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Purchasing Guidelines

Please Note: Some items may be deemed unallowable for purchase on certain PG/Accounts. For more information regarding account types and allowability, please see Business Practices and Grant Administration sections of this website. If you have questions or need assistance, our Purchasing Coordinator or Business Office representatives are always available to guide you through any processes.

  Marketplace Orders   Reimbursements   Lab Coat Cleaning
  Credit Card Purchases
  Undergraduate Thesis   Shipping
  PeopleSoft Requisitions   Packing Slips   Phones
  Equipment Orders   Invoices   Copier Use

Marketplace Orders

Examples of the vendors commonly used for Chemistry purchases in the Marketplace are: Office Max, Fisher, VWR, Dell, Apple, CDW-G, Sigma, Grainger and Newark. These are considered preferred vendors because Princeton University has a contract with these suppliers. Seek to use an existing contract supplier first before entering into an agreement with any other suppliers.

To obtain access to the Marketplace, print a Marketplace application and return completed form to the Purchasing Coordinator. It will then be approved and routed to the Office of Finance in order to set up your account.

Log into Marketplace

Once in Marketplace, you can choose a vendor and place an order as well as check the status of an order by clicking on the “Orders” tab.  If your order status reads “current”, this means you have not approved your order yet.  You must approve your order for it to be routed to the Purchasing Coordinator for final approval and issue of order.

The Purchasing Coordinator will be able to walk you through any questions you may have regarding Marketplace use.

Credit Card Purchases via Department Purchasing Card

The departmental credit card is typically used to purchase items in cases where the vendor may only be used one time or for vendors which are not yet set-up in PeopleSoft but the order is of an urgent nature.  It is also used for small ticket items, meals, and other items as determined at time of purchase.  

If you wish to purchase using the credit card, you may either send an email to the Purchasing Coordinator with the direct link to the product you wish to buy or you may complete a purchasing requisition form including the vendor, product, quantity, and other applicable information and deliver to the Purchasing Coordinator with notation to purchase via credit card.  In either case, you must supply the 7-digit account number you wish to charge the item to.  If you are unsure if an item should be purchased via credit card, please contact the Purchasing Coordinator.

PeopleSoft Requisitions

To obtain access to the PeopleSoft purchasing site, print a PeopleSoft application and return completed form to the Purchasing Coordinator.  It will then be approved and routed to the Office of Finance in order to set up your account.

Log into PeopleSoft 

“PeopleSoft Purchasing Part 1 – Requisitions” is a class designed for new users and can be found on the Princeton Training Website.   A helpful cheat sheet will be provided during training.  The Purchasing Coordinator has also designed a quick-reference handbook for the Department of Chemistry PeopleSoft users.  

When entering your requisitions, please remember to put the catalog number with description and an exact price for your items.  Remember to approve your order to ensure it will route to the Purchasing Coordinator for final approval.

If you find that you have an order for a vendor that is not located in PeopleSoft, please bring your order to the Purchasing Coordinator.  It will then be determined if the vendor should be added to the system or if the item should be ordered on the departmental credit card.

Please note: When placing a PeopleSoft order for Airgas, please use vendor: Airgas East. Also, a line must be added to the requisition for a "Cylinder Processing Fee". Currently, the rate is $12 per cylinder.

Please note:  Any changes to any original order should be brought to the attention of the Purchasing Coordinator immediately - Such items would include duplications, adding item(s), cancellations and price changes.

Equipment Orders

Equipment orders exceeding $5,000 in whole or in part will be processed by the Purchasing Coordinator.  In addition to any standard purchasing paperwork, additional documentation is required, such as a valid quote and a completed Sole Source Justification form.        

All equipment purchases will need to be approved by the Grants Manager prior to ordering.  This is to ensure allowability to the PG/Account being charged.  The Purchasing Coordinator will obtain this approval once all required documentation is received.

Reimbursements

Requests for reimbursement should be submitted to the Purchasing Coordinator for processing.  All requests must include the 7-digit account code being charged, an explanation documenting the reason for the charge, attendees (for meals, meetings), and any applicable original receipts.  Submissions should be on an Employee or Student voucher and must be signed by the account owner (Professor/Advisor).  In the case of a missing receipt, a Missing Receipt Voucher must be completed, signed and submitted as well.

Employee Voucher
Student Voucher
Missing Receipt

Please note: Princeton University is tax exempt.  The university does not reimburse for tax.  As such, please print and use a tax exempt form when making any purchases.  This form may be used ONLY for purchases relating to Princeton University business. 

Undergraduate Thesis

For Junior and Senior Undergraduates participating in the Thesis Program, please note the following purchase practices:  All orders, including Stockroom purchases, require your full name on applicable paperwork such as order forms, vouchers, shop usage logs, etc.  Should you have any questions regarding purchases or your account balance, the Purchasing Coordinator monitors these accounts and will be able to assist you.

Packing Slips

Packing slips are required to determine receipt of goods/services in order to issue payment to vendor.  All packing slips for purchases must be turned in upon receipt.  Silver mesh wall units, located just inside the doors on the Atrium side of all labs, have been provided for drop off of packing slips.  These are collected by the Purchasing Coordinator on a regular basis.

Invoices

All received invoices must be given to the Purchasing Coordinator in order to be processed for payment. Invoices must reference a Purchase Order number (if applicable) or a 7-digit account number to charge.

Lab Coat Cleaning

If your lab coat requires cleaning services, it should be dropped off in the hamper outside of the Purchasing Coordinator’s office (Room # B03).  Enter your full name and 7-digit account number to charge on the sign out sheet provided.  Coats are usually picked up by the cleaning service on Thursdays and available for your pick-up the following Thursday.  Cleaned coats may be picked up on the rack located near the Stockroom.

Shipping

UPS: Any items requiring shipment via UPS should be brought directly to the Purchasing Coordinator and must include the following information: ship to address, value of package, method for shipping, and 7-digit account number to charge.

Federal Express: FedEx shipping supplies are located in the Atrium level main mailroom (Room # A26).  All parcels to be sent out must be placed in the plastic bin provided and signed out.  The sign-out sheet located next to the plastic bin must include the following information: Your full name and the 7-digit account number to charge.  If the item(s) shipped are of a personal nature, as opposed to business, mark the sign-out sheet “personal” instead of providing an account number.

Note: Reimbursement of personal charges should be remitted to the Purchasing Coordinator via check made out to: The Trustees of Princeton University.

Returns:  In the case that you need to return an item to a vendor: Bring the item in its original packaging (if possible), the packing slip associated with the item, and the reason for return to the Purchasing Coordinator.  You must provide the 7-digit account number used to make the original purchase in order to ensure the credit for returned item is applied correctly.

Phones

If you require a phone line to be installed or disconnected in your office or lab, or require changes to the online directory contact information, such as room location, telephone or fax number, please contact the Purchasing Coordinator for assistance.  

Copier Use

Copiers require a 5-digit code in order to initiate copy functions.  If you have questions regarding the appropriate copier code for your group, please consult with your advisor or lab administrator.  If you are a professor requiring a copier code to be set-up for you, please contact the Purchasing Coordinator.

Reminder: Some items may be deemed unallowable for purchase on certain PG/Accounts.  For more information regarding account types and allowability, please see Business Practices and Grant Administration sections of this website.  If you have questions or need assistance, our Purchasing Coordinator or Business Office representatives are always available to guide you through any processes.