Purchasing Guidelines for Indianapolis

Each team should assign one individual to place all orders. This individual will be responsible for placing all orders with the purchasing team as well as obtaining a Purdue credit card from ET 215A.

In-person purchases from local vendors (Walmart, Menards, Lowe's, Home Depot, etc.)

  • Request the Purdue credit card by completing the online purchase request form.
  • Once the form is submitted, email the Program Manager to set up a time to check out a credit card.
  • A credit card can't be checked out without the purchase request submitted and signed.

Note

  • Complete one purchase request for each vendor (store). Do not combine multiple vendors on one form.
  • The credit card must be returned by the following business business day with an itemized receipt showing all the items purchased.

Online orders (Amazon, Digikey, Fastenal, etc. )

  • The Engineering Purchasing Center places online orders with instructor's approval.
  • To gett instructor approval:
    • Complete a purchase request form. Once the form is submitted and signed by your instructor, emailed the signed form to engrprocure@purdue.edu. IMPORTANT: The subject line of your email must read: EPICS/VIP Teams [Your Team Name] (ex. EPICS/VIP Teams SoCET).

Note

  • A confirmation email will be sent with a ticket number.
  • A second email is sent when the ticket is assigned to a procurement team member.
  • A third email is sent when the order has been fulfilled by a procurement team member.
    • This email includes the purchase order number.
    • Keep the purchase order number. It will identify a package if the vendor did not include the team name information.
    • Do not send follow-up emails to the purchasing team. Such emails will delay the processing of the order.

Important reminders

  • Get orders in early. Do not wait until the last minute.
  • Do not use the Hobby King, Ebay, AliExpress, Temu, SheIN.
  • Avoid using international vendors. Customs and shipping will delay orders significantly.
  • When possible, use these preferred vendors:
    • Fastenal
    • Fisher
    • Kirby Risk
    • Amazon (Please allow additional time for these purchases as VIP has to get the items unblocked.)
    • Office Depot
    • Digi-Key
    • B&H Photo

All purchases must be done utilizing the above two methods.

  • Do not use a personal credit card or cash.
  • Reimbursements will not be given.
Purchase Request Form

Contact information

The business office is open 8:30 a.m.-4:30 p.m., Monday-Friday for any questions about orders.