CHEMICAL & BIOMOLECULAR ENGINEERING DEPARTMENT
420 WESTWOOD PLAZA
5531 BOELTER HALL
LOS ANGELES, CA 90095-1592

Department Business Procedures

PLEASE READ THE FOLLOWING BEFORE PLACING AN ORDER, BUYING SUPPLIES/EQUIPMENT OR DOING ANY TRAVEL. IF IN DOUBT, ASK DEPT. STAFF.

All forms are in the dept’s website under “Administration” (use only these forms, don’t make one up).

Please click one of the options below for more information:

BUYING PROJECT SUPPLIES AND EQUIPMENT

BUYING OFFICE SUPPLIES

FACILITIES/SEAS SHOPS/SEASNET

PROPOSALS FOR GRANTS, CONTRACTS AND FELLOWSHIPS

RETURNING SUPPLIES/EQUIPMENT OR SENDING EQUIPMENT FOR SERVICE

TIMESHEETS

TRAVEL

UCLA GAS CYLINDERS

BOOKS

Buying Project Supplies and Equipment

Please fill out (type) order form completely for supplies/equipment (it will be returned if not filled out properly)
Contact vendor for correct pricing (don’t rely on website or catalog pricing)
Make sure you have the correct vendor name (correct vendor name on invoice) and correct telephone and fax number.
The limit for reimbursement on purchases using cash or credit card is $3,000 (original receipts and copies of credit card statements needed for all reimbursements).

For “P39” (chemistry storeroom, etc) forms, please fill out an order form and place in Mike’s mailbox.

DO NOT USE YOUR OWN FUNDS TO PURCHASE SUPPLIES OR EQUIPMENT. We realize that not all vendors accept purchase orders so check with dept. staff first if that is the case.

Definition of Equipment:

Free standing
Not an attachment or enhancement to existing equipment
Costs at least $5000 or more

Size and cost is not a factor in determining what is considered equipment. You need to fill out a “sole source justification” form.

A vendor quote is needed for all purchases totaling more than $5000. The quote should match the purchase order request.

Please contact purchasing
http://www.purchasing.ucla.edu/portal/directory.cfm

If unsure of how to proceed with purchase: Contact fleet services for buying or leasing of transportation first before you contact purchasing, http://www.transportation.ucla.edu/index.htm

Buying Office Supplies

For office supplies you can take a purchase order down to ASUCLA student store or order from OFFICEMAX. Victoria and mike have the catalogs specifically for UCLA use (don’t use website catalog).

Returning Supplies/Equipment or Sending Equipment for Service

PLEASE USE “RETURN GOODS MEMO” when shipping anything to vendor. The “return authorization number” is the only way to track an item shipped to a vendor. The instructions are printed on the form.

Travel

Contact dept. Staff before making any travel plans.
Victoria processes all the travel reimbursements.
Conference registrations may be paid by dept. If check is processed at least 6 weeks before registration is due.
Plane tickets may be purchased through UCLA travel office (via victoria). This will free you from using your own funds and having to wait after the trip is completed in order to be reimbursed.
Please use the purchase order form for both of these requests. All other expenses (hotel, transportation, meals, etc.) will be reimbursed after the trip is completed. Please use the dept. Reimbursement order form and attach all receipts and credit card statements.

Note: UCLA does not reimburse for any travel/car insurance specifically bought for trip. Here is the travel office website: http://www.travel.ucla.edu/index.shtml

Timesheets

Please fill out monthly timesheets and place in Mike Perez’s mailbox by the 15^th of the month.

Proposals for Grants, Contracts and Fellowships

All funding has to be processed by UCLA Sponsored Research Office unless it is a GIFT which the Dept. processes. A 5% fee is automatically deducted for all checks $50K or less. Gifts over $50K can accrue the 5% fee.

Please give fund manager copies of all grant, contract & fellowship proposals and applications.
Please have the fund manager handle the proposal budget or at least review it before submission.
Maya Conn is our grant analyst x40155

FOR MORE INFORMATION regarding submission of proposals please see website http://www.research.ucla.edu/ocga/

Facilities/Seas Shops/SEASNET

Please have fund manager fill out all order forms for facilities, seas shops and SEASNET.

Gas Cylinders

Please keep track of all your cylinders, in/out.

UCLA’s cylinder management tends to continue charging demurrage (cylinder tank rental) even after the tanks have been returned.

Here is their website to order/track cylinders
http://www.maildoc.ucla.edu/
Use “internet explorer” for this website.

Here is the list for UCLA medical gases from “cylinder management” (they don’t have this list on their website).

13570-104	Carbon Dioxide, Medical 50lb	Sz. G-50	CGA320
13570-105	Carbon Dioxide, Syphon 50lb	Sz. G-50	CGA320
13570-106	Carbon Dioxide Medical, 99%	Sz. E	CGA940
13570-108	Carbon Dioxide, Bone Dry	Sz. G-50	CGA320
13571-103	Compressed Air, Medical	Sz. H	CGA346
13571-105	Compressed Air, Medical	Sz. E	CGA950
13571-107	Compressed Air, Medical, Alumn.	Sz. E	CGA950
13571-109	Compressed Air, Medical	Sz. M	CGA346
13573-101	Helium, 99% Medical	Sz. H	CGA580
13573-103	Helium, 99% Medical	Sz. D	CGA930
13573-104	Helium, 99% Medical	Sz. E	CGA930
13574-101	Nitrous Oxide, Medical	Sz. E	CGA910
13574-103	Nitrous Oxide, Medical	Sz. H	CGA326
13574-302	Nitrogen Medical, 99%	Sz. E	CGA960 CGA580
13574-303	Nitrogen Medical, 99%	Sz. H	CGA580
13575-109	Oxygen Medical, 99%	Sz. E	CGA870
13575-110	Oxygen Medical, 99%	Sz. D	CGA870
13575-108	Oxygen Medical, 99%	Sz. M	CGA540
13575-112	Oxygen Medical, 99%	Sz. H	CGA540
13575-103	Oxygen Medical, 99% Alumn	Sz. E	CGA870
13576-112	5% Carbon Dioxide 95% Oxygen	Sz. H	CGA280
13576-119	5% Carbon Dioxide 95% Nitrogen	Sz. H	CGA500

When returning non-UCLA cylinders you need to call vendor for pickup and ask them if they will be charging you. If they charge for pickup then you will need to process a “return goods memo” and “purchase order” and attach it to cylinder.

Books

All books including course text books can be purchased through the ASUCLA book store with a purchase order. All that is needed is a purchase order with the name of the book, author, ISBN number and the edition.