The Department of Biology Purchasing Policy

All purchases and reimbursements should be routed to the appropriate staff member below:

Biology and GSR funds:
Jim Tunney

DCMB funds:
Caroline Usher

EEOB grants: 
Renee Puryear

DCMB grants:
Carla Dillard or Margaret Wilbur

 The Duke University Procurement Card is the preferred method of placing all orders, especially journal subscriptions. Original receipts with the appropriate fund code are required to clear the transaction. Order forms can be used in the case of subscription orders/renewals. Faxed and on-line confirmations may substitute for an original receipt when the order is placed by phone or on-line. It is the cardholder’s responsibility to deliver a valid receipt for each transaction within 15 days of the purchase to the Accounting Specialist. See Procurement Card Policy.

Contact your Accounting Specialist if you need assistance with placing an order. Standing Orders can be set up when purchases will be made at least eight times per year, with an explanation on why the procurement card cannot be used. Complete a Request for Purchase Form including a spending limit and the names of up to three individuals authorized to place orders. Standing orders are to be called in only by those individuals authorized on the request.

Items purchased with personal funds can be reimbursed when original receipts are turned in for review. Credit card statements and photocopied receipts are not acceptable for reimbursement. A fund code must accompany the request and the payee must sign the completed Imprest Cash Form.

The University maintains a walkup storeroom in the LSRC basement operated by VWR. They will deliver items ordered by fax (681-7558) directly to research labs. A catalog and order forms are located in the stockroom.