PURCHASING DEPARTMENT SERVICES

The Purchasing Staff:
- Provides expertise in the acquisition of materials, supplies, equipment and services
- Ensures timely acquisitons of goods and services
- Develops sources of supply
- Reviews requisitions, specifications and suggested sources of supply
- Receives, analyzes and awards competitive bids on requests for goods and services totaling $2000 or more
- Establishes contracts through competitive bid process on items and services used repetitively
- Provides assistance and direction to departments in settling disputes with suppliers arising from purchase transactions
- Provides follow-up services on outstanding orders and resolves any problems that may arise
- Refers information about new and improved products to departments using those products
- Provides sources and pricing information to University departments
- Provides tax exemption certificates to suppliers
- Completes credit application as required
- Coordinates equipment/furniture leasing
- Assists departments in returning purchased items

 

In the event an item needs to be returned to the supplier, here are the steps to follow:

1. Call the supplier and arrange for the return

· Item to be returned and it’s price
· Return address
· Return authorization number (RMA)
· Which party will be responsible for any return shipping charges.

Rule of thumb: whoever made the mistake pays for return shipping. Example - If you ordered 5 and the company sent 10, the company pays return shipping. If you ordered 10, decided you only need 5 and return the remaining 5, you pay return shipping.

2. Prepare item for return

· Use original packaging (some items can’t be returned without the original packaging.
· Use return address and RMA number (if any) supplied by the merchant
· Fill out Material Return Requisition and attach to outer package

Things to keep in mind:

· Items that are routinely stocked by a supplier can, in just about all cases, be returned and credited for the full price.
· Items that are specially ordered may not be returnable at all, or if returnable will be assessed a restocking charge for which the department will be liable.
· Each supplier should have a return policy. Ask for it if you have any doubts about the suitability of an item.
· Keep original packaging until you are certain you are keeping the merchandise.
· If you have anything to return, do it promptly.