Purchasing Information

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Purchasing Department

The MSU Purchasing Department, Purchasing Card Program, University Stores, University Stores Open Orders or Biochem Stores provides the means of obtaining needed supplies, equipment and services based on quality, quantity, service, delivery and competitive prices. You may also purchase supplies and submit your receipts to Jill Richey for reimbursement. Each procedure is explained below.


The MSU Purchasing process is completed through the PLB staff. Faculty and Staff can convey procurement needs to Jill Richey through the submission of an Interoffice Order Form indicating the catalog number, quantity, a clear description and a desired delivery date. Purchase orders are issued by the MSU Purchasing office once the buyer has determined the supplier, product availability, pricing and delivery dates. Emergent needs must be communicated directly to Jill Richey who will make every effort to process an order the same day or within an agreed upon timeline.


The University Purchasing Department has a bidding procedure for both equipment purchases and purchases that quantitatively total to $5,000 and above. The order will go out to bid to various vendors including the specifications listed. The vendors have 21 days to return a written bid. Bids are forwarded to the Department and reviewed by the purchaser. If you do not take the lowest bid, Purchasing will require a “sole source” letter. The letter must state the following:

(a.) A scientific feature on the equipment that only a certain brand and/or vendor can provide and is required for your research/teaching
(b.) A warranty issue
(c.) An already accumulated inventory of equipment of which this equipment may have interchangeable parts to or may enhance


Example 1: purchase of a microscope which has features necessary to conduct your research and after extensive investigation you have found it available from only this vendor.

Example 2: currently own $150,000 in equipment from this vendor and this order will coincide with my inventory.


A sole source can be sent to Purchasing with the order to try to avoid the bidding system; however it does not guarantee that Purchasing will accept it. They may send the order out for bid despite your sole source letter. It is unlikely that your letter will be accepted if you are purchasing common items which are available from various vendors.


Also, if you submit your order, include three quotes and accept the lowest quote, Purchasing will process it without putting it out to bid.



The MSU Purchasing Card Program has been designed to allow for the direct procurement of low-value, small dollar purchases by the end user through the use of a credit card. The intent is to eliminate the need for small dollar item orders. For you, the cardholder, using the card will provide quicker turn-around time on your orders, greater flexibility in ordering and reduced paperwork processing. The purchasing card concept is designed to delegate the authority and capability to purchase these low-value items directly to the end user.


Although the card has many built-in controls, there are certain steps that you, as the cardholder, must take to ensure the responsible use of University funds. You should first become familiar with University expenditure policies (reference the MSU Manual of Business Procedures) and the Principles and Standards of Purchasing Practice. This is the code of ethics that was developed by the National Association of Educational Buyers (Exhibit A). The MSU Purchasing Department operates in accordance with this code, and as you conduct business using the MSU Purchasing Card, you will be expected to abide by these standards as well. Secondly, you must keep in mind that MSU is a publicly funded University and that we, as its employees, have a duty to ensure that its resources are spent in a responsible and efficient manner.


MSU’s MasterCard® program uses both internal management controls and extensive reports to manage and audit the process to ensure that procedures are followed.


The card is a privilege granted to you by the University, and it is expected that you will use it responsibly. The University will seek restitution for any inappropriate charges made to the card. Fraudulent or intentional misuse of the card will result in revocation of the card and/or possible criminal charges, including termination.


Completion of an Application Form (Exhibit B)- Cardholder Agreement and attendance at a brief orientation session are required to obtain an MSU MasterCard®. The card is available to all full-time faculty and staff of Michigan State University. To begin the process, contact your Business Office to request an application form. The information is also available on the web at http://www.purchasing.msu.edu. After completing the form, forward it to Jan McGowan for approval. The form requires your zpid, date of birth and your mother’s maiden name. This information is a security measure that Bank One has made a part of its card distribution program. When you receive your card, you will have to call the bank to have the card activated, at which time, you will be prompted for one or all of the information.


The Bank One/MSU Purchasing Card will in no way affect your personal credit history. You will be notified by the Purchasing Department of orientation dates and times. You will receive your card at the orientation.


Please note that MSU is tax exempt. The tax exempt number is on the credit card. It is your responsibility to inform the vendor that you are tax exempt. The University audits your monthly statement and should the charges include taxes you will be asked to contact the vendor to correct the error.




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University Stores

The University Stores warehouse stocks over 5,000 items commonly used across campus. The product line includes office, scientific, health care and industrial products. The University Stores catalog URL is http://universitystores.msu.edu/catalog.htm

  • University Stores is located on the south side of Service Road, (approximately one block east of Harrison Rd)
  • The customer service counter is located at 114 Angell Building (east of the loading docks). Look for the double doors with the green awning. Immediate orders can be placed at the service counter between 7:30 a.m. and 5:00 p.m. To purchase federally regulated items such as alcohol, and freon from the service counter, MSU ID is required.


Two hour pick up: Fax a completed stores stock requisition form to 517-355-8308 or phone your order to the order desk at 355-1700 ext 187 between the hours of 8:00 a.m. and 3:00 p.m. Orders will be available to pick up at the service counter after two hours and must be picked up by 5:00 p.m.


For Delivery within 1-3 business days: Submit orders via the Web. See Jan McGowan for the authorization required to use this system.




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University Stores/Order on-line

http://webreq.msu.edu
  • Sign on using your Net ID and Password
  • Under University Stores “Build a requisition for items found in U. Stores catalog"
1.) List item # OR Keyword (select Go)
2.) Enter the quantity in text box
3.) Select add button, another screen appears, select close this window to Continue. If you have multiple items to purchase repeat steps 1-3.
4.) Upon completion of your order select shopping cart Go
5.) You can change quantities, remove or add more items to your shopping cart
6.) Select save the changes if changes were made OR select Ok
7.) Enter account number and 082 (no dashes or spaces); select save?
OK Button
8.) Select back to cart button
9.) Select “Create the Requisition?” Ok button
10.) Provide the “date needed” and “special code” (use your last name as the special code as it is what identifies your order when it is delivered to the office)
11.) Select “Process?” Submit Now button
12.) Print the University Stores requisition to submit to the office for bookkeeping purposes
13.) Your supplies should arrive in 1-2 day(s) and will be delivered to your lab




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University Stores Supply List (Hot List)

http://webreq.msu.edu/
  • If you purchase the same items repeatedly from University Stores you may find a “Hot List” useful.
  • Please note the quanity of each item as it varies upon supplies (ie, each, box, etc.)
  • Tip-Once your list is created you cannot add or delete items. We are hopeing that this will eventually change but at this point it is not flexible in the area of "edits".
  • Sign on using your Net ID and Password
  • Under University Stores "Build a requisition for items found in U. Stores catalog"


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Instructions on how to create a Hot List

1.) List item # OR Keyword (select Go)
2.) Enter the quantity in text box
3.) Select add button, another screen appears, select close button to Continue. If you have multiple items to purchase repeat steps 1-3
4.) Select shopping cart Go
5.) Select "save as list"
6.) Enter a name for your list
7.) Select level of access
(a.) University level lists may be shared by everyone at MSU.
(b.) Department level lists may be shared by everyone in the department.
(c.) Personal lists may only be used by you.
8.) Save List


You have created your Hot List.

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Instructions on how to use a Hot List 

http://webreq.msu.edu/
1.) Select “Hot List”
2.) Select the type of Hot Lists to view and click the GO button.
3.) Select your Hot List
4.) Select Desired Option?
5.) Use caution at this point as your entire hot list appears and should you wish to purchase only a few items then indicate quantities to those items only.
6.) Select “Continue Shopping” or “Go to Shopping Cart”
7.) Changes can be made to quanities, addition of items or deletion of a line item, however you must select Save Changes to reflect those changes
8.) Select "OK"
9.) Enter account number and "082" - no slashes or spaces
10.) Select OK
11.) Select back to cart
12.) Create a Requisition – Select “Ok”
13.) Complete:
(a.) Date Needed
(b.) Special Code – (use your last name as the special code as it is what identifies your order when it is delivered to the office)
(c.) Delivery and paperwork address
14.) Select “Submit Now”
15.) Print the requisition to submit to the office for bookkeeping purposes
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University Stores “Open Orders”

This offers a quick and easy way to buy supplies not available from University Stores. This program offers approximately two hundred vendors to choose from, and a streamlined ordering process with substantial vendor discounts. Please note that university stores “open orders” increases the total purchase price by 6%. A list of participating vendors is available at http://universitystores.msu.edu.

The following limits exist:

  • No single Order can exceed $2500
  • No rentals
  • No Radioactive material

You are able to complete the Open Order form and fax it to the number provided on the form or you can use the on-line system. Please see Jan McGowan for the required authorization to use the on-line system. For accounting purposes please provide Jan McGowan with a copy of your order.




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University Stores “Open Orders” / Order on-line

http://webreq.msu.edu


  • Sign on using your Net ID and Password
1.) Open Orders (Order Entry) Select GO
2.) Locate the desired vendor on the drop down list. Select GO
Note: Out of town vendors are identified by an asterisk.
3.) Open Orders Customer Information
  • Required fields are identified by an asterisk.
  • Multiple account numbers can be used.
  • Amounts can be split by percentage (account distribution must equal 100%)
  • Tip: Date Needed: “enter the numbers only with no dashes or slashes”.
4.) Requested Routing
  • Would you like University Stores to place the order? Select “Yes” for out of town vendors and all other orders, unless you plan on placing and picking up the order.
  • Select GO
5.) Enter information (quantity, unit price and product description are required fields).
  • The catalog/part number is helpful when available.
  • Select Save Line: GO button
  • The line must be saved for data to be retained. If you select “OK” prior to saving the line, your entry will be lost.
6.) The order summary page provides the opportunity to make final corrections to:
  • Delivery information, account number, line and routing changes can be made by selecting the GO button.
  • Additional items can be ordered by selecting MORE
  • You cannot delete a line item. If it is necessary for you to delete a line item you must Cancel and start the process over.
7.) To submit your order select Submit Now
8.) University Stores “Open Orders” will send an e-mail confirmation to the address indicated on the customer information screen.
9.) Once you receive your confirmation please forward the e-mail to Jan McGowan at: jmcgowan@msu.edu.



Biochemistry Stores is located in Room 2, Biochemistry Building. The phone number is 3-0813. Biochemistry Stores stocks a number of specialty chemical items. Additionally, Biochem Stores has established open orders with the following companies and can usually get next day delivery:

  • Bio-Rad
  • Fisher (Promega)
  • Aldrich Chemical
  • Gibco (BRL)
  • Pharmacia
  • Sigma
  • Amersham (NO Radioactive)
  • Perkin-Elmer
  • U.S. Biochemical


Please note that Biochem Stores does increase the price on items purchased through them.


Also, all orders are accompanied by a receipt. It is imperative that you provide the accounting staff with this receipt. It is used to validate your charges and kept in the files for auditing purposes. Without the receipt your account could be charged in error and result in invalid charges.




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Reimbursement Voucher

1.) Magazine subscriptions may only be reimbursed if the publisher will not accept payment by MSU Purchasing Card.
2.) If direct deposit is desired, MSU Z-pid is required or MSU Net ID for students
3.) Several purchases may be listed on one voucher. A reimbursement voucher will not be prepared until the total to be reimbursed exceeds $2.00. You cannot be reimbursed for purchases over $2,500.00. Should you have an order larger than $2,500 you should use another method to purchase your item(s).
4.) An original paid receipt showing date of purchase, details of items purchased, and amount of expense is required.
5.) In the case of a business meal, the voucher should also document attendees, business
purpose, and whether or not alcohol is included in the charge. Alcohol charges are reimbursed for recruitment and/or seminar speaker expenses only. 'Please note: Grant accounts allow only the charges for non-msu employees to be reimbursed. All others attending will be responsible for their meal charges.
6.) Purchases made via the internet: the receipt obtained must conform to the same
standards as above. If a web receipt does not indicate proof of payment, you will need to submit a credit card statement showing the purchase was made (any other personal data on the statement should be redacted for privacy purposes).


7.) Please complete the reimbursement voucher, and submit it to the accounting office along with the necessary receipts. A voucher will be prepared for you and put in your mailbox to be signed. Please sign the voucher using BLUE ink to distinguish the original from the copies.
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