This is mainly for purchases that are not able to be made through the Marketplace or using a p-card.
1) All purchase requests must EITHER be approved by the Business Office OR on an itemized area budget BEFORE making any purchase. A requisition form must be fully completed and submitted to the Business Office if there is not an itemized budget on file. A requisition must be completed and submitted outlining the purchase, but may reference the itemized budget it belongs to if there is one on file. Either way, we must have all the details of what items you are trying to purchase.
*Important notice: Any requisitions using lab fees will only be approved once lab fee money is available. You may not spend lab money before you have been notified that you have it available. You will receive notification from this office regarding your available balance as well as when you must have it spent several times throughout the semester.
2) Once the requisition has been reviewed you will receive back an approval via email either asking for more information or with an estimate of when the order will be completed.
3) We will make the order as soon as it is complete (approved requisition) and funding is available and verified. Charges using lab fees will be made within one week after the requisition is approved. SOME purchase take longer, especially for larger priced items as UF has guidelines for quote levels and contract vendors that we may need to gather more information from you to process.
4) When you receive the items—please send the Business Office the packing slip OR send an email that you received the item. We must know you received it before paying the invoice. If the invoice arrives with your item, please also send it to us.
5) Sometimes the costs of items may change from what is listed on the requisition. If the amount of the change is greater than $50 we will notify you. If the change is less than $50 or a decrease in price we will proceed with the purchase unless you ask for notification on the request.