Middlebury

 

Ordering Your Supplies

Once you have an approved budget, you can begin spending!  

How to order: The majority of the time you will place your supplies orders through Joanna Shipley, the Biology Coordinator.  (If you are in the Spatafora Lab, give your requests directly to Frank Spatafora.)   Requests should be made using the blue "Student Purchase Request Form", which can be found in two places:  1) in the Biology Common Room (MBH342) towards the top of the forms rack, to the left of the window, and 2) on the main Biology Department bulletin board opposite MBH 343.

The form is generally self-explanatory, but if you have questions about filling it out, consult your project adviser.  (Note: you do not need to fill in the estimated amount at the top of the form - that's for Joanna.) The forms require your adviser's signature before giving them to Joanna.

CLICK HERE for an example of a filled out form.  It includes a quote (page 2) although quotes are NOT common.  The quote is a pricing discount arranged through the sales rep for the company.  Your adviser will know whether getting a quote is appropriate. 

Though not ideal, you can charge multiple funding sources on one request form (either by dollar amount or by item). 

You may leave your completed Purchase Request Form in Joanna's mailbox in MBH 342, or if there is something unusual about the order that you'd like to point out, you can bring the request form directly to Joanna in MBH 375.

IMPORTANT:  Plan ahead!  Please allow two days lead time for orders to be placed.  And if you wait until the last minute and the order requires rush shipping, remember that additional cost is charged against your budget, leaving less for other supplies. 

Shipping costs:  Shipping costs can vary from "free" to over $40.00.  Heavy items, or items shipping overnight, tend to cost the most.  If the shipping cost for your order was significantly different from your estimate, Joanna will let you know. 

Shipping speed: Depending on what you're ordering, items may ship ground or overnight.  The longest it should take, if shipping ground, is about 7 days from the West Coast.  Please keep all this in mind when you're choosing the "I need this by" date on your request form!

Deliveries:  Our Stockroom Manager, Tom Sheluga, will deliver your order to the room you specify on your Purchase Request. (All orders are delivered to your adviser's attention. The Stockroom doesn't accept deliveries for students.)  If your order doesn't arrive by the date you specified, feel free to check with Tom, or with Joanna.  Sometimes items end up back-ordered and the companies don't tell us!  If there are any errors with your order, notify Joanna immediately so she can contact the company.

Keep track of your spending:  You're expected to keep track of, and stay within your budget(s).  If you have multiple sources of funding, it's especially important you keep good records. 

Circumstances when you would not go through Joanna:
There may be occasions when it's more practical for you to purchase something out of pocket and request reimbursement.  Or you may be requesting reimbursement for mileage.  If the expense is to come from your Biology budget (or LCRC, Sigma Xi, or Beck Funds), submit a (yellow) Student Reimbursement Request to Joanna, along with your original receipt.  These forms are found on the main Biology bulletin board across from MBH 343.   If the expense is to come from your Senior Research Project Supplement, submit your receipt to Cheryl Whitney Lower, URO, in Davis Library (details are on the URO website).

If you have any questions not covered here, please check with your adviser or Joanna!