Q. How do I purchase laboratory equipment?
A. Equipment items with a purchase price of more than $5000 require the issuance
of a Purchase Order. The first step in the process is to complete an Internal
Order Form (Word, PDF) and bring it to the Chemistry Business Office
(Dabney 725). If there are unique specifications the instrument must meet, these
should be attached to the Internal Order Form. The Business Office staff will use
the information on the Internal Order Form to enter a requisition into the
University’s Financial System. The requisition will be electronically
approved and sent electronically to NCSU Materials Management. A Purchasing
Agent will be assigned to seek competitive bids from vendors who can supply
the item(s) contained in the requisition and meet the specifications. It
normally takes about 10 working days to obtain responses from the vendors.
The completed bids will be returned to you for consideration – normally
the purchase order will be written to the lowest bidder who can meet all
of the specifications.
Q. How do I purchase laboratory supplies?
A. There are several ways to purchase laboratory supplies: Chemistry
Supplyroom, Market Place, Small Purchase Voucher, or Credit Card.
Chemistry Supplyroom. The chemistry supplyroom is located in Dabney 314. Common laboratory supplies, chemicals, office supplies and compresses gases are sold there. Simply go to the supplyroom service window and ask for the items you need. If you are new to the department, the supplyroom clerk may ask for a photo ID to verify your affliation with NCSU – the Supplyroom does not sell to individuals who are not students or employees of NCSU. You will be asked for an account code to pay for your purchase. You will be given a printout showing what you purchased, the cost of each item and the total of your purchase. The supplyroom will ask you to sign one copy which will be retained; you will be given the unsigned copy for your records.
Market Place. NCSU has established an electronic ordering system which allows individuals to order directly from the websites of selected vendors. Among the vendors important to Chemistry are Fisher Scientific, VWR and Sigma Aldrich. Access to the Market Place is through the Wolfpack Portal. If you have never used the Market Place, you will first need to request access.
Getting Access to the Market Place. Download a copy of the Security
Information Form, complete the form and bring it to
the Chemistry Business Office. A CBO staff member will FAX in the first
two pages. It takes 24 hours for your data security clearance to be approved.
Once your data security clearance has been approved (takes 24 hours), the
department will request access to the Market Place. You will receive an
email when the access has been approved (takes another 24 hours).
Once you have been registered you use a web browser to load the Mypack
Portal;
you will be asked for your unity ID and password. Finally click the Market
Place tab and select the desired vendor by clicking on the appropriate company
logo in Market Place website. Once you complete your shopping and submit your
order, it will flow automatically to the faculty member in charge of the
account you selected during the ordering process. He/she will approve or
disapprove your order. Next the order is electronically routed to the Chemistry
Business Office for approval. The Business Office will determine that the
financial account you specified has sufficient funds to cover the purchase
and if so will approve the order. If not, the Business Office will contact you
to request an alternate financial account.
Small Purchase Voucher. Use this method for purchasing up to $5000 from vendors who are not part of the Market Place. The first step in the process is to complete an Internal Order Form (Word, PDF) and bring it to the Chemistry Business Office (Dabney 725). The Business Office staff will verify that the financial account specified has sufficient funds to cover the cost of the purchase. A staff member will obtain a small voucher number from the NCSU Financial system and write it on your Internal Order Form. The original form will be retained by the Business Office; a photocopy of the completed form will be returned to you.
Once a small purchase voucher has been issued for your purchase, you may telephone or FAX your order to the vendor.
When your order arrives, please verify that everything arrived in good condition and that the order is complete. Write the date of receipt on the packing slip and send/take the packing slip to the Business Office. Notification can also be done electronically. The Business Office will not pay the invoice without being notified (packing slip or electronic notify) that the goods have arrived in good condition.
Credit Card Purchases. The department has a credit card which may be used for on-line purchases or other situations in which the vendor will not accept a small purchase voucher. If you have a situation requiring use of the department credit card, please contact Ken Hanck in Dabney 724 for assistance.
Q. What can I buy in the stockroom?
A. Numerous chemicals, office supplies, glassware, gloves, etc. are available for sale
through the Chemistry Supplyroom located in 314 Dabney. The file lists these items
sorted by item number. Item numbers have been assigned according to the following scheme:
| Item Number | Description |
|---|---|
| 1xxxx | Chemicals |
| 2xxxx | Glassware, bottles, brushes, gloves, tubing, etc. |
| 300xx | Gas cylinders (available for sale only within Chemistry) |
| 30xxx | Batteries and computer supplies |
| 4xxxx | Office supplies |
All items are sold at cost. Prices subject to change.
Sales will be made to individuals in Chemistry or in other units of NC State University. A photo ID will be requested from individuals who are not known by Chemistry Supplyroom personnel.
Q. How do I get a key to a room?
A. Keys to offices and laboratories in the department of Chemistry are
issued in the Chemistry Supplyroom (Dabney 314). The key checkout process
involves two steps:
Go to Dabney 314 and request the key(s) needed. The stockroom personnel will print out a key checkout form for each key requested. Take the form to the faculty member responsible for the area you are seeking access and obtain their signature. [His/her name will be on the form].
Return the signed form to Dabney 314. The stockroom personnel will give you the key(s) requested. A $5 refundable key deposit is required for each key. [The key deposit is waived for permanent employees]
Q. How do I initiate or change a graduate appointment?
A. Graduate appointment changes are initiated by the Chemistry Graduate Office. Graduate students who wish to request a change to their appointment should first seek approval from their advisor (or the Director of Graduate Studies if he/she does not have an advisor). Once this approval has been obtained, the approved request should be sent to the Chemistry Graduate Office. If the change requires a change in the appointment contract, the student will be notified to come by the Graduate Office to read and sign the revised contract. In either case, an email will be sent to the student, their advisor and the Director of Graduate Studies summarizing the change in appointment, effective date, etc.
Q. How do I initiate or change a post-doctoral appointment?
A. Contact Thelma Rhone (714A Dabney; 515-9370 or
Q. How do I hire a temporary student employee?
A. Provide instructions (hard copy or email) to Julius Massenberg in
the Chemistry Business Office (Dabney 725) which includes the student’s
name, financial account to be charged, period of employment, and a brief job
description. Also indicate whether payment is on an hourly basis or on a
flat rate basis. Finally indicate either the hourly payrate or the amount
to be paid on a flat rate basis. Ask the student to come to Dabney 725
and meet with Julius to complete various HR and IRS forms.
Q. How do I get rid of trash or surplus items?
A. Go to the Chemisry Intranet
and click on the link labeled Repair and Disposal Form. Once the form loads click the appropriate
radio button, complete the form and submit it.
Q. How do I turn in a faulty telephone for repair?
A. Go to the Chemistry Intranet and click on the link
labeled Repair and Disposal Form. Once the form loads click the appropriate radio
button, complete the form and submit it.
Q. How do I get a computer or printer repaired?
A. Go to the
Chemistry Intranet and click on the link entitled Repair and Disposal Form.
Once the form loads click the appropriate radio button, complete the form and submit it.
Q. How do I get access to the NMR laboratory?
A. Contact Sankar Sabapathy (432 Dabney; 515-5522;
.
Q. How do I get an instrument repaired?
A. Go to the Chemistry Intranet
and click on the link labeled Repair and Disposal Form. Once the form loads click the
appropriate radio button, complete the form and submit it.
Q. How do I get reimbursed for entertaining a departmental visitor?
A. Complete the Entertainment Reimbursement Form located in the Forms Directory of
the Chemistry Intranet and submit it to the Chemistry Business Office (Dabney 725).
The department policy on entertainment reimbursements and the receipts required
are also available in the Forms Directory of the Chemistry Intranet.
Q. How do I initiate a travel authorization request?
A. Complete the Travel Authorization Request Form located in the Forms Directory of the Chemistry Intranet and submit it to the Chemistry Business Office (Dabney 725) before leaving on your trip.
Q. How do I get reimbursed for travel expenses?
A. Submit the original receipts which support your travel reimbursement to the Chemistry Business Office (Dabney 725). Make certain the receipts show payment in full. A travel reimbursement request will be generated electronically by a member of the Chemistry Business Office staff based on the receipts provided and the information in your Travel Authorization Request. When the form is ready, you will be contacted to come by and sign the form. Please read university policy on travel reimbursements and required recepits.
Q. How do I find out the balance in a financial account?
A. Go to the Chemistry Intranet and click on the link entitled Wolfpack Reporting System.
Once the form loads type in the appropriate financial code including phase
(e.g. 201585-00099) and click View Report.
Q. How do I pay myself summer salary?
A. Contact Alex Rogers (Dabney 726; 515-4010;
.
Q. How do I process a request for a budget change in a research grant?
A. Contact Alex Rogers (Dabney 726; 515-4010;
.
Q. How do I request a no cost extension for a research grant?
A. Contact Alex Rogers (Dabney 726; 515-4010;
.
Q. How do I get a supply of Business Cards?
A. Business cards are ordered through University Graphics. Please complete the Business
Card Form and submit it to the Chemistry
Business Office (Dabney 724).
Q. How do I make a purchase at the Student Supply Store?
A. Contact a member of the Chemistry Business Office staff to obtain a service unit billing form. Enter the financial account number which will pay for the purchase onto the form. Present form with your purchase to the cashier at the bookstore. Bring one of the copies of the completed form to the Chemistry Business Office for their records.
Q. How do I get a Wolf Copy Photocopy Card?
A. Faculty and staff may obtain a Wolf Copy Photocopy Credit Card by contacting
the Chemistry Business Office (Dabney 725; 515-7361) This card may be used to
make an essentially indefinite number of copies.
Graduate students, undergraduate students, and post-doctoral students may obtain a Wolf Copy Photocopy Cash Card by purchasing one from the Chemistry Supplyroom (Dabney 314). The purchase will need to be charged to a valid financial account. A new card costs $20.50 and will make approximately 400 copies. You may exchange an expended Cash Card for a new Cash Card by turning in the old card – the cost is $20.00.
How do I reserve the Chemistry pick-up truck?
A. All drivers of the Chemistry truck should read the policy statement regarding
appropriate use of the truck.
Since the truck is a “State Owned Vehicle”, the department is required to have on file a copy of the driver’s license of anyone who drives the truck. Please bring a photocopy of your current driver"s license with you the first time you check out the truck keys.
Usage of the Chemistry truck will be administered by Alan Harvell in the Chemistry shop. All reservations of the truck, must be made electronically via the Oracle calendar (resource pams_chem_pickup). If you need assistance in using the Oracle calendar for making the reservation, contact Alan Harvell (515-2213). He will assist you but will not make the reservation – that should be done via the Oracle calendar of the individual requesting the reservation.
Graduate students and post-docs currently do not have Oracle calendar accounts. Their faculty mentor should make the truck reservation for them via Oracle.
The truck keys may be checked out from the Chemistry shop or, if the shop personnel are not in, a set of keys may be obtained from the Chemistry Supplyroom. Please return the keys to the location from which you signed them out.
NOTE: if the Chemistry truck is not available, check the availability of the PAMS truck using the Oracle calendar (resource pams_cox_pickup). You may also reserve the PAMS truck by using the Oracle calendar. Keys to the PAMS truck are available from Tim Harvell in Cox 7. You must bring a photocopy of your driver’s license if it is the first time you are using the PAMS truck.
Q. How do I increase my email quota?
A. By default you have 50 MB of space allocated for email. You also have 150 MB of space which is unallocated. You can reallocate some or all of that space by going to Sysnews and logging in to your account. In the User Info section in the upper left corner click on Quota Manager. Space is divided into three types, AFS, email, and Novell Profile. The screen will tell you how much is allocated in each of the categories and how much is allocated total. In the column New Quota make changes and click the Submit Change Request when you are finished.
Q. I have allocated all of my available space for email/file storage but I still need more, what do I do?
A. Once you have reallocated all of your available space and you still need more for email, file storage, etc. you can rent space on a yearly basis. Log onto Sysnews and select Quota Manager in the User Info section in the upper left corner. Near the bottom of the screen you will see a link called Purchased Space Tool. Click that and you will be taken to a page where you can request addtional space and will be given the costs for the rental. Click the Request Space link and enter the amount of extra space you want to rent. You can also reallocate your space at the same time if you like. Click the Payment Options link. On the next page you will have two payment options – Pay by Cash or Check and Pay by University Account. If you choose to pay by University Account you will be asked to provide information on how to bill the charge. Use the appropriate Project and Phase numbers. The Account is 53291. You can split the charge between multiple projects if you like.
Q. How do I synchronize my Google calendar and my Groupwise/Wolfwise calendar?
A. Google calendar supports the CalDAV protocol, an evolving, open standard for calendar synchronization with a number of mobile devices and desktop applications. Groupwise/Wolfwise, on the other hand, uses a closed system for its calendar information. The only product currently available to synchronize the two is CompanionLink Software. It is $39.95 and is for Windows only. It requires the Groupwise client to be installed on your computer. There is nothing available for Macintosh or Linux.
Q. How do I create an email vacation message to let people know I'm out of town?
A. How to create a vacation message is at http://help.ncsu.edu/solutions/all/3101.php.
Q. How do I filter the spam from my email?
A. See http://help.ncsu.edu/solutions/all/3099.php.
Q. How do I setup/interact with the voicemail system?
A. The campus has a web site to answer all your questions.
