Purchasing Procedures 2017
One member on each team is designated as the lead finance person and will be responsible for coordinating the purchases and collecting receipts. All receipts must be submitted—even if the item is returned for refund. We recommend that you create a Google sheet for your team to track carefully your team purchases.
Lead finance person
Each team will designate a lead finance person who will be responsible for coordinating their team’s finances. All team members are responsible for working within their team budget and in providing the receipts and completing the weekly expense report for their lead finance person. Budget expense sheets and receipts are expected to be submitted to Kenya each week.
Purchasing process
There are two ways to make purchases for your toy project:
· Retail stores and online using a pre-filled VISA debit card
· On campus
Each team has been given a budget in the form of a $900 VISA debit card and allocated $400 for on campus purchases for buying materials.
Online purchases
Team members are encouraged to use the link below to place orders online, especially for all Amazon.com orders. This is a Google document which requires you to sign in using your email account. The department will coordinate the order process and ship directly to Rapson.We will order and pay for the supplies for your team, using your team VISA card, based on the information provided by you. The Amazon items ordered may qualify for the department’s Prime delivery status, which will get your purchases delivered quickly. This will also save on your shipping costs to afford you more money to use towards project materials.
Toy Design Order Form
Each purchase is deducted from your team budget. All order requests received by 3pm, Monday-Friday, will be placed the same day. Amazon orders will receive 2-day shipping and be sent directly to Rapson Hall.
The University requires all deliveries be made to a University address—not a home address. All deliveries should be sent to: Room 139, Rapson Hall, 89 Church Street, Minneapolis MN 55455. Please be sure to track deliveries and pick up your package ASAP.
Some stores (Target, Menards, and Home Depot) permit some items to be ordered online and picked up at a local store. Your team budget will be charged for the cost of the items, even if you do not pick them up. Please be sure to pick up all items ordered and if you do not need them, please return them for credit to your team’s VISA card.
On campus purchases
Arrangements have been made so any member of the team can make on campus purchases of supplies or printing for your toy project from the following locations only:
· W.L. Hall Workshop—Rapson Hall
· CDES computer lab, including laser cutter and 3D printing—Rapson Hall
· ECE Depot—Keller Hall
For purchases from the Rapson Hall Workshop Store or the Electrical Engineering store:
The team member must provide their name and team color. It will be checked against the master list in these locations and charged to your team budget. You will receive a receipt via email for each purchase and the purchase should be logged on the expense report. Submit your email receipt with your weekly expense report.
Laser cutter expenses
To use the laser cutter, there is a special Gopher Gold card that is assigned to your team. Please see the staff in the Wood Shop for assistance. Each team member will need to track the minutes used.
Computer Lab purchases
To print or plot documents, go to the CDES Computer Lab and provide YOUR name and team name. You should ask the attendant for the cost of the printing/plotting to record it on your weekly expense form.
Documentation
Receipts from purchases during the week must be submitted before the end of lab on Thursday to Kenya Mejia. Submitting receipts is crucial so we know how much budget each team has left in their accounts. Please note: failure to submit receipts each week will result in a $10 weekly deduction from your team’s Gopher Gold budget.
It is your responsibility to work within your budget. Please carefully track your purchases.