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Purchasing Guidelines

Credit Card Checkout

Credit cards can be checked out when purchasing items from a local vendor (we need to minimize time credit card is checked out so it will be available to more students). If you would like to order an item online see below.

Note: We (the EPICS staff) are responsible for the students’ actions and are also responsible to work with the business office to deal with all of the consequences of poor decisions from the purchaser. We could lose the privilege of having credit cards for all of the teams if we do not follow the rules. This is your opportunity to act responsibility and make EPICS shine.

Purchase Request Forms

  • Print out and complete the Purchase Request Form completely.
  • All Purchase Request Forms must be authorized by the advisor for your project. If your request is from a website, include a printed copy from the website which includes the item information and a picture if possible.
  • Overseas vendors are strongly discouraged as shipping fees can be extremely costly to your team.
  • After the form is filled out completely and authorized, give it to the front desk in ARMS 1200 or email to epicsord@purdue.edu.
  • The EPICS office will contact you via email when the item has arrived or if there are any problems with the order.
  • Must have a separate order form for EACH vendor. (This is a Purdue requirement, not EPICS)

Local Vendor Purchases

  • Check out the credit card when ready to go to the vendor - Please return the card PROMPTLY with the receipt to ARMS 1200.
  • Credit card MUST be used between 8am & 5pm weekdays only, unless special permission has been given.
  • Must have a separate order form for EACH vendor.
  • Purdue is tax exempt and tax should not be paid - if tax is charged, the individual will be required to go back and have it removed (tax exemption number is on the front of the credit card).
  • Print out and complete the Purchase Request Form completely.
  • After the form is filled out completely and authorized, bring it to ARMS 1200 or email to epicsord@purdue.edu.

Online orders

  • All online orders are to be done in our office by trained office staff; students are not allowed to use EPICS credit cards to make online purchases.
  • No EBAY OR PAY PAL ORDERS (no variation of Pay Pal or EBAY) are allowed.
  • Overseas vendors are strongly discouraged as shipping fees can be extremely costly to your team.  Shipping time can be significantly longer and currency exchanges can also be a problem.

Reimbursement Requests

You will not be reimbursed for items that you purchase on your own. Use one of the above procedures instead of requesting reimbursement.