Purchase Orders

Forms

Purchase Orders
Purchase Orders (For Chemicals)

Before submitting your Purchase Order request, you must read the below information.

Submitting incomplete or incorrect orders will result in a processing delay.

Complete orders following the below instructions will be be given priority.

Step 1: Access and fill out the appropriate PO request form above.

Step 2: Determine if Vendor is a Catalog Vendor, please view image below for current Catalog Vendor:

If they are not a Catalog vendor, please provide a quote with PO request. ALL NON-CATALOG orders require quote.

Step 3: Send the completed PO request form(s) above in an email to CEEHELP@seas.ucla.edu with the following information included in the email chain and/or attached:

  • Subject: “PI Last Name-Vendor Name-Main Items-Researcher Name”
    • Example: “Jassby – Fisher – Petri Dishes – Sally Bruin”
  • Vendor sales quote form, if given, attached or included in email.
  • PI approval and recharge/FAU listed. You may attach the email approval or it may be in the email stream.

Only submit ONE email with all of the information included. If you do not have all of the information listed above, WAIT to submit the PO request. Submitting pieces of a PO request will delay processing and will be moved to the bottom of the PO request pile.

Step 3: Multiple Vendors and Chemical Notes

  • If multiple vendors, submit a separate email with a separate PO form, titled differently and including the information listed in Step 2 for each vendor.
  • Send PO requests for Chemicals separately. Do not include supplies with chemicals.
  • If picking up from campus freezer, please note boldly and in caps in email subject and at top of body of email.

After the Fact Forms:

If the event or purchase has already taken place, you will need to submit an After the Fact Form. Please note that it’s important to avoid this process by submitting PO requests in advance with sufficient time.

After the fact forms need to be approved by the Assistant Dean and Director of Purchasing and should be a rare exception under extenuating circumstances and if not approved, you will have to pay with your own personal funds.

Items Needed for After the Fact requests:

1. Provide 3-4 Sentences of Business Justification (Explaining why this is getting paid After the Fact).

2. Completed PO request form above and invoice.