Purchasing

Overview

Each team is responsibility for ensuring that their expenditures to not exceed your allotted budget, which is $2000 per project (teams with more than 1 person can apply for additional funds). each project should maintain a budget sheet (e.g. Excel) listing expenditures. All items purchased should be used for development of the prototype that will be shown during the final presentation in June. Approval for purchases are as follows:

    • Under $100 can be purchased without approval.

    • Items over $100 require approval of an MDE260 faculty member.

Before making purchasing standard supplies it is recommended that you check with Greg Specht, gspecht@eng.ucsd.edu, to see if we have them on hand.

Guidelines for Appropriate Purchases

  • All parts must be for development of the prototype shown in class.

  • Funds can be used for part purchases and unique manufacturing processes that cannot be done in the UCSD facilities.

There are two methods for purchasing items for your project.

1st Method: Purchase order (Preferred) -Download below Purchase Request Form in Attachments below.

Call the Vendor and get the following information:

    • Part numbers

    • Item availability

    • Date they can ship

    • Cost of each item (Ask for educational discounts or free samples)

    • Shipping cost

    • Contact name

    • Do they take a Purchase Order?

Please fill out the form completely.

If the total order is less than $100 please email the order to Stacey Williams, staceyw@eng.ucsd.edu, with subject line "MDE260 Purchase Request Under $100".

If the order is more than $100 please email the order to course instructors with subject line "MDE260 Purchase Request Over $100".

2nd Method: Personal Reimbursement

The Personal Reimbursement purchasing method allows students to purchase items, which that are under $100 unless approved by professor, by using their personal accounts . The student is then reimbursed by filling out the Personal Reimbursement Form from below, and turn it in with the receipts to Stacey Williams, staceyw@eng.ucsd.edu, in the MAS office.

This method require the sales receipts from all purchases.

(Reimbursement forms must be turned in on a quarterly basis)