Budget & Purchasing Information
I need to purchase materials. How do I do that?Click the section headers below to view more information
Budget Information
- Each senior design team has a budget of $250
- Each senior design team is responsible for tracking their own expenses
- If the allotted budget is insufficient and more funds are needed, a team will need to work with their faculty advisor and the Senior Design Administrator to request additional funds from the sponsor.
- No student is to directly contact the sponsor for more funding
Click here to view find team budget number
Purchasing Information
- All purchases require approval from your faculty project advisor
- All purchases must be made by the Administrative Support Assistant, Kayla Majewski (kef5050@psu.edu)
- Any purchase that is made by a student or a faculty member without prior approval will be considered a donation and will not be reimbursed.
- A vendor order form (sample) must be completed for each purchase
- One form must be completed for each vendor you wish to purchase from
- Each completed Vendor Order Form must be submitted by e-mail or delivered to Kayla Majewski in the Burke Engineering Office.
- Please send links for websites to purchase from via email
Purchases will only be made once all required information on the Vendor Order Form is completed. If any required information is not included, the order will not be placed, and the form will be returned to you.
Vendor Order Form Information
Requirements:
Top portion of form
- Request date
- Name of person filling out form (first and last)
- E-mail of person filling out form (PSU e-mail)
- Faculty Advisors name (first and last)
- Faculty Advisor’s signature
- This can be physically signed by the advisor or the advisor can attach the vendor order form to an e-mail with a note in the body of the e-mail giving their approval.
- Date that your team needs items
- Please note that some circumstances are beyond our control when placing orders including shipping times and backorders. Orders will be placed within one business day of receiving a completed order form.
- Budget #
- Sponsor Name (name of the company sponsoring your project)
- Company Information (This is the vendor you want the items to be ordered from. Provide as much detail as possible)
- Shipping Information (This is where the materials will need to be delivered)
- Items are shipped directly to your faculty advisor in their respective campus building. It is possible to have items shipped to other locations, but this must be discussed with the Senior Design Administrator by e-mail prior to submitting a vendor form.
- Additional Shipping/Comments (Provide any information that we should be made aware of regarding the order)
Item section of form
- Part Number – the actual number on the website from which we are ordering
- Description – the name of the item you want to order
- Qty – the number of units being ordered
- Unit Price – price per item
- Amount – the quantity x the item cost
- Shipping Cost – If there is a shipping charge, please include here
- Total – add all of the above costs here
If there is a direct link to a website, such as Amazon, please include it in the e-mail with the vendor form that is sent to Kayla Majewski. This will help ensure that you receive the exact item that you need purchased.
Purchases will only be made once all required information on the Vendor Order Form is completed. If any required information is not included, the order will not be placed, and the form will be returned to you.
Preferred Vendors
While we can place an order from most vendors, we do suggest that you utilize our existing vendors. New vendors will require account set up and tax exemption approval before an order can be processed, adding to the lead time for orders. Please speak with Kayla Majewski if you have any questions.