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", check the appropriate box and submit the SJHAWA Form with the requisition. Note: During your pre-work interview 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. 
  • Link to LBNL Procurement & Property Management Website
• Blanket PO's
  • Email PBDPurchasing@lbl.gov for information on setting up
    
• 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. Email preauthorized requests to the Divisional Buyer, Carol Gilbert
• 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

• Desktop phones
  • Link to LBNL Policy on use of Desktop phones for personal use.
    

Property

• All property purchased with Lab funds remains the property of LBNL.
• If you purchase anything with Lab funds, you are responsible for it.
• You must be able to account for Lab property in your care at all times.
• Before sending any DOE bar coded item to another location or to salvage, you must complete all required paperwork.
• Lab property used at home or any off-site location must be properly signed out prior to leaving the Lab.
• Email all completed property forms to Kristine Sawyer, or send via Internal mail to: Mailstop: Donner.

U.S. DEPARTMENT OF ENERGY • OFFICE OF SCIENCE • UNIVERSITY OF CALIFORNIA

CONTACT WEBMASTER • COMMENTS • POLICY /PRIVACY/SECURITY