TIPS ON FILLING OUT THE REQUEST FORM

Name, project, supplier (dept or company), part numbers, and PI’s signature are required.

If you make a mistake, just correct it instead of starting over with a new request form.

Who

“Name” and “Project” (number or name) are required.

Provide a cell phone number and/or an email address so the secretary can contact you regarding any questions or problems about your order.

If buying a part for fabricated equipment, write the asset number next to the project number on the request form. Fabrication parts cannot be purchased with the purchasing card; ask for a purchase order.

Where

Fill out a separate request for each company. 

If you are making a purchase from a company we deal with all the time, you don’t need to write in the contact information – we have it already.  Examples are Alfa Aesar, Cole-Parmer, Fisher Scientific, McMaster Carr, Salt Lake Valve & Fitting, or Sigma Aldrich.  If you are requesting a printer cartridge, you don’t need to specify a vendor.

Otherwise, if the company has online ordering, provide a website address. If they don’t have online ordering, provide a fax number. If you aren’t sure, provide their website, phone, and fax numbers.  If they have toll-free phone or fax numbers, provide those.

If buying something from a U of U department, fill out “dept” instead of “company.”

Fisher Scientific and VWR have state contracts. Prices are usually heavily discounted from the price in the catalog and are usually lower than other suppliers.  Fisher doesn't charge for ground shipping.  See Kay to get a login and password to check the contract pricing online (you still have to ask her or Karen to make the actual purchase).

What

Write part numbers clearly.

If you have more items than will fit in the blanks, you don’t need to fill out another request.  You may check “see attached” and provide a separate page such as a printout of a website shopping cart.  Highlight or circle the part numbers on printouts.

A brief description and a price estimate allows a cross-check that the part number is correct.

Alfa Aesar and Fisher Scientific use the same part number for multiple sizes of packages. Specify the size of the package you want (that is, “case of 10 pack” or “500 g”) as well as the quantity.

If you are requesting a printer cartridge, provide the number off the cartridge.

How

If you don’t specify shipping, standard ground will be ordered.  If you are requesting express shipping, it is a good idea to point this out to the secretary when you submit the request.

Plan ahead to determine what supplies you need to order for your research.  Allow eight to ten days for shipping for most companies.  Express shipping or shipping for small orders often cost more than the purchase!  GFS Chemicals charges $10 handling on orders under $100.

For help in estimating shipping, the table below shows minimum, median, and average shipping charges for our past orders  from various companies.

Shipping Charges for Past Orders (2005-2007)

 *Fisher charges no shipping for standard ground.  These examples are for express shipping.