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HOW TO: Buy

Purchasing methods vary, based on what types of goods or services you are purchasing. The information below can help you get started!

Using your own funds (personal credit card/cash) for a purchase of items for university use and then later requesting reimbursement is usually considered an Unauthorized Purchase.  AggieBuy and the university Procurement Card are both excellent alternatives to the reimbursement practice. The AggieBuy Window Shopper Guide (PDF) assists faculty and other staff in quickly getting up and running in AggieBuy.

Make sure you review the General Guidelines first before making any purchase. 

For additional items that may not require a purchase order to be issued, visit "How Do I Pay For?"

Note: The Automatic Purchase Order limit is $9,999.99. Read more here.

Purchase

Process

Most Goods AggieBuy should always be your first stop for purchasing most goods; there is no ordering dollar limit when using AggieBuy.  If the item is not available in AggieBuy, a Procurement Card may be appropriate in some cases.
Autoclave and Cage Wash Maintenance KFS Requisition - Cite Agreement A44696 (Getinge)
Bottled Water Service KFS Requisition - DS Waters and Nestle agreements are available
Chromatography/Spectrometry KFS Requisition - Cite Agreement A34243 (Waters)
Controlled Substances KFS Requisition - Strict federal regulations require specific purchasing and receiving protocols be followed for controlled substances. These purchases are to be processed in the Kuali Financial System (KFS) on a Requisition (REQS) document.
DNA Sequencing and Oligo Synthesis

Several options are available:

  • UC Davis DNA Sequencing Services in College of Biological Sciences:  In-house DNA sequencing options are available for campus departments. 
  • AggieBuy:  Multiple suppliers in AggieBuy have oligos and primer synthesis options available, including Eurofins Genomics, Thermofisher, Millipore Sigma, and Horizon Dharmacon.
Duo Tokens

The campus has approved the following tokens for use with Duo at UC Davis:

  • Duo Digipass GO 6 token, for faculty or staff
  • SurePassID SP-HOTP keyfob token, for staff
    • NOTE: Faculty can use the SurePassID tokens now with the understanding that UC Davis has not yet verified that these tokens will work in ALL settings instructors routinely encounter. Faculty volunteers are testing the tokens this academic quarter.

NOTE: The campus will have guidance concerning Duo tokens for students later this spring.

To buy Duo Digipass GO 6 tokens in bulk:

  • Go to the UC Davis Stores main Davis campus location in person, or
  • Order through the Stores’ AggieBuy catalog:
    • Log in to AggieBuy at https://aggiebuy.ucdavis.edu
    •  From the AggieBuy Dashboard/Home page, enter either “DUO” or “2046355” in the Product Search field. It will be the first item returned.
    • Add the desired quantity to your cart.
    • Follow standard AggieBuy procedures to complete your purchase.

 

To buy SurePassID SP-HOTP keyfob tokens in bulk:

  1. Log in to AggieBuy, https://aggiebuy.ucdavis.edu/
  2. Click the Amazon sticker in the Punch-out suppliers section from the AggieBuy Dashboard/Home page.
  3. If you have never logged into Amazon Business through AggieBuy, you must first register .
  4. Search for model number SPFE-I30.
  5. Enter the quantity you want.
  6. Check out your cart in Amazon Business by “continuing” without editing through the payment and address screens, and “submitting for approval.” This will transfer the item(s) into your AggieBuy shopping cart for purchase. 
  7. Follow standard AggieBuy procedures to complete your purchase.
Fiber Optics/Imaging/Light Sources KFS Requisition - Cite Agreement A42108 (Thorlabs)
Furniture AggieBuy - Office furniture is available in AggieBuy; contact the UC Davis Furniture Program if you need assistance.
Gift Cards AggieBuy - National Gift Card and Amazon have gift cards available in their catalogs.
Incubators/Refrigerators/Freezers KFS Requisition - Cite Agreement A10061 (Panasonic)
Light Bulbs

The California Million LED Challenge Program can be used to purchase light bulbs for business and/or personal use.  Follow the instructions below:

  1. Go to the California Million Light Bulb Challenge Purchase Inquiry screen.
  2. Enter your name, university email address, and indicate your affiliation (University of California).
  3. You will then be able to view and/or select the light bulbs you wish to purchase and add them to the online shopping cart.
  4. When checking out your cart, a credit card is the only allowable payment method. We recommend that you use a UC Davis Procurement Card to complete the purchase.

The program also allows UC Davis faculty, staff, students, affiliates, and alumni to purchase bulbs for personal use. Personal purchases can be made using the same steps listed above. University funds are not to be used for personal purchases; you will be required to use your own personal credit card for any personal purchases.

Microscopes
  • Rentals should be processed through Microscope Services.
  • Purchases can be made on a KFS Requisition, citing agreement number A41815 for Nikon and A10054 for Olympus.
Molecular and Cell Biology AggieBuy - The Qiagen catalog includes Molecular and Cell Biology items
Phone and Video Conferencing The Zoom campus-wide agreement should be used.
Pipet and Liquid Handling Services Purchases can be made on a KFS Requisition, citing agreement number A37731 for the Mettler Toledo (Rainin) agreement.
Pipette Calibration and Maintenance Services AggieBuy - The Rainin punch-out catalog can be used to schedule pipette calibration and maintenance services.
Printing and Copier Services Repro Graphics provides campus printing and copier services, including printer/copier rentals and maintenance.
Radioactive Items KFS Requisition - Process these items in KFS on a Requisition (REQS) document.
Repairs and Services

KFS Requisition - Many services require the creation of a KFS Requisition document, along with the necessary supporting documentation indicating the type and length of service being requested. 

Procurement Card - Some limited repairs and services (under $5K), can be processed on the Procurement Card.

Software and Cloud-Based Services KFS Requisition or Procurement Card - For most software purchases, a university agreement is required to be in place before procurement can take place.  For fully approved agreements, a KFS Requisition can be used, citing the Agreement Number, or a Procurement Card, citing the Agreement Number on the resulting Procurement Card Document (PCDO).
Tax-Free Alcohol, UC Davis Service Awards, Compressed Gas Rentals

UCD Buy is your current source for these items.  

Compressed gases (liquid nitrogen, helium, microbulk) can also be procured on a KFS Requisition, citing one of the following agreements (Praxair and Airgas):

A36042; A10112; A26326; A10016; A10100

Used Equipment and Supplies AggieSurplus is your campus resource for purchasing used items.
UC Davis Scientific Stores Lab Items The UC Davis Scientific Stores catalog is available in AggieBuy.
KFS Requisition - Required for all items on the Excluded Item List.


Refer to Procurement Help if you need assistance.