Purdue College of Pharmacy
Business Office
Payroll
Procurement and Purchasing
Reimbursements
Travel

New to Purdue and unsure how to place an order? Purdue University offers various options for purchasing goods and services. In the College of Pharmacy, seek assistance from your Department’s Lead Administrative Assistant for department-specific methods. The Purdue Procurement Services site also provides information for all of your purchasing needs.

Not sure where to begin? Try this flow chart to determine the best method for purchasing your item.

Placing Orders

Ariba is the preferred method for purchasing supplies at Purdue University. The preferred vendors have catalogs available through this system and it is the most efficient ordering method.

Ordering through Ariba:

Ariba Training:

The following courses are required in order for the requisitioned role can be assigned.

Ariba Users:

After completing the necessary trainings, please use preferred vendors before utilizing other vendors for University supplies.

In order to use a specific account number, please confirm you have signature authorization and attach the approval in Ariba.

Use the appropriate GL code in Ariba.

Commodity Codes

Commodity Codes are automatically populated in Ariba requisitions. However, a full listing of the commodity code options can be found here.

Ordering with a Credit Card:

Purchasing Cards (also known as P Cards) can be utilized for orders that cannot be placed through Ariba.

  • Remember to order items through preferred vendors.
  • Ensure you have authority to purchase through the account

Check out a credit card from the Business Office:

  • Card may be picked up from our office and returned within the same business day.
    • Purchasing Card Form must be completed when the credit card is returned to the Business Office.
      • Hospitality charges may not be charged to sponsored program funding.
      • Itemized receipts must be returned with the credit card.

Order with Departmental Purchasing Cards (P Cards):

After the P card is used for purchase, submit the Purchasing Card form and itemized receipt to pharm@groups.purdue.edu by the 9th of every month.

  • Find the correct GL using the Frequently Used GL Codes document.
    • Hospitality charges may not be charged to sponsored program funding.
  • PI signature is required if we do not have your name on file with the signature authority.
  • Itemized Receipt must be legible and include date of purchase.

 Additional Information Regarding Purchasing Cards:

Orders via Invoice

When an order is paid by invoice, please work with your department’s administrative assistant to provide the necessary materials. Please confirm the vendor is not available through Ariba before considering payment by invoice.

Once the work has been completed or item has been received, the Business Office pharm@groups.purdue.edu needs the following items in order to process the payment:

  • The DIV form with PI approval
  • Copy of the Invoice
  • New vendors will require Company W9 & PC forms

Refer to Pharmacy’s List of Common GL Codes while completing the DIV form. Hospitality charges may not be charged to sponsored program funding.

Receiving Orders

All orders will arrive to the mail room in RHPH. Please speak to your department’s lead administrative assistant for the process specific to your department. Orders should be picked up in a timely manner and packing slips must be submitted to the Procurement Center as soon as possible.

Shipping Address

Please find below the shipping address for RHPH:

ROBERT E. HEINE PHARMACY BUILDING

575 Stadium Mall Drive

West Lafayette, IN 47907

United States

Packing Slips

Please return all packing slips as a PDF attachment to cospackingslips@purdue.edu

Email Title should read: Pharm, Vendor Name, Purchase Order Number (PO #).

Body of Email should include the Purchase Order Number (PO #) and which items were received.

Reimbursements

Please see our full-page regarding reimbursements.

Current Employees seeking reimbursement should work with departmental administrative assistants to prepare the necessary DIV forms. The address included in DIV forms MUST match the address in the Success Factors system.

Special Cases & Additional Processes

Additional Guidelines by Product Value

  • Is your order over $999, but less than $4,999? Acquire at least two verbal or email quotes for the good or service.
  • Is your order over $5,000, but less than $10,000? Recommend at least two written quotes be obtained for the good or service. *Remember Purdue is tax exempt.
    • Please use the capital equipment GL code, 537200, if one piece of equipment exceeds $5,000 in value.
  • Is your order over $10,000?
    • Pre-Approval from Procurement Services is REQUIRED
    • Simultaneously, submit a Request for Purchases, $10,000 and Over form
      • Do NOT click SAVE until you are ready to submit.
      • Attach quote from preferred supplier and other competitive quotes already collected, plus the Special Purchases Form. *Remember Purdue is tax exempt.
      • Wait for approval from Procurement Services before placing the order.
  • Attach the forms and WS number to the Ariba order
  • Is your order over $25,000?
    • In addition to the steps for orders over $10,000 orders, please complete the following:
  • The Verification of Equipment Non-Availability form is required if one item from your order is over $25k.
    • Procurement Services or a member from our team can assist with providing the list of assets for review.
      • We will need the quote for the product that is over $25,000
      • The list of anticipated users (Research Group name, Entire Department, Entire College, etc)
    • Please confirm that there is not a similar instrument nearby which can be used for your research.
    • Wait for approval from Procurement Services before placing the order.

Capital Equipment

Is your order for Capital Equipment? Physical equipment is valued at $5,000 each. Please be sure to code the capital equipment properly in Ariba.

Purchases Related to Institutional Review Board (IRB)

Are you ordering items for a project with an Institutional Review Board protocol? Please include the protocol with your order request for quick reference.

Unsure whether the project has an IRB? If your activity will utilize data collected from human participants for research purposes, your project must be reviewed by the Purdue IRB.

Procurement Forms