Ordering Your Supplies

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

How to order: 

Place your supplies orders through Carrie Donohue (MBH 120), Purchasing Coordinator.  (If you are in the Spatafora Lab, check with Dr. Spatafora for the current procedure.)  

Fill out a"Purchase Request Form"  (FORMS and WORKSHEETS page).  Electronic versions are preferred.  When your adviser has approved your request s/he should email it to Carrie Donohue (cdonohue@middlebury.edu). If using a paper version, initial by the checkbox "Adviser has reviewed and approves purchase" before giving it to Carrie.

The form is generally self-explanatory, but if you have questions about it consult your project adviser.  

You may charge multiple funding sources on one request form. 

Stockroom Purchases:  If you have budgeted for items available through the Stockroom, on the Purchase Request Form indicate "Stockroom" under vendor. List the items as appropriate, referring to the Stockroom Online Catalog if necessary. Have your adviser email it to Carrie Donohue, or if you print it out, have your adviser sign before taking it to the Stockroom.

IMPORTANT:  Plan ahead!  Please allow plenty of 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.  Ground shipping can take up to 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, Beth Eliason, will arrange to have your order delivered to the room you specify on your Purchase Request. (All orders are shipped 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 Beth or with Carrie.  Sometimes items end up back-ordered and the companies don't tell us!  If there are any errors with your order, notify Carrie 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 Carrie or Joanna:
With rare exception you should purchase your supplies through the Bio Department, however if you have to pay for something out of pocket, or incur reimbursable mileage, you may request reimbursement.  Fill out a Reimbursement Request and give it to Carrie Donohue along with your original receipt(s).  These forms are available online, as well as the main Biology bulletin board across from MBH 343. 

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

Department of Biology

McCardell Bicentennial Hall
276 Bicentennial Way
Middlebury College
Middlebury, VT 05753