Basic Steps¶

1. Get your BoM approved by your TA (happens automatically on submission of report 2, unless it is inadequate).
2. Select a "purchasing lead" (only person allowed to submit orders from your team).
3. Purchaser creates multiple orders lists (likely a subset of your BoM) throughout the quarter and submits one of three ways:
   1. If an MAE account, log into OPP and create an order, select Jason K. Moore as the approver.
   2. If from a BME account, email the order list to your TA and they will order.
   3. If your client/sponsor is buying for you, then follow their protocol to submit orders.
4. Wait for item arrival (ship to MAE office C/O you and they will email you on arrival).
5. Pick up package at MAE office and sign the sheet to know package has been received.

Key Guidelines¶

• Project funds are only granted through an approved Bill of Materials (BOM). The first BOM was submitted in your Preliminary Design Report at the end of the first quarter.
• There are two additional opportunities (making 3 in total) to request/change funds for your project. These will be submitted via BOM Change Orders described below.
• Once funds are approved, proceed with purchasing only the items from your BOM by any of the means described below.
• BME funded projects must have their TA place the orders! See the "Ordering for BME Funded Projects" section for more info. Students from BME funded projects do not have access to the OPS and must submit purchase requests through their TA. These submissions can only occur every two weeks.
• The University does not have an Amazon Prime account.
• We've been having issues getting POs for Home Depot, please send a request for a reimbursement prior to making a purchase.
• We do not offer reimbursements except in special circumstances.

Purchasing Lead¶

Select one purchasing lead. The lead's responsibility includes:

• place orders
• indicate recieved orders
• submit packing slips to MAE Office
• serve as primary liaison with MAE and Shared Services offices or with your client if they are handling purchasing

Resources¶

OPP User Registration¶

If your purchases are made through your client, ignore this section.

On-line PrePurchase (OPP) Link: http://prepurchasing.ucdavis.edu/

Team Purchasing Lead: Contact Jessica Rodriguez <jesrod@ucdavis.edu> of the MAE staff to register as OPP user and obtain a brief OPP user training. Provide your Kerberos ID and phone number (cell phone preferably) for OPP user registration to MAE staff.

OPP Order Placement Procedure¶

Step-by-Step procedure for using the OPP system can be found in this powerpoint: https://ucdavis.box.com/shared/static/xd9w3j60on4xus6nc5lvhztei4tflddy.pptx

Additionally, After logging into the OPP webpage and navigating to the order placement page, there is a Guided Tour button highlighted in a green box with blue text near the top of the page.

Shipping¶

You can ship items to the department and they will notify you via email when they arrive:

Ordering for BME Funded Projects¶

Projects funded through the UC Davis Clinical and Translational Science Center (CTSC) or UC Davis School of Veterinary Medicine require a purchasing information to be sent to the TA so the TA can place the orders. A table or spreadsheet organized alphabetically by vendor with the following information must be sent to your team's TA via e-mail:

1. Vendor Name
2. Quantity of item
3. Unit
4. Part Number (if applicable)
5. Item Description and URL
6. Unit Cost
7. Shipping Method
8. Address of vendor (if doing in-store pickup)

Local Purchases¶

To place an OPP order at a local store for pickup, these are the procedures to follow:

1. Go to local store and record quantity and part number of items or make a conservative guess at the prices.
2. Place OPP order listing the normal quantity, unit, parts number, description.
3. Under "Shipping Options" in OPP, select "no shipping required".
4. In the "Comments and/or special instructions" section please type, "requesting PO only, please e-mail PO to ____." in include your email.
5. OPP will give a purchase order in the amount needed to pick up the items at the local store, and will be delivered to your email.
6. Return the receipt as the "packing slip"

Reimbursement for Out-of-Pocket Expenses¶

UCD policy strongly discourages out-of-pocket expenses. However, emergency expenses may be unavoidable due to extenuating circumstances (e.g., no access to a Purchase Order after MAE office hours; emergency purchase; Department Purchase Order not accepted by a store/vendor).

Out-of-pocket expenses must be PRE-APPROVED by one of the instructors and must be deemed necessary for the capstone design project.

Total out-of-pocket purchases (including tax and shipping cost) must not exceed $500 per receipt.

• Complete an Engineering Reimbursement Request form (http://mae.ucdavis.edu/wp-content/uploads/2013/11/ExpenseReimbursement.pdf) and obtain instructor’s approval.
• Save and sign the original receipts if signature specimen is not already on the receipt.
• Submit the completed form, along with original receipts, to one of the MAE staff, 2132 Bainer Office.

Bill of Materials Change Orders¶

As professional engineers, you have a fiduciary responsibility to spend your sponsor’s funds in the best interest of the project. Therefore, it is critical that you plan your purchases prudently. That said, there is no way to foresee all the stumbling blocks that will occur over the course of this quarter and additional purchases are almost certain.

There will be a cap of two additional BOM changes for the remainder of the quarter. Any changes to your BOM must be justified and approved before funds are released. Change requests will be submitted as a one-page memo answereing each of the following questions:

1. What are you changing?
2. Why are you chainging it?
3. What do you need to purchase in order to facilitate this change?

You must also submit an abridged BOM of the changes indicating what additionally is needed including all vendors, part numbers, quantities and cost. The new BOM can be an attachment and need not fit within the one-page limit of the memo. These will be sent to the instructor, your TA, and your sponsor for approval. When your funds are approved, you can purchase through any of the above means.

Tips¶

• Plan your purchases well in advance to avoid rush orders and unnecessary high shipping charges.
• When in doubt about our policy and procedures, please contact the main office.
• Your cooperation is much appreciated!