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Purchasing & Procurement

SSHA Purchasing

ssha.purchasing@ucmerced.edu

 

As of March 1, 2018, the Administrative Coordination Team (ACT) will process all purchasing and procurement requests for SSHA. ACT was established as a centralized location of experienced professionals whose role is dedicated to purchasing, non-travel reimbursements, invoice processing, new vendor set-up, travel arrangements, etc.

How do I submit a purchasing request?

Where do I pick-up my purchases?

  • Your purchases will be shipped directly to the campus and delivered to SSHA receiving. You will receive an email once your item(s) has been received.

What if I need to talk to someone face-to-face?

  • ACT will maintain a staffed desk within SSHA. The desk will be located in COB1, Room 257. The hours of operation are currently 8:30 a.m. to 4:30 p.m. Monday-Friday.

  • To arrange a meeting, please use the ACT general email account: act@ucmerced.edu

What services does ACT provide?

  • Purchasing – All purchasing requests should be submitted to ACT ServiceNow. This includes: all services, equipment, restricted items, agreement renewals, new vendors, etc.

  • Non-travel reimbursements (ie: general reimbursements) – These are reimbursements for purchases in support of your work that were made with your personal funds.

    • Please note that these purchases are against policy and the use of ACT in making these purchases is highly recommended.

    • All ACT staff members have Pro Cards with $5,000 spending limits, which gives them the ability to purchase most items from almost any vendor.

    • As of July 1, 2018, ACT will require after-the-fact justifications before staff members can process any non-travel reimbursements.

  • Invoice processing – All invoices should be submitted to ACT for processing.

  • New vendor set-up – All new vendor requests should be submitted to ACT for processing.

  • Travel Reservations – To request assistance booking airfare, car rental reservations, and making hotel arrangements before your trip. FYI: Hotel reservations may require access to the traveler’s T&E or personal credit card.

If you have any questions, please contact ACT at act@ucmerced.edu.

 

Additional Information:

Policies:

Computer Equipment:

  • ACT can purchase computer equipment and accessories for you from a variety of vendors that provide computer equipment and accessories (CDWg, Dell, HP, Lenovo, etc). Apple products are purchased from the UC Merced Bookstore.

  • Several desktop and laptop options are available on the IT site (see Service Catalog).

  • Once you have made your selection, please send the specifications to ACT ServiceNow. ACT will work with a vendor to obtain a formal quote and place the order.

Contracts:

  • If you have services that would require signing a contract, please send the request to ACT ServiceNow and a Purchasing Specialist will forward a requisition to the central UC Merced Procurement Department. Our UC Merced Procurement Department buyers are the only ones who can sign contract agreements on behalf of UC Merced.

Lab Equipment:

  • Depending on your lab needs, UC Merced can order from a variety of vendors. Please work with ACT to discuss your options.

  • Please do not purchase any lab furniture or equipment directly, this is against UC policy. ACT will be able to make these purchases on your behalf.

Mobile Phone:

    • If you would like a UC Merced mobile device, there are several options to choose from. Please review them at the IT site (see Mobile Devise Purchase Catalog).

      • Once you have selected the mobile device you would like, please send the following information to ACT ServiceNow. (* All prices/amounts listed are subject to change without notice.)

      1. Which account would you like to bill your mobile device charges to?

          • Incidental or start-up

      2. What type of device would you like to order?

          • Mobile phone (requires voice plan: $29.99* per month with UC discount)

          • Smartphone (requires voice plan: $29* per month and data plan: $33.75* per month with UC discount)

          • Tablet (requires data plan: $44* per month with UC discount)

          • MiFi (requires data plan: $44* per month with UC discount)

      3. What is the name/model of the mobile device you have selected?

      4. What is your preferred color (black is the default)?

      5. Next, would you like a text plan?

          • Pay-per text: $0.20* per message

          • Unlimited text: $20* per month

      6. Would you like protection/warranty on your mobile device?

          • Limited Warranty: $7.99* per month

            • This warranty does NOT cover drop damage or cracked screens.

            • This warranty covers theft, loss, water damage and out-of-warranty malfunction.

        1. Would you like a case for your mobile device?

            • SPECK = starting at $28*

            • Otter Box = starting at $40*

        Office Furniture:

        • Steelcase has a contract with the University of California to supply all of our office furniture. Tangram Interiors is the authorized Steelcase dealer for UC Merced.

        • If you would like to add or make changes to the furniture in your office (lateral files, bookcases, tables, etc) please email Allison Costa at acosta@ucmerced.edu to discuss your options.

        • Once a quote is generated and approved by you, Allison will work with Tangram to confirm the order. Once ordered, it typically takes six to eight weeks for Tangram to receive the order and complete the installation.

        Office Supplies:

        • Our preferred provider for office supplies is OfficeDepot.

        • To view the available options, please visit the OfficeDepot website at: business.officedepot.com

          • User name: UCBROWSE

          • Password: BROWSE4

        • Please send your list of choices (name of the item and item number) to ACT ServiceNow.

        Software:

        • UC Merced IT has several types of software available for your use or purchase on the IT site (see software installs/purchasing).

        • If you need to purchase other software, ACT can do that for you with a department credit card or via purchase order.