At the time of acquisition of such equipment, the Purchasing Agent guarantees compliance with all applicable regulations. Whenever stills are to be transferred or disposed of, it is essential that the Purchasing Agent be notified in advance so that appropriate clearance can be obtained. When ordering livestock, frozen and other perishable goods, departments should endeavour to ensure that delivery will be made at a time when the department is able to accept delivery. Thus, weekends and holidays should be avoided. To arrange a maintenance contract on equipment, or to add new equipment to an existing contract, departments should complete a Purchase Requisition and submit it to Purchasing Services in the usual way.
Most suppliers issue renewal invoices prior to the termination of existing contracts.
These invoices will normally be sent by the supplier directly to the Accounts Payable office. The office will send the invoice for the coming year to the department concerned for confirmation and verification. The department will signify its approval by completing a Purchase Requisition and sending it, with the invoice attached, to Purchasing Services. If service is no longer required, the Purchasing Agent should be notified immediately. Departments requiring information regarding gas supplies should contact Purchasing Services for a list of the University's suppliers.