Purchasing and Reimbursements

The budget for each Senior Design team is announced in class and the department will assist in placing orders. Orders will be shipped to the department’s main office, room 218 SEO. You will be notified via email when items are ready for pickup.

Please note:

• Reimbursements are not allowed. All project supplies must be ordered through the department.
• The budget is for project supplies ONLY and food/meals are prohibited.
• Submitting multiple order forms per day, rather than listing desired items on one form, will delay your purchase.

Ordering procedure: will be provided in class by your instructor.  If a vendor you wish to purchase from is not listed below, e-mail a link to the vendor’s website for review to bmepay@uic.edu.

• Form link

Discounted contract vendors, mostly free shipping, but may charge for special order/hazardous items:

• Amazon* – retail supplies
  • (*Note: Items sold by 3rd party sellers are not allowed. Only direct from Amazon or fulfilled by Amazon can be purchased. Some items are restricted and require additional 1-2 days processing time.  Chemicals are prohibited. Use chemical suppliers listed below.)
• B&H Photo – computer supplies and electronics
• CDW – computer supplies
• Fisher Scientific – lab supplies, chemicals
• Grainger – industrial supplies (not for chemicals)
• McMaster-Carr – industrial supplies; shipping applies
• Neta Scientific – lab supplies, chemicals
• Office Depot – office supplies
• Sigma-Aldrich/MilliporeSigma – lab supplies, chemicals
• Thomas Scientific – lab supplies, chemicals
• VWR – lab supplies, chemicals

Approved vendors, shipping charges may apply, quote request recommended:

• 3D Hub  – 3d printing services; shipping applies
• Adafruit  – electronic supplies; shipping applies
• Agilent-Tech – lab supplies; shipping applies
• Cole-Parmer – lab supplies; shipping applies
• DF Robot – electronic supplies; shipping applies
• Digi-Key – electronic supplies, e.g.: resistors, capacitors, LEDs; shipping applies
• Edmund Optics – all things optics, lasers, imaging… (quote required)
• FormLabs – 3d printer supplies only for FormLabs products
• Global Industrial – industrial supplies; shipping applies
• HDPE Supply – hdpe pipes and fittings
• Humimic Medical – medical products, life-like body parts
• Jameco – electronic supplies, e.g.: resistors, capacitors, LEDs; shipping applies
• Makerspace – UIC College of Engineering 3d printing services
• Medline – medical supplies; shipping applies
• MFI Medical – medical supplies; shipping applies
• Mouser – electronic supplies, e.g.: resistors, capacitors, LEDs; shipping applies
• NewEgg – computer components AND electronic supplies, e.g.: resistors, capacitors, LEDs; shipping applies
• OpenBCI – biosensing and neuroscience supplies
• RobotShop – robotics supplies; shipping applies
• SparkFun – electronic supplies; shipping applies
• Target – retail supplies; $35 minimum order required
• Thorlabs – all things optics, lasers, imaging… (quote required)
• Walmart – retail supplies; $35 minimum order required
• *Ebay – for items not found at any vendor listed above; shipping applies

Software purchases must have pre-approval from the department, please email bmepay@uic.edu to begin. Most commonly used software is available at the U of I Webstore. Note: P-Cards are NOT allowed on Webstore; email bmepay@uic.edu if you have trouble making a purchase.

Software purchased by P-Card form: Required to purchase software on P-Card (form best viewed with Adobe Reader or Internet Explorer).

Available for faculty and staff with P-cards only.  Some items are restricted with university’s Amazon Business; you are recommended to source them through iBuy vendors. Items sold by 3rd party sellers are not allowed. Only direct from Amazon or fulfilled by Amazon can be purchased.  Current P-card holders can request access at link below.

• Request Amazon Business Account

A few options to print your scientific posters:

• On-campus: UIC Creative and Digital Services
• Off-campus: PosterNerd.com
  • Recommended: Select ‘Purchase Order’ as payment option, then forward order confirmation (with funding/approval) to bmepay@uic.edu.  You can also use P-card or personal funds for reimbursement (both must be tax exempt). Note: Reimbursement turnaround time can be lengthy.

Email bmepay@uic.edu before hosting large poster events.

Start early as reimbursement process takes 3-4 weeks to complete. Follow steps below to get started:

1. Complete the Reimbursement Form (link below) and attach original receipts. The department’s purchasing team will then contact you with further instructions.
2. Add staff as delegates in Emburse Enterprise (Formerly Chrome River):
   • Click Account Settings at top right of page under your name,
   • Click Delegate Settings then click Add New Delegates,
   • Enter ‘kmsicha’ then select Kelly Sicha Ticona and enter ‘sulee1’ then select Susan Lee.
   • Notify bmepay@uic.edu when that is done.
3. You are done with the setup! Staff will notify you of the next steps; please wait patiently and do NOT start your own reports in CR.
4. If expense report is returned, please notify bmepay@uic.edu and do NOT try to fix it yourself in CR.

Payments and Reimbursements – hitchhiker’s guide to this galaxy, but in case it’s too much, here are our favorites:

• Sales tax cannot be reimbursed, the university is exempt from IL sales tax.  Make sure exemption is applied before purchase or consult bmepay@uic.edu prior to purchase for more details.
• Only individual travel-related reimbursements are allowed. View the University Business Travel Guide for more information.
• Laboratory/miscellaneous purchases must be made via iBuy or P-Card. Consult your advisor/PI prior to purchase.
• Relocation Assistance and Reimbursement for Relocation Expenses: moving reimbursement guide >>.
• Reimbursements must be requested within 60 days of completion of travel or purchase; otherwise, the reimbursement may be considered taxable income. Learn about reimbursement policies >>.
• Per diem is a daily travel meal allowance and includes taxes and tips. The cost of personal meals purchased (outside of business meals) while in travel status is not reimbursable and receipts for such meals should not be submitted. On the first and last travel day, employees are only eligible for 75 percent of the total per diem rate. Learn about per diem >>>.

Alcoholic beverages during business meal policy: If alcohol will be purchased during a business meal, please ask to separate this billed receipt from the food expense receipt, as alcohol cannot be covered by state funds nor grant funds. If you are requesting to use the departmental gift account for alcohol, written approval from the department head is required before the purchase.

• Launch Reimbursement Form
• Launch Emburse Enterprise
• Where is my reimbursement? Check status

15.1.5 International Travel Insurance Requirements Policy for faculty, students, staff.  Information and enrollment at links below:

• Policy information
• Enrollment instructions

• Restricted P-Card purchases – Purchasing Cards can be used for these items when corresponding requirements are met and appropriate funding is available.
• Prohibited P-Card purchases – Purchasing Cards may not be used for these items.

Policy regarding membership costs in professional organizations: Employee memberships in professional organizations are allowable when the memberships benefit system business purposes and/or the employee’s job-related activities. Dues can be purchased through P-Card as long as the following conditions are met:

1. Membership dues require a business justification regardless of the fund.
2. Membership dues should only be paid on a yearly basis; otherwise, an exception is required for more than one year.
3. Membership dues are allowable from state, institutional support, gift and endowment income, service plan and self-supporting funds; however, the business purpose must directly benefit the university/department.
4. Membership cannot be allocated to research grants.

Restricted T-Card purchases: Travel Cards may be used for these items if appropriate funding is available and the purchase conforms to university policies.

Prohibited T-Card purchases: Administrative controls and/or legal requirements place limitations on the use of the Travel Card.

Business meal expenses involving employees and non-employees should qualify as reasonable and necessary to accomplish the mission of the University of Illinois System.

For further details on business meal policies and the maximum allowable expenditure limits, please refer to the link below. The meal maximums do not include allowable expenditures for tax, tips, alcohol, and fees related to the service of alcohol. Please email bmepay@uic.edu prior to event if you are uncertain about a purchase.

* The system is exempt from Illinois state sales tax and has reciprocal agreements with some other states. Make sure exemption is applied before purchase. *

Alcoholic beverages during business meal policy: If alcohol will be purchased during a business meal, please ask to separate this billed receipt from the food expense receipt, as department gift funds will be the only fund allowed to cover the alcohol expense. If you are requesting to use this gift account for alcohol, written approval from the department head is required before the purchase.

• 8.1.1 Business Meals, Refreshments, and Alcohol

15.1.5 International Travel Insurance Requirements Policy for faculty, students, staff.  Information and enrollment at links below:

• Policy information
• Enrollment instructions

ibuy login and detailed training at links below.

1. Launch iBuy and click desired vendor catalog site (aka PunchOut) listed in Showcase section.
2. Shop and add items to cart like you would for any familiar shopping site.
3. When done, go to your cart and find CHECK OUT button(or similar) that will transfer your cart back to ibuy.
4. Select FOB code B, in the Shipping section confirm your address, click Save then ‘Place Order.’
5. You will receive and email indicating your requisition has been submitted for approval.
6. Forward the email to your advisor/PI asking to forward email with fund name to bmepay@uic.edu.

NOTE: If a vendor* is not found in iBuy, email bmepay@uic.edu. Some vendors only accept credit cards; please contact your PI to place the order. Requisitions will be processed within 1 business day of PI providing fund. Any requisition pending longer than 5 business days without PI approval will be returned or rejected.

*AMAZON is not in iBuy. Please consult your PI to place order, or email bmepay@uic.edu for information.

• Launch iBuy
• iBuy Training
• FOB Codes

*DO NOT use this form for ibuy catalog vendors (eg: Fisher, VWR, MilliporeSigma, Linde….) unless advised by staff.

1. Confirm how an item will ship: UPS, FEDEX, or freight. If freight, confirm shipping location with bmepay@uic.edu.
2. Launch iBuy and go to ‘Purchase Requisition Form (PRF)’ toward top of page under ‘University Forms‘ section.
3. Follow onscreen instructions and answer questions to complete the form.
4. For quotes/website items: copy/paste item description, catalog number, quantity, item price; select (EA) for unit of measure, then hit Edit to search/select appropriate commodity code. Select  ‘Add and go to Cart’ or ‘Save to Cart and Add Another‘ if more line items.
   1. Hint: when using ‘Save to Cart and Add Another’, go directly to Order Details and update, then Next thru (repeat if more items).
5. Complete rest of your requisition, make sure shipping address is correct, attach quote to ‘External Notes and Attachments’.
6. Select FOB code B, in the Shipping section confirm your address.
7. Review your order on ‘Summary’ tab, and click ‘Place Order’.

• Full Purchase Requisition Form (PRF) instructions
• FOB Codes

As the shopper, you will receive notifications such as order confirmation and tracking numbers directly from the vendor.

If you receive any invoices, payment requests, or issue-related messages, it is VERY IMPORTANT that you forward it to bmepay@uic.edu.

Check with the vendor directly if you do not receive order confirmation or tracking number from the vendor within 1-2 days and/or do not receive your product within 5-10 business days.

1. You are responsible for tracking your shipment. iBuy vendors will email tracking information to you and staff will make the best effort to notify you and/or your PI when order is delivered to our East or West main office. However, there may be times when we are unable to do so; so please remember that you are responsible for tracking your shipment.
2. Default delivery address for any order is BME East or West main offices, located in SEO or CSN.
3.  Large items shipped via freight will be delivered to a warehouse, then redelivered to lab. Email bmepay@uic.edu for freight shipping arrangements before you order.
4. Update your default iBuy shipping address before you submit your requisition by following the guidelines below. Be sure to save for future orders:

Department: 2-437
Phone: 312-996-2335, lab phone, or cell phone
Attn: BME/PI last name/Your name
Location: Praxair Account number  OR  BME/PI last name/Your name

1. Initiate return or exchange with vendor by requesting approval or RMA number.
2. Forward approval or RMA number email to bmepay@uic.edu.
3. Bring item with original box to BME East or West office.
4. You can cancel backorder items by communicating with vendor, but be sure to have confirmation in email and forward it to bmepay@uic.edu so we can update the PO, or you risk your fund getting charged for it later.

• What is iBuy? – Think of iBuy as a payment method, just like a credit card.
• Why are there vendor website links in iBuy? – Website links you see on the homepage are called ‘PunchOut’ websites, which are dedicated websites created by the vendor for iBuy, with discounted prices already showing.
• Why do some vendors have websites in iBuy and others don’t? – The few vendors that have PunchOuts have university contracts with discounts.
• How do I search for products in iBuy? – If a vendor has a PunchOut, go to it and search for your product. If they do not, go directly to the vendor website, find the product, then use non-catalog instructions above to make the purchase.
  • For example, McMaster.com is a vendor available in iBuy, but they do not have a PunchOut. Go to their website, copy/paste description/catalog#/price into iBuy, and submit your requisition.

Email the biomedical engineering purchasing team with any questions: bmepay@uic.edu

FedEx

• East Campus FedEx Drop Box (Packages limited to 20″x 12″x 6″):
  • 1201 W. Harrison St. Chicago, IL 60607, Mon to Fri: 7:30pm latest drop-off
• West Campus FedEx Drop Box (Packages limited to 20″x 12″x 6″):
  • 840 S. Wood St CSN Building. Chicago, IL 60612, Mon to Fri: 7:00pm latest drop-off
• FedEx Ship Center:
  • 1242 S. Canal St., Chicago, IL 60607, Mon to Fri: 8:30am to 9:30pm, Saturday: 8:30am to 5:00pm
• FedEx Ship Center (accepts hazardous material/dry ice):
  • 875 W. Division St. Chicago, IL 60642, Mon to Fri: 8:30am to 9:30pm

UPS

• East Campus UPS Store:
  • 1074 W. Taylor St., Chicago, IL 60607, Mon to Fri: 8:30am to 7:00pm
• West Campus UPS Store:
  • 516 N. Ogden Ave., Chicago, IL 60642, Mon to Fri: 8:00am to 7:00pm

• https://www.sekologistics.com/us/ – university contracted customs broker
• https://www.shipmercury.com/ – domestic/international shipping with customs options
• https://www.freightquote.com/ – LTL freight options

The university has an agreement with the Federal Warehouse Company to offer discounted rates and general operating terms to employees for personal relocation services. However, using the Federal Warehouse Company for household goods and moves is not a requirement for employees.

If Facilities and Services (F&S) cannot meet department requirements for local office and laboratory moves, the Federal Warehouse Company has offered discounted rates for these same services.

• Details and contacts

Units of the University of Illinois System may provide payments to eligible employees for the purpose of supporting the personnel relocation process. The system allows units to offer this assistance in one of two forms:

• as a one-time moving payment to the employee, with the option to process direct payments to system-contracted moving vendors, or
• as reimbursement for expenses incurred when relocating, with the option to process direct payments to system-contracted moving vendors.

The cumulative relocation payment(s) may not exceed $15,000 without prior approval from the chancellor, vice chancellor for health affairs, provost, or their delegate. The total amount and form of the assistance, either one-time payment to the employee or reimbursement for expenses incurred, must be documented in a signed employment offer letter. If the amount and/or form are not documented in the signed offer letter, additional documentation detailing these criteria and unit head approval must be provided for the benefit to be processed.

• In general, providing a one-time moving payment to the employee is unallowable for sponsored awards.
• Relocation payments are considered taxable income, may not be grossed-up, and are not considered wages for SURS purposes.
• An individual university or the System Offices may require additional levels of approval, or restrictions on the total dollar amount of relocation assistance payment.

• Complete Policy 8.11 Relocation Assistance details