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Physical Biosciences Division                                                                     One Stop

Procurement

  • Purchase Requisitions
    • Please include all of the below information when completing the Purchase Requisition Form, then email to PBDPurchasing@lbl.gov.
      1. Name, address and phone # of vendor (indicate if you don't know what vendor to use)
      2. Catalog #, description, quantity and price of item
      3. Project ID
      4. Requestor name and phone #
      5. Please note: orders cannot effectively be prioritized with a due date of "ASAP". Please provide a realistic date when the purchase is needed. Our goal is to process orders within 24 hours of receiving all the needed information.
      6. IMPORTANT: If the requisition requires "Hands-On Work", complete the SJHAWA Form found at the SJHA Database website (click "Create New SJHA" and follow instructions). Once you have saved the required information in Tab 1. Identification, a link will be created at the top of the page which you include on the Requisition form that you send to Procurement. Note: During your pre-job walkthrough with the subcontractor, vendor or guest, please provide the SJHAWA Primer.
      7. All returns must go through PBDPurchasing@lbl.gov for correct processing.
      8. You will receive an automatic email showing the expected delivery date, Pcard/PO number, and buyer. Please refer to that information when inquiring about your order. Note that orders placed with contract vendors Boise, Sigma-Aldrich, VWR and Fisher will not generate an email
    • Depending on what is being ordered, award lead time can vary greatly.  The LBNL Award Lead Time Chart can help you plan your procurement.
    • Good news - Improved process for orders <$350.00 (which are not restricted, controlled or sensitive items)!  PBD is now placing your orders using a Divisional PCard.  Current order cycle time (from requisition entered to order placed) may be reduced from 6 days to 1 day!
    • Link to LBNL Procurement & Property Management Website
  • Blanket PO's
  • eProcurement, B2B Procurement
    • Used for any purchases other than Procard. This includes Systems contracts with Boise, VWR, Sigma-Aldrich, etc.
      • Link: to eBuy
      • Link to B2B System Contracts Information
      • You must obtain approval by the responsible PI or designee prior to purchase.
  • Unauthorized Procurements
    • An unauthorized procurement is any good or service obtained without the involvement of PBD Purchasing or the LBNL purchasing group.
    • Resolving an unauthorized procurement using Lab funds will require the Requester to fill out a lengthy justification form to be signed by their Supervisor, the Division Business Manager, Division Director, and Procurement, and may result in financial or disciplinary consequences for the Requester.
    • Examples of unauthorized procurements include:
      • Purchases made using the end user's own funds, and then submitted for reimbursement
      • Obtaining service on equipment without a valid service PO in place
      • Submitting as a Requisition an Invoice for work that has been completed or started
      • Obtaining work or goods on a contract that falls outside the existing agreement (such as purchasing refrigerators through Fisher or authorizing parts on a service-only PO without modifying the PO or obtaining a new one)
    • Link to RPM for LBNL Policy on Unauthorized Procurements
  • Questions regarding procurement procedures: Email John Scola

Budget

  • All PIs are responsible for tracking their funding and spending for accuracy and appropriateness.
  • The division sends PIs a monthly recap of all projects and their funding/spending levels to date.
  • Review expenses and notify your Resourcet Analyst ASAP with concerns and questions.
  • Make sure only authorized people charge your accounts.
  • Never overspend your account.
  • Consult your Resource Analyst for advice about terms and conditions, allowability, and restrictions.

Travel

  • You are responsible for finding out who is able to authorize your travel prior to planning any trips to be paid for by the Lab.
  • Proper authorization including signatures and assigned trip numbers must be obtained prior to travel.
  • All expense vouchers must be signed by the appropriate individual when travel is complete.
  • Contact your Administrative Assistant with questions about travel forms and procedures.

Telephone Use