Lab Purchasing Guidelines
Guidelines for purchasing in a microbiology department, including obtaining approval, using Ben Buys, purchasing with Federal funding, allowable vs. unallowable purchases, and procedures for purchases over $10,000.
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Appropriate Purchasing Department of Microbiology
Obtaining approval to make purchases for your lab Purchasing authority must be given to a lab member by the investigator prior to any purchase This includes dollar limit to purchases, account usage for purchases, time limit on delegated authority The PI can send an email to MBOffice@lists.upenn.edu to specify the delegated purchase authority / LaRue has template email if needed.
Using Ben Buys to order for your Lab If you have not attended Ben Buys Requisitioner training, you can use the Shopper Role in the marketplace to create a cart and route to LaRue for completion of your order. Name the cart as follows: LabPI Name_Ship to address_Fund for expense Labs should have at least one Requisitioner. Training can be found in Knowledge Link -- BEN Buys - Requisitioner FTD (one half day in-person) Once training is completed, please see the office for assistance gaining access to Ben Buys For Department specific training, please reach out to Beth Johnston
Purchasing using Federal funding Purchases must meet all of the following criteria 1. Reasonable - the nature of the goods or services acquired and the associated dollar amount reflect the action that a prudent person would have taken under the circumstances 2. Allocable - the cost is incurred solely in order to advance work under the grant 3. Consistent - all costs must be treated consistently for all work of the organization under similar circumstances, regardless of the source of funding. 4. Conformance - limitations and exclusions as contained in the terms and conditions of award, including those in the cost principles-varies by the type of activity, the type of recipient, and other characteristics of individual awards.
Allowable vs. Unallowable Examples of allowable purchases Examples of unallowable purchases Food as part of an allergy study to give to enrolled subjects Food for snacks in the labs Paper for the shared printer in the lab Paper for printing study materials for enrolled subjects Reagents needed for another research project Reagents needed for experiments on this project Alcohol for happy hour Alcohol for experimental purposes Computer or software needed for another grant or personal use Computer or software needed to further goals of the grant
Purchases over $10,000 Any purchase over $10,000, regardless of single or multiple item, requires either 3 quotes or a single source justification. Typical explanation for single source non-preferred vendor is Only vendor with this specialized item . This needs to be added in Ben Buys as an attachment viewable to purchasing This is only when using a non-preferred vendor
Purchasing Equipment DEFINITION -- Tangible personal property (including information technology systems) having a useful life of more than one year and a per-unit acquisition cost of $5,000. REQUIREMENTS FOR YOUR PURCHASE If using non-preferred vendor, must follow Penn policy and obtain 3 quotes or provide justification for bid waiver Must provide scientific justification for need in Ben Buys If using multiple funds, must provide justification for methodology used for % split of purchase in Ben Buys Object code 1872 should be used for equipment line item; 5339 should be used for service contract (if applicable) Tagging Contact Don Pijak; Custodian Name - PI
Computer Purchases Best Practices Email Mike Ma to request help with quoting and software or protection plan needs When deciding what fund to use, you must expense the computer to the fund/project that the user works on *The office will check this before approval* In Ben Buys the notes to approver must include who the computer is being ordered for and confirmation of PI approval of the purchase (as with ALL marketplace orders). As with equipment orders, if the computer purchase is being split between multiple funds a justification for reasoning of percentage split will be required in Ben Buys. Orders will be rejected if these specifications are not met.
CAMS, PathBio, & iLabs CAMS (Central Account Management System) is used to give account access for various cores (Cell Center, DNA Sequencing, Germ Free Mouse, etc). PathBio Resource is used for cores not in CAMS like Flow Cytometry. iLabs is the ordering system used for some cores for their services. Others have their own webpage for orders. Your Investigator and Grants Manager can assist with access to cores *The office will still need Investigator approval before access can be granted*
Helpful Purchasing Links Supplier Search: https://cms.business- services.upenn.edu/purchasing/making-purchases/find-a-supplier/supplier- search.html Deactivated Suppliers: https://cms.business- services.upenn.edu/purchasing/making-purchases/find-a- supplier/deactivated-suppliers.html Object Codes: https://www.finance.upenn.edu/applications-group/general- ledger-object-codes Request New BEN Ship-to Location: https://cms.business- services.upenn.edu/purchasing/component/form/Request%20for%20a%20New %20BEN%20Buys%20Ship-to%20Location.html?form_id=1 Purchasing FAQs: https://cms.business- services.upenn.edu/purchasing/faqs/purchasing-faqs.html
