Q. How do I order postage stamps?
A. Postage stamps are still ordered manually through the Accounting Branch. Contact Marissa in Accounting (Extension 8128) for information on how to order.
Q. How do I order business cards?
A. Business cards are ordered through OMS and printed by Duplicating. Contact Steve Swift in OMS (Extension 7203) for information on how to order. You may also refer to the OMS website to print the "Business Card Request Form"
Q. What should I do if I receive a different quantity on a direct delivery than what was ordered?
A. If your direct delivery has a quantity greater or less than what was ordered, the actual quantity must be indicated on the direct delivery paperwork. Sign the paperwork and return it to the Purchasing and Contracts Branch as instructed.
Q. What do I do if I receive an invoice from a vendor on a direct delivery ?
A. Make sure the invoice references the purchase order number, then sign and approve the invoice and send the invoice to our Accounting Branch. Remember to also sign and date the yellow direct delivery form and send it to Purchasing.
Q. Who do I call if I receive an incorrect item?
A. If you receive an item that does not match what was requested, you should call the appropriate purchasing agent/buyer listed on the site copy of the Purchase Order.
Q. Who do I call if I sent through a requisition but haven't received a purchase order or the items I requested?
A. Contact the appropriate purchasing agent/buyer or purchasing assistant. (Refer to the commodities directory located in the front of the Purchasing Handbook or on our Purchasing and Contracts Branch website.) If you are not sure whom to contact, call Mary Grant at ext. 3005 and you will be connected to the right person.
Q. What should I do if I need to cancel or change a buy-out requisition that was just sent to Purchasing?
A. Contact Mary Grant, ext. 3021. Please also fax a copy of the buy-out requisition and written document that indicates the items that need to be changed or cancelled. Your buy-out requisition can then be changed or cancelled before a purchase order is created.
Q. I just received a copy of my purchase order and realized I need to increase/decrease the quantity of items ordered. What should I do ?
A. Call the appropriate purchasing agent/buyer listed on the site copy of the Purchase Order. The purchasing agent/buyer will make proper notification of the changes to the vendor and make corrections to the order in the computer system.
Q. What do I do if I am ordering more items than can fit on the Buy-out Requisition
A. Attach the Requisition Attachment form to your Buy-out for the additional items. (See sample included in the Purchasing Handbook under Ordering Guidelines. You can also download the Requisition Attachment from our Purchasing and Contracts website.)
Q. What do I do if an equipment item was delivered directly to my site from a vendor and I need to get the item inventoried?
A. Contact Marianne Byrum/Inventory Control on extension 1774. She will make arrangements for someone from the warehouse to come out to your site to inventory your equipment.
Q. Who do I call if I need to reserve one of the conference rooms that are available at the Purchasing and Contracts Branch ?
A. You can contact Beverly Lonzello at extension 3007 to reserve one of the conference rooms.
Q. How do I handle Emergency and Priority Requisitions?
A. See the "Emergency and Priority Requisitions" section located on pages 17 and 18 of the Purchasing Handbook.