.

We will also require you to submit a W-9 or W-8 form to umsvendor@maine.edu. Please see the instructions in the online form.

If you have questions regarding this request please feel free to contact Adam Corrigan – adam.corrigan@maine.edu / 207.581.2674.

Thank you for your attention to this request.

Upon receipt of the merchandise, the packing slip should be compared with goods received and the packing slip forwarded to Katherine for further processing. If there is NO packing slip, you must still let Katherine know you received the package or the vendor WILL NOT get paid. A quick email or a note on scratch paper will suffice.

If you are purchasing a service from an individual or company, please work directly with Katherine Goodine on setting up a contract with the vendor.  It is still your responsibility to contact the company and find out if they will accept a University of Maine Purchase Order; however, only the Procurement Services Office can sign contracts on behalf of the University.

2.  CREDIT CARD ORDERS

Only orders LESS than $500 can be purchased with a departmental credit card online or over the phone. This is one reason that it is imperative that you actually include shipping and handling costs. Orders will only be made on a website that has secure online ordering and the credit card holder may decline to order if the website looks suspicious or has a very “unprofessional” name.

All orders requesting use of a credit card must be approved by Katherine’s supervisor – Rena Carey – in writing. Feel free to put request forms signed by PI directly in Rena’s mailbox for a signature.

Upon receipt of the merchandise, the packing slip should be compared with goods received and the packing slip forwarded to Katherine for further processing.  If there is NO packing slip, you must still let Katherine know you received the package or the vendor WILL NOT get paid.  A quick email or a note on scratch paper will suffice.

3. IDO (Interdepartmental Order)

An IDO is used for purchasing supplies, equipment, or for paying certain fees on campus – software and computer supplies from Computer Connections, dry ice from Chemistry Department, pay Cutler Health for CPR/First Aid training, printing to the plotter, etc. Please include item numbers or part numbers if needed. Make sure a receipt is issued and returned to Katherine Goodine.

4. PETTY CASH/CHECK REQUEST

This is for emergency purposes only and is used to reimburse you for supplies or equipment you purchased with your own money and your supervisor agreed to reimburse you. You must first use the PO or P-Card option to make the purchase. Receipts must accompany this request. The University will NOT reimburse for sales tax.

All non-travel reimbursements will need to be submitted through the Concur travel reimbursement system as a non-travel related reimbursement and you must upload copies of all receipts.  Please get the full chartfield of account numbers from your supervisor.