Department of Mechanical Engineering

Purchasing and Traveling

Options for making a purchase in Mechanical Engineering:

Option 1: You can buy the item, pay for it on your credit card and get reimbursed upon getting approval from your professor you are working with. To get reimbursed, fill out the payment voucher. Bring it to Vicki Bain with the original itemized receipt and credit card receipt.  If you paid by cash you must sign the receipt.

Option 2:  You can e-mail Vicki Bain to create a purchase order for the item.  If the item is expensive, over $100, this is a better way since the University does not pay sales tax.  For Vicki to do a purchase order, she will need in writing from you the name of the company, the item’s part number, the price of the item, the speed type that is paying for the item and your name.  If the price is over $4500, she will need the same information but will do a purchase requisition instead of a purchase order.  You will need to complete and submit the sole source justification form to have the Procurement Services Center do the purchase.

Option 3:  Vicki can place an order over the phone and charge the department credit card.  She will need in writing from you the company name, phone number, product to be ordered, price, speed type, reason for the purchase and your name.

Option 4:  To place an order on the web and use the department credit card, Vicki will need you to fill out all the information on the website and send her the link so all she needs to enter is the credit card number.

The shipping address is:

University of Colorado
1111 Engineering Dr
ECME 112D
Boulder, CO 80309-0427. 

The billing address is:

University of Colorado
PO Box 427
ECME 112
Boulder, CO 80309-0001

What you need to know if you are planning a trip using University Funds

1. Fill out the travel authorization form and submit on line.  The travel authorization will come back to you as an e-mail, print this out and turn in after your travel is complete.    You will need your employee ID and the department org # is 10340.  This form will give you your travel authorization number.
2. Call Boulder Travel and reserve your flight.  They will ask for this number.  If you can get a better price on the web, you may purchase it off the web but you will need an e-mail quote from Boulder Travel stating their price.  Remember that you will not be refunded for the ticket if you purchase it until after you come back from your trip.

After returning from your trip, fill out a travel voucher and bring it to Vicki with all of your receipts.  Please visit this site for meals based on per diem.