How to Place Orders in the Micron School of Materials Science and Engineering How to Locate the Purchasing Request Forms Purchasing forms can be found on the ​MSMSE website​. How to find the forms: 1. Navigate to coen.boisestate.edu/mse 2. On the left navigation, select Employee Resources 3. Select Purchase Request 4. Review the purchasing guidelines and shipping information for hazardous materials. 5. Select the appropriate form for the purchase you would like to request: a. Norco Gas Form (for all gases) i. Automatic approval flow: PI, Safety Officer if new gas, Admin, MSMSE b. Chemical Form (for all chemicals) i. Automatic approval flow: PI, Safety Officer if new chemical, Admin, MSMSE c. General Merchandise (for all items other than gases or chemicals) i. Automatic approval flow: PI, Admin, MSMSE

Overview of Purchasing and Approval Process How to Submit a Purchase Request: Anyone can place an order using the electronic forms noted above. Once a form is submitted, the following actions take place: 1. A confirmation email summarizing the purchase is automatically sent to the email address entered by the purchaser. 2. Purchasers receive email notifications throughout the approval process. There are three possible notifications: a. Approved: Order is approved and will be purchased. i. Purchasers and PIs receive email notification when an order is placed. b. Reverted: The request is missing information and was sent back to the originator for correction. i. Corrections must be made and the request must be resubmitted in order to complete the purchase. ii. To make changes to a request, click the link provided in the email notification to access the original request. iii. Review the comments at the bottom of the form, make the necessary changes, and select Submit to restart the approval process. c. Rejected: The request was canceled and will not be placed. 3. PI Review and Approval: The purchase request is automatically emailed to the PI designated by the purchaser on the request form. a. The PI receives an email notification titled “ A Purchase from (Vendor) is awaiting your approval - (Last Name of Requestor). b. The PI opens the email and selects the “View Entry” link. c. A new screen shows the purchase request details. d. Approve a Request: i. Review the request to ensure the correct segment string, business purpose, and other details. ii. Approve the request by typing Approve in the Comments Box. iii. Select the Approve button to move the request to the next step in the approval process. e. Make Changes and Approve a Request: i. Review the request to ensure the correct segment string, business purpose, and other details.

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PIs can make changes to a request without sending it back to the originator by adding comments in the Comments box. iii. Select the Approve button to move the request to the next step in the approval process. iv. This option continues the approval process without sending a request back to the originator for corrections. Corrections are instead made by the PI in the Comments box and the request continues through the approval process. Purchasers use the notes in the comments box to place orders. f. Revert a Request: i. Review the request to ensure the correct segment string, business purpose, and other details ii. PIs can revert a request and send it back to the originator to make changes and resubmit by adding comments in the Comments box. Example: Please add details to the business purpose to state that this item will be used to support research on the XYZ project. iii. Select the Revert button to send the request back to the originator. iv. This option requires the originator to make changes and resubmit the request. The approval process is restarted once a request is reverted. v. Using this option might serve as a training tool to help purchasers better understand the PIs purchasing standards. g. Reject and Cancel a Request: i. Review the request to ensure the correct segment string, business purpose, and other details. ii. PIs can reject and cancel a request by typing Reject in the Comments box. iii. Select the Reject button to completely cancel a request because you do not want to proceed with the order at all. iv. This option cancels a request entirely. The purchaser receives email notification once the PI approves, reverts, or rejects a request. a. If approved, the request is automatically sent to the admin noted on the request form. b. If reverted, the request is automatically sent back to the originator. i. In this case, the originator can make changes to the existing request and resubmit for approval. c. If rejected, the request is canceled entirely, with notification to the originator. i. In this case, the originator must complete a new purchase request form. Admin Review and Approval: a. Approve a Request: i. Review the request to ensure that all necessary info is included for a successful purchase. ii. Approve the purchase by typing Approve in the Comments Box. iii. Select the Approve button to move the request to the next step in the approval process. b. Add Comments and Approve a Request: i. Review the request to ensure that all necessary info is included for a successful purchase. ii. Admins can add clarifying information to a request without sending it back to the originator by adding comments in the Comments box. 1. Admins cannot change items to be ordered or segment strings without reverting a request. This ensures the appropriate PI approval. iii. Select the Approve button to move the request to the next step in the approval process. iv. This option continues the approval process without sending a request back to the originator for clarification. Clarifications are instead made by the admin in the Comments box and the request continues through the approval process. Purchasers use the notes in the comments box to place orders. Example: This order requires a PO rather than PCard. Please email the final purchase request to me for further processing. c. Revert a Request (Only used by admins if info necessary for a successful purchase is missing): i. Review the request to ensure that all necessary info is included for a successful purchase. ii. Admins can revert a request and send it back to the originator to make changes and resubmit by adding comments in the Comments box. iii. Select the Revert button to send the request back to the originator. iv. This option requires the originator to make changes and resubmit the request. The approval process is restarted once a request is reverted. v. Admins only use this option in these scenarios: 1. Unable to identify what item/s are requested 2. Unable to identify the segment string or the segment string is expired 3. Unable to decipher a valid business purpose

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Reject a Request (Only used by admins at the requestor’s or PI’s request): 1. Admins can reject and cancel a request by typing Reject in the Comments box. 2. Select the Reject button to completely cancel a request because you do not want to proceed with the order at all. 3. This option cancels a request entirely. MSMSE Review and Final Approval: a. Approve a Request: 1. Review the request to ensure compliance to University and or COEN policies. 2. Approve the purchase by typing Approve in the Comments Box. 3. Select the Approve button to move the request to the purchasing step. b. Add Comments and Approve a Request: 1. Review the request to ensure compliance to University and or COEN policies. 2. The MSMSE approver can add clarifying information to a request without sending it back to the originator by adding comments in the Comments box. a. The MSMSE approver cannot change items to be ordered or segment strings without reverting a request. This ensures the appropriate PI approval. 3. Select the Approve button to move the request to the purchasing step. 4. This option continues the approval process without sending a request back to the originator for clarification. Clarifications are instead made by the MSMSE approver in the Comments box and the request continues to the purchasing step. Purchasers use the notes in the comments box to place orders. Example: This order requires a PO rather than PCard. Please email the final purchase request to (admin’s name) for further processing. c. Revert a Request (Only used by MSMSE approver if there is an issue with compliance to University and or COEN policies): 1. Review the request to ensure compliance to University and or COEN policies. 2. The MSMSE approver can revert a request and send it back to the originator to make changes and resubmit by adding comments in the Comments box. 3. Select the Revert button to send the request back to the originator. 4. This option requires the originator to make changes and resubmit the request. The approval process is restarted once a request is reverted. 5. The MSMSE approver only uses this option if there is an issue with compliance to University and or COEN policies. d. Reject a Request (Only used by the MSMSE approver at the requestor’s or PI’s request): 1. The MSMSE approver can reject and cancel a request by typing Reject in the Comments box. 2. Select the Reject button to completely cancel a request because you do not want to proceed with the order at all. 3. This option cancels a request entirely. Approved Orders are Placed: a. Once approved, the request is automatically emailed to the MSMSE student assistant maildrop for purchasing. b. Student assistants constantly monitor the maildrop and place orders as they come in. c. Once ordered, the student assistant emails the order confirmation to the originator and the PI. 1. The student assistant notifies the originator and PI if items are on backorder, pricing is significantly different than stated on the request form, or if there are any other issues related to the purchase. d. When items are delivered to the MSMSE, the purchaser and PI receive email notification that their items are ready for pick up.