Stanford University
Graphics Lab Administrative Procedures

The information on this page was put together by Heather and Ada in an effort to clarify common administrative procedures in the Graphics Lab.

Our contact information is:

Heather Gentner Stanford University Gates Building 3B-368 Stanford, CA 94305 650-724-6865 heather@graphics.stanford.edu

Ada Glucksman Stanford University Gates Building 3B-368 Stanford, CA 94305 650-725-3724 ada@graphics.stanford.edu

Purchasing

Get permission from your advisor, and find out what account should be charged.

If under $2500 (including tax and shipping), come to Heather to get the lab purchasing card. If you can avoid using your own credit card, please do so. Promptly bring back the credit card with the receipt and a description of what was purchased. Tell us the applicable account at this time. The billing address can be found with the card. Please have merchandise shipped to your name in our office (368). If you use your own credit card, you must bring a receipt to Heather in order to be reimbursed. The receipt must show the dollar amount, vendor name, and date purchased. If you placed the order by phone, you must have the vendor mail or fax a receipt with that information to you. Remember that the receipt must be submitted and approved in our system within 60 days of the purchase date in order for the expense not to be taxable to you.

If $2500 and over, the order must be placed through our purchasing department. You cannot be reimbursed for receipts totaling $2500 and over, nor can you use the department credit card. You must obtain a quotation from the desired vendor and give this quote to Heather or Ada. The quote should contain the vendor information, product number, and the exact or estimated price.

To generate a quote for Dell or Apple computer orders over $2500, please use the link and follow the instructions from the Stanford Recommended Vendors Site. Do not use another method, even if the price is less. You won't be able to generate a quote, and we won't be able to place the order. If you want to try to get a better price on your Dell order, contact our rep: Pete Otero [[email protected]].

For IBM orders, either contact our IBM rep, Charles Newsom [[email protected]] or contact the GovConnection rep, Darren Gullen [[email protected]]. GovConnection orders typically take less time to receive. They have systems preconfigured and in stock, thus, you can send him your desired specs and he can generate a quote for a system that he has in stock.