General Purchasing Information
Q. How do I purchase products or services?
Q. What type of approvals do I need to obtain prior to making a purchase?
Q. How do I locate a supplier?
Q. What if I have an emergency and need to purchase something in a hurry?
Q. What is an open purchase order?
Q. Why do I have to pay sales and use tax?
Q. I have a problem with one of my suppliers. What should I do?
Q. What do I need to do before purchasing any kind of technology that includes software, website development, cloud services or hardware?
A. Please review the Technology Acquisition Review Process (TARP) (link also located in the left side navigation) and contact your College IT Procurement Coordinator for assistance to submit the TARP request form. Once you have approval for the technology product needed attach that document to the purchase requisition form and forward that to your SRA Grant Specialist for processing.
You are also welcome to contact Charla Mullen at cmullen@sdsu.edu to review the pre-approved technology product list to see if the product or vendor has already been reviewed and deemed acceptable.
Q. How do I purchase products or services?
A. A purchase is initiated by completing a Purchase Requisition Form.
- Purchase Requisition Standard Form (Excel) (Excel Format, 21KB)*
- Purchase Requisition Expanded Form (Excel) (Excel Format, 21KB)*
- Purchase Requisition Standard Form (Accessible Version) (Word Format, 41KB)*
- Purchase Requisition Expanded Form (Accessible Version) (Word Format, 21KB)*
Details such as make, model, part number, ship to location, and delivery date, must be spelled out completely. Refer to the PAG section 3 for more detailed purchasing information. Also note that purchases may be initiated by using the Procurement Card Program, and under limited circumstances miscellaneous reimbursement for use of personal funds.
Q. What type of approvals do I need to obtain prior to making a purchase?
A. The Purchase Requisition form must be signed by the PI (or designee) and forwarded to the grant specialist who will sign and forward to finance and accounting for data entry and submission to purchasing for final processing.
- Purchase Requisition Standard Form (Excel) (Excel Format, 21KB)*
- Purchase Requisition Expanded Form (Excel (Excel Format, 21KB)*
- Purchase Requisition Standard Form (Accessible Version) (Word Format, 41KB)*
- Purchase Requisition Expanded Form (Accessible Version) (Word Format, 21KB)*
Q. How do I locate a supplier?
- Contact the purchasing department at 619–594–6891, email to SDSURF Purchasing, or refer to the purchasing Contacts for specific buyer information.
- Conduct an Internet search by manufacturer or product name using search tools such as the Thomas Register.
- Ask a colleague or co-worker for a recommendation.
Q. What if I have an emergency and need to purchase something in a hurry?
A. The buyers will always give priority to emergency purchases related to health and safety issues, equipment failures, and other emergencies that can seriously impact the success of a research project. Please note that emergency purchases may be initiated by using the Procurement Card Program as well as by miscellaneous reimbursement for use of personal funds (under limited circumstances). It is absolutely imperative that you contact your Grant Specialist to seek authorization in advance and to assist you with the appropriate method to proceed.
Q. What is an open purchase order?
A. An open purchase order may be issued for a maximum dollar amount and used for low value purchases over a specific period of time. This provides flexibility and minimizes paperwork for the project by authorizing multiple purchases against a single purchase order. Refer to PAG section 3.C.6 for detailed information.
Q. Why do I have to pay sales and use tax?
A. SDSURF is a not-for-profit 501(c) (3) corporation and is not exempt from sales and use tax. Sales tax varies by purchase location as well as by location where goods are shipped to and received from. Refer to the Sales Use Tax Guide (PDF format, 235 MB)* for detailed information.
Q. I have a problem with one of my suppliers. What should I do?
A. Contact the purchasing department immediately at 619–594–6891 or email SDSURF Purchasing when you have an issue with a supplier regarding products ordered or services provided. Provide the purchase order number and detailed information about the dispute. The buyer will contact the supplier for resolution of the issue. It is important that the buyer is included at the beginning of the dispute.
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*Note: Documents in Word format (DOC) require Microsoft Viewer. Download Microsoft Word Viewer
*Note: Documents in Excel format (XLS) require Microsoft Viewer. Download Microsoft Excel Viewer
