Purchasing Office:
Purchasing Guidelines
Any purchase should be submitted to the Purchasing Office on a P.O. Request
Form prior to buying the item.
Please use one Purchase Order Request Form per vendor when ordering several
items.
Attach all quotations or other descriptive information to the Purchase Order
Request Form.
Computers and other equipment purchased with University controlled funds
remain property of the School of Social Sciences.
Certain items will need justification letters in order to meet audit
requirements. These can be in narrative or paragraph format and need not
be lengthy. They can be sent as an email or as a memo.
- Single Source-to be used in the case there are more than one source, but
you must use a specific source. This should include the reasons for the
exception to competitively shop for the item(s). Usually, price is not
alone acceptable. Matching existing items, electrical interfaces,
availability and/or warranty issues are most frequently approved.
- Sole Source-to be used when there is only one manufacturer or supplier in
the world (or within reason) for the item(s) needed.
You do have other options for purchasing items. As an example, you
may purchase an item at the UCI bookstore and have the item recharged to your
account and fund. You may also purchase items under $500 (including shipping
and tax) yourself and seek reimbursement from Jin Chae in the Social Sciences
Business Office jin.chae@uci.edu or (949) 824-2601).
Remember: You are not allowed to spend more than
$100 per day per vendor. If you go over this requirement, you will need to
include an exception note explaining why it was necessary to go over the amount
and the item require approval from Social Sciences Dean Dosher.
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