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Purchasing
Purchasing
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Contact one of the approved IPHEC vendors pertaining to the category of furniture needed. Dealership sales representatives are available to assist departments with furniture configuration and selection. Limited design services are included in the furniture contract at no charge to the University. The IPHEC contract price includes delivery to the department. Installation is additional and will be charged accordingly based on each vendor's response to the IPHEC Request for Proposal. There is a maximum percentage charge for installation and cannot be exceeded without written approval from Purchasing.

Furniture orders placed during May and June, being paid from State appropriations, are at risk of not being delivered within the State's lapse period. Purchasing will not allow payments to be made on incomplete orders or on products that are not delivered and/or installed within the State's Fiscal Year ending schedule. For additional information, view the Furniture Policy.

Responsible Party

Action

Department

Schedule an appointment with the dealership representative to discuss options and design services for configuration of new furniture.

Determine method of purchase:

Transaction

P-Card

Requisition

Order is $3,500 or less, including Shipping and Handling

YES

Order is over $3,500

PROHIBITED

YES

Purchase of Panel System

PROHIBITED

YES

Electrical Connection Required

PROHIBITED

YES

P-Card Purchases:

P-Card requests require the completion and submittal of the following form directly to CMS. (Address listed on form.)

  • Furniture Affidavit Form (if combined unit meets or exceeds $500)

Purchase Requisition Purchases:

Purchase Requisition requests require the completion and submittal of the following forms directly to the Purchasing Department.

  • Purchase Requisition
  • Supplier's Quotation
  • Furniture Affidavit Form (if combined unit meets or exceeds $500)

Purchasing

Submits any requests for a panel system or electrical modular office system to Facilities Management for approval to prevent any electrical or ventilation problems.

Approves Purchase Requisition and sends a copy to the Supplier and Fixed Asset Accounting.

IPHEC Vendor

Delivers furniture directly to the Department location or to the dealership depending on the date for scheduled installation.

Large orders: (i.e. workstations, panel systems) allow a minimum of six to eight weeks for delivery and installation.

Small orders consisting of chairs, bookcases, storage cabinets, etc. usually ship in three to four weeks, which results in a four to five week average installation.

Note: All orders are submitted to the dealership representative, which results in an additional two to three days before your order will be entered into the respective furniture manufacturer's system.

Department

Forwards any invoices received to Accounting Box 1003. (Retain a copy for department records.)

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