Most items should be ordered through the University’s eProcurement system. If that is not possible because the supplier is not in the system, a purchase order number should be obtained from the lab manager for the order. If that is also not an option, we can use the departmental credit card as a last resort. Before we obtain the credit card have everything ready so we are in possession of the card for the least amount of time possible, i.e., have all catalog or part numbers at hand.
The departmental credit card is generally kept in the possession of John Hutton in the departmental office, Genetic Medicine Building (GMB), Room 3018A. Go during the hours posted on his door, Monday to Friday from 10:00 a.m. – 12:00 p.m. and 2:00 p.m. – 4:00 p.m., to ask to use the card. Do not put the credit card number online unless absolutely necessary; try to place credit card numbers only over the phone. While placing an order, insist upon receiving an electronic order confirmation immediately via email. After placing the order, immediately hand the card back to John Hutton. If he is not there give it to Lynn Ray or Jesse Arp. Their offices are GMB, Room 3012 and Room 3010, respectively.
Then forward the order confirmation via email to John Hutton, john_hutton@med.unc.edu, and any other appropriate departmental accountant. Specify which project number should be charged. Watch for the arrival of your ordered item. Make sure that John Hutton, as well as any other appropriate accountant, receives a copy of the packing slip.