Home Page

• About Us
• Research Programs
• Services
• Events
• News
• Careers
• Contact
• Site Map

• Order Supplies & Equipment
• Reimbursements
• Spending Education and Endowment Funds
• Tips for Purchasing
• FAQs

How to Order Supplies & Equipment

You can order supplies online using our PeopleSoft system or submit a Purchase Request form (HJF #356).

Whether you submit your request online or via fax, your purchase request will be reviewed by the Foundation for compliance with all applicable regulations (e.g. prior approval requirements, allowability and bid requirements). A purchasing agent will contact you if a problem occurs when processing your order. Otherwise, your order will be processed in one to three days and will be shipped directly to your location. Keep in mind that actual delivery is based on the vendor's delivery service, as well as whether or not the item is in stock.

Ordering with the PeopleSoft system

The most efficient way to order is to use our PeopleSoft system. Once the requisition is entered, it goes directly to Purchasing (there is no need to fax the form). To set up a PeopleSoft account, fax the PeopleSoft Account Request form (HJF #369) to our Information Technology Services department. Once the account is established, the Purchasing Department can assist with training, if necessary.

If you place your order using the PeopleSoft system, once the order has been placed, you will receive an automated email providing the name of the vendor and the estimated delivery date.

Ordering with the Purchase Request Form

You can fill out and fax the Purchase Request form (HJF #356) to the Purchasing Department. Originals of the form are not required.

Duplicate orders can be created if you re-fax a previously submitted purchase request. If you are concerned about whether the original fax was received, please contact the Purchasing Department in advance before re-faxing it. The Foundation is not responsible for duplicate orders.

When submitting your form, please remember to:

• Make sure the form is signed by the PI or a person with signature authority.
• Ensure sufficient funds are available in your account. The form will be returned to the requester if funds are unavailable. You may check HJFOnline or with your grants specialist or contract manager to make sure there are sufficient funds in your account.

Ordering Equipment

Equipment is defined as a tangible asset with a unit or aggregate cost (if used as an operational unit) of $5,000 or more and a useful life of longer than than one year. Equipment purchases may require prior approval from the granting federal agency. As a result, all equipment orders must be approved by the Office of Sponsored Programs (OSP) or the Contracting Department.

If a piece of equipment costs less than $5,000, but functions as part of a system costing more than $5,000, it is considered equipment. Shipping, transportation and installation costs associated with the equipment or furniture are considered part of an equipment purchase and should be included in the unit/aggregate cost for equipment determination.

Examples of equipment include, but are not limited to, computer hardware, software, office furnishings, scientific, medical or office equipment and alarm/monitoring systems.

Tracking Equipment

Per federal requirements under the Office of Management and Budget Circular A-110, the Accounting Department will coordinate the placement of HJF property tags on all taggable equipment purchased under federal grants, contracts and cooperative agreements. A complete listing of tagged equipment for your project is available on HJFOnline. Please see the Reporting section for details.

Any movement, disposal or loss of equipment purchased for your HJF project should be immediately reported to our property manager. If you have any questions regarding the tagging, transfer or disposal of equipment purchased under your HJF project, please contact the property manager, who is located in the Accounting Department.

Orders with a Total Cost $25,000 or Greater

If an order has a total cost of $25,000 or greater, the following must be submitted with the order before it will be processed:

• Evidence of competitive pricing by obtaining three quotes, or
• Sole source justification written by the requestor

Rush Orders

The Purchasing Department will work with you to facilitate a rush order. Keep in mind that the actual delivery is based on the vendor's delivery service, as well as whether or not the item is in stock. The best practice for emergency purchases is to clearly mark the rush status. When submitting your rush order, keep in mind the following considerations:

• Many vendors will charge extra for rush orders.
• You must clearly indicate the exact day you want delivery.
• If applicable, mark whether or not you are willing to pay the extra shipping fee.

Order Status

To check the status of your order, contact the Purchasing Department.

Changes to Orders or Returns

To make changes to an existing order or to return an item, contact the Purchasing Department and ask for a purchasing agent. We will contact the vendor to arrange for the return or exchange.

Receiving your Order

For those at USU, the receiving department there will notify us and receipt of your order will be entered in the PeopleSoft system. HJF's Receiving Coordinator works closely with USU Receiving to ensure that merchandise is delivered to purchasers in a timely manner. Please feel free to call 301-294-8137 or email receiving@hjf.org with questions.

If you are not at USU and have PeopleSoft access, please note your receipt of the order in the system.

If you do not have PeopleSoft access, please contact the Information Technology Services Department.