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General Office Supplies – These items are ordered by Barbara Scott and are charged directly to the department. Most items in the Boise Cascade catalogue are available via this method. Most everyday items, such as ink pens and pencils, are stocked in the copier room cabinets or on the copier room shelves. Office supplies may not be charged to research grants, except under special A-21 approved circumstances.
Procurement Card – Susan Boblitz uses a departmental procurement card for the purchase of items up to $2,500 per order. She may place orders, to vendors that accept credit cards, for up to this amount. The Principle Investigator must approve the use of funds, and the item must be in the budget, if the purchase is charged to a research Project. Susan B. requires the vendor name, telephone number, item description, item cost, an explanation for why the order is necessary, and the FRS account number to place the order. She also needs to know who to contact, if the vendor cannot fill the order. Susan B. requires a receiving report, for any items ordered via her card. Items such as food, entertainment type items, communication equipment, etc. are generally prohibited on the Procurement Card.
Computer Equipment – John Ohlmacher orders all computer equipment and software for the department. He uses a procurement card or Small Procurement Order for purchases up to $5,000 and does the Purchase Requisition or Master Order release form for computer orders over that amount. He also does the Internal Services Request for software from OITS. John O. requires the FRS number and item description to place an order. The Principle Investigator must approve any computer purchases, and the item must be in the budget, for any purchases using a contract/grant funds.
Master Order Release – This form is for ordering items from vendors with large University or State Contracts. A list of Master Order Contracts is available at the Procurement Web Page (www.purchase.umd.edu). Click on “Master Contracts” to get the list of commodities and vendors available. ELF authorization is required to complete a Master Contract Release.
Small Procurement Orders – These orders are valid for most Outside Vendor Purchases up to $5,000. Orders are input and approved via ELF. You must be an authorized user to input an order into ELF. Susan Boblitz enters ELF orders for anyone ordering once or twice a year. Required information: Vendor name, vendor address, vendor FEI (federal employer identification number), ship to address (if applicable), technical contact and telephone number (generally the person ordering the item), item description and cost, FRS account number, requisition number (Bonnie for 1-11932, 2-93432, and all 4-XXXXX and 5-XXXXX accounts or Thelma for all other 1-XXXXX or 2-XXXXX accounts) and subcode The Authorized Signature is usually Sharon Elliott. The completed ELF form is sent to the Astronomy group for processing. The Purchase order number is a system assigned number printed in the upper right hand corner of the form. The Business Office (Bonnie for 1-11932, 2-93432, and all 4-XXXXX and 5-XXXXX accounts or Thelma for all other 1-XXXXX or 2-XXXXX accounts) requires a copy of the signed purchase order and the receiving report for all items, except subscriptions, ordered by this method. Items such as food, entertainment type items, communication equipment, etc. are generally prohibited on Small Procurement Orders.
Miscellaneous Payment Requests (MPR) – This form is for reimbursement to an individual for out of pocket expenses, as allowed by the University. It is also for occasional third party payments, such as Honoraria. Honoraria payments require special paper work, so please see Sharon Elliott if you need to request this type of payment for someone. Required information:FEI or Social Security Number, Payee name and address, Dept. Req. #, Originating Dept., Business Contact (Thelma Bublitz at extension 51560 for CPS), item description, item cost, an explanation of why the item is reimbursable, and the FRS number and subcode. Original receipts are required for all items and the Requestor must sign on the Requested By line. The Authorized Department Signature is usually Sharon Elliott. All requests for reimbursement of campus or departmental meeting supplies must include a list of attendees. Alcoholic beverages may not be reimbursed from campus accounts.
Internal Services Request – This form is for ordering items from other University of Maryland Units. The information required is the Date of the order, Requisition number (available from Thelma), the TO department (the campus unit that is providing the service), the FROM department is Astronomy, the Delivery Address, the Requestor (the person that wants the item), the FRS account number the Phone number of the requestor, the Dept Authorization Signature (usually Sharon Elliott), the Fax number of the requestor, and the item description and cost. The Pink Copy remains in the department (with Thelma or Bonnie) and the Yellow Copy is returned to Astronomy after the other campus unit fills the order. Please give this to Thelma or Bonnie if it is returned to you.
Purchase Requisitions – This form is for Procurements over $5,000, not involving a Master Contract. The form is available in adobe acrobat or Microsoft Word and may be downloaded from the Procurement website (www.purchase.umd.edu). The basic information required is the same as the Small Procurement Order.