Orders placed Monday-Wednesday before 12:00pm are typically processed the same day.  Orders placed after 12:00pm are typically processed the next day.  Orders placed Thursdays and Fridays are typically not processed until the following Monday unless urgent.

Do not make purchase commitments for items or services with outside vendors without having a PO in place first.  This is to protect your lab and the University - always run the requests through Oracle first or talk to the Physics Purchasing Office.

Normal purchasing processes (UCR approved Oracle vendors) are to be used FIRST.  The vast majority of purchases can (and should) be routed through the Physics & Astronomy Purchasing Office.

Obtaining multiple quotes is encouraged for non-standard items/services. Often vendors offer Higher Education and/or UC discounts.  Main purchasing will ask for quotes from multiple vendors on requisition submittals.

The Physics and Astronomy Purchasing Office staff use University issued credit cards (Procards) for goods and vendors that cannot be processed with Purchase Orders.  Pro-cards are to e used BEFORE using personal funds.  Most often Prof-card purchases are used in stances where vendors are not established in Oracle or cannot agree to PO terms.  Pro-card requests should be routed via Oracle (include links such as Amazon etc.) – not emailed.

Campus has a heavy push to use Pro-Cards more and PO’s less.  Pro-Card purchases now have $10k threshold.

All purchase requests need to be initiated in Oracle by the end user.  We do not process email request for orders.  This includes publication charges *a PO should be in place prior to receiving an invoice* as well as Membership fees.

Please follow these Protocols:

1. Do your due diligence and come with relevant info to reference like a PO number, req number, order date
2. Read your emails and look for confirmation of delivery and communicate with your lab personnel
3. Contact your building Receiving Room Admin.
4. Contact the Transactor that placed your order

If you need to cancel* an order, or need us to return the order back to your queue for you to update, use the group email.

Email: physicspurchandtrvl@ucr.edu or the transactor listed in your PO.

*Some vendors offer same day shipping, if items shipped before you contact us note that we will need to wait for the item to arrive. And then ship back.  Additional fees may apply.*

These goods and services may be procured through Receiving Services (formerly Campus Storehouse/ScotSupply). Please go to UCR Work Order System Portal

1. Click "Submit a Request"
2. Select "Work Order System" from the drop-down menu
3. Choose "Receiving Services Request"
4. Choose from the following services in the "Receiving Service" drop-down menu and add your desired items. Please see additional ordering instructions for each request type:
   1. Gas cylinders/Specialty gas cylinders
      1. Gas cylinders will be delivered directly to your lab, so enter the correct building and room number
      2. If you have cylinders to return, list the # of tanks and their building/room locations in the "Additional Information" textbox in the "Delivery" section
      3. Label the tanks that are being returned, disconnect them from any hoses/apparatus, and ensure access to the tanks is not blocked, or they will not be picked up
      4. Email Judy Plaxo with any other questions: judy.plaxo@ucr.edu
5. Complete the rest of the sections on the form and submit
   1. If the COA won't populate in the respective field, provide in the "Additional Information" textbox at the bottom of the form
   2. If your PI won't populate in the respective field, enter "Valerie Corral" instead
   3. Receiving Services is still adding COA/PI data to the program and estimate it will take a few more weeks before these fields are completely updated

More information can be found directly on Receiving Services website 

Vendors that physically come on campus to service any equipment must have appropriate insurance on file with UCR before any work can be completed.

Email physicsandpurchtrvl@ucr.edu before having service scheduled to confirm the chosen vendor meets UCR insurance coverage requirements and can take a purchase order as payment.

List of pre-approved vendors that you can use to submit a non=eCatalog order request:                                  

Hosted Catalog Suppliers

Keep in mind that UCR typically pays sales or use tax on purchases of tangible property, such as equipment and supplies.

Suppliers often fail to include taxes in quotes. Procurement Services will build in sales or use tax unless the department identifies the purchase as for resale, or that the purchase is against a Federal Contract whereby the title is retained by the Federal government. For supplier’s who do not collect CA sales tax, UCR Accounts Payable will accrue the use/sales tax and pay it directly to the state.

Sales Tax: Retail sales to UCR by California retailers are subject to sales tax. The obligation for the payment of California sales tax lies with the retailer, not the purchaser.  State laws require the retailer to charge sales tax to the purchaser at the time of sale.

Use Tax: A use tax obligation arises when UCR purchases a commodity which is taxable under California State Sales and Use Tax Law, but for which the retailer has not billed, or the retailer is not licensed to collect California sales tax.  The current rates for use tax are the same as for sales tax.  The liability for payment of use tax belongs to the purchaser (UCR).

Regardless of the procurement method utilized, the required approvals indicated must be obtained prior to purchasing the following items: 

If the goods and/or services are Federally-funded, the applicable Federal requirements must be followed in addition to standard state laws (PCC) and UC Policy (including but not limited to BUS-43). Non-federally-funded goods and services ≥ $100,000 must be purchased in compliance with the California Public Contract Code (PCC) and UC policies.  The UC must use its own documented procurement procedures which reflect applicable State laws and regulations, provided that the procurements conform to applicable Federal law and standards.  Mixed funds (both Federal and non-Federal) are subject to Federal and State requirements, but when in conflict, the more restrictive requirement governs.

The Source Selection & Price Reasonableness Form

UCR is moving to a Campus-wide Supplier Strategy.  This will increase UCR’s ability to leverage spending and the ability to better negotiate agreements due to consolidated spending.

What does this mean for you?

• Not all current UCR suppliers and Purchase Orders will be converted into the new Supplier Portal/Oracle Procurement module
• A smaller supplier database is easier to manage and working with a smaller database presents a lower risk to the University
• Improved efficiency in the procedure to pay process, ability to develop strong standards with invoice submission and payment methods
• New supplier portal and request process will be implemented in July 2023