Ordering Processes
Contact: ece-purchasing@ncsu.edu
Announcements
Please check back later for important announcements.
Reminders
*All purchases must be pre-approved and completed by a member of the Purchasing Team. Students and Faculty should not be placing orders.
*Orders shipped via USPS take an additional 2-3 days to arrive at your building pick up location as the shipping company does not deliver directly to university buildings.
*We are not responsible for any items ordered or shipped outside of the ECE Purchasing System.
*Only purchases on ECE Projects can be processed by ECE Purchasing Agents. Purchasing on FREEDM or ASSIST projects need to be placed by their purchasing agents.
*ALL IT orders (hardware/software) or license agreements needing signatures should be coordinated through ecehelp@ncsu.edu.
Explanations for Purchases
All orders required a comprehensive explanation for auditing purposes. Simply stating “Lab supplies” or “Covered in my startup plan” is not sufficient. You must be specific as to what’s being ordered (or paid for) and why. Failure to provide the information necessary, will delay your request. According to NCSU REG07.05.01 (https://policies.ncsu.edu/regulation/reg-07-05-01-payments-documentation-requirement-for-expenditures/), explanations should include the following:
Why? Provide the business purpose; detail the reason or describe how the expenditure is appropriate for the funding project you’ve provided.
Who? Who is the order for? Or if an event, who’ll be attending?
When? If an event, provide the date. If items are needed to meet a deadline, provide that deadline.
Where? What lab will the items be used in? Or where will the event be held.
What? Give a clear description of what’s being ordered. You may have provided part numbers, but the financial people won’t know what these are.
Example Justifications:
- “Components are to be used in MRC 410 by Dr. ______’s group to combine with printed circuit board components for lab experiments.”
- “Lab supplies for a GSG probe that will be used in an optical measurement system in MRC 112 as planned in Dr. ______’s startup package”
- “Adding 5 additional students to Dr. ______’s Grammarly subscription. The premium version of Grammarly will help students, and particularly those who are not native speakers, to improve and accelerate their writing of all sorts of documents generated during their Ph.D. studies. Moreover, it will reduce the time used to review writing and possibly eliminate some iterations in that process.”