Research and instructional items may be purchased through the departmental office. Purchases must be approved by your advisor, faculty sponsor or the department. In general, you may send an e-mail to the staff member assigned to your advisor (cc: your advisor) with a description of the item, part number, quantity and suggested vendor. Purchases using sponsored research funds require a comment to explain what it is that you are purchasing and how it is relevant to the project. If the item is a specialty item or requires particular specifications it is suggested that you obtain a quote from the vendor prior to submitting your request. Orders over $2,500 require three competitive quotes. The University Purchasing Department continually negotiates special pricing with many vendors and maintains purchasing contracts with those vendors. If there is a preferred vendor for your item, we must use them unless there is a specific reason. Your request may be forwarded to a contract vendor for competitive pricing. You will be notified via e-mail once your order has been placed.

Computer Purchases

Computers may not be purchased with personal funds and will not be reimbursed under any circumstances. University of Chicago maintains contracts with the vendors such as Dell and Apple. Please contact Robert Bartlett for any computer purchases. Alternate vendors may be used by obtaining a quote directly from the vendor. It is important to note that for quote comparisons, University contracts often contain additional benefits that are not obvious.

Office Supplies & Postage

Office supplies and postage are for business use by faculty and staff and should not be used for personal mailing. Students are expected to provide their own office supplies for coursework and research projects. In general, if you need supplies, ask a member of the office staff.

Expense Reimbursements

When it is necessary to purchase research or instructional items outside of the normal purchasing process you may request reimbursement. The expenditure must be approved by your advisor, a faculty sponsor or the department. Take the original receipt to the staff member assigned to your advisor who will assist you with completing the reimbursement. The reimbursement request must be submitted within 60 days of acquisition.