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Purchasing

Procedures

• Harvard Funds
• Non-Harvard Funds
• Standing Orders

Harvard Funds

1. Prior approval for all radionuclide purchases (including receipt of vendor samples, kits, and sources) must be received from the Department of Environmental Health and Safety.
   
   
2. To receive approval, first ensure that your purchase does not exceed your possession limit (this includes any radioactivity you have in use, storage, and waste), then contact the radionuclide purchasing extension at 496-3797.
   
   
3. Be prepared to provide the following information:
   • Name of authorized user
   • Requisition number
   • Radionuclide (32P, 35S, etc.)
   • Amount of activity (in uCi or mCi)
   • Vendor name
   • Department originating order
   
   
   
4. If the purchase is allowed under the permit, a Radioactive Purchase Order Number (RP#) will be given. There will be no need to contact the Purchasing Department for further approvals or a purchase order number.
   
   
5. Contact the vendor and place the order using the RP number.
   
   
6. A completed requisition/purchase order form includes the following information (please be sure information is legible on all copies):
   • Ship to: and Bill to: addresses
   • Vendor name and address
   • Account code to be charged
   • Purchase order number (RP#)
   • Date of purchase
   • Permit holder's name and permit number
   • Radionuclide in proper notation (32P,35S,14C,etc.)
   • Quantity of radioactivity (in uCi or mCi)
   • Confirming order indicated
   • Requisitioner's signature (a must!)
   
   
   
7. Forward the requisition/purchase order form (marked confirmation) directly to:
   
   
   Radiation Purchasing, EH&S, 46 Blackstone Street, Cambridge
   
   Retain one copy for your department records. The original and at least one copy should be forwarded to EH&S promptly.
   
   
8. Upon receipt of the requisition/purchase order form, EH&S will match the information previously provided by the requisitioner with the actual purchase order.
   
   
9. If the requisition/purchase order is in agreement with the information previously supplied, the form will be stamped APPROVED and forwarded to Harvard Procurement Services.
   
   
10. If the requisition/purchase order is not in agreement, EH&S will contact the originator for resolution.

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Non-Harvard Funds

Prior approval for all radionuclide purchases (including the receipt of vendor samples, kits, and sources) must be received from the Harvard Department of Environmental Health and Safety.

To receive approval, first ensure that your purchase does not exceed your possession limit (this includes any radioactivity you have in use, storage, and waste), then contact the radionuclide purchasing extension at 496-3797.

Please contact your respective purchasing departments for specific variations in radionuclide purchasing procedures. The following apply:

 

Beth Israel Deaconess Medical Center	Call EH&S (496-3797) for initial approval EH&S will fax approval to the BIDMC purchasing department Beth Israel purchasing dept. will verify approval and call or fax order to EH&S with Beth Israel P.O.#, and they will place order.
Brigham Funds	Call EH&S (496-3797) for initial approval EH&S will fax approval to the Brigham purchasing department Call Brigham purchasing to obtain P.O.# Place order with vendor using Brigham P.O.# Call EH&S and provide Brigham P.O.# for records.
IDI Funds	Call EH&S (496-3797) for initial approval and provide EH&S with CBR P.O.# Place order with vendor using IDI P.O.#
Dana-Farber Funds	Call EH&S (496-3797) for initial approval EH&S will fax approval to contact person (or to yourself upon request) Obtain P.O.# from Dana-Farber purchasing department Place order with vendor using Dana-Farber P.O.# Call EH&S and provide Dana-Farber P.O.# for records.
Howard Hughes Funds	Submit purchase order requisition form to Genetics purchasing department (432-7666) Genetics purchasing department will call EH&S for approval, provide Howard Hughes P.O.#, and place order.
Mass. General Funds	Call EH&S (496-3797) for initial approval EH&S will fax approval to contact person Obtain P.O.# from MGH purchasing department MGH purchasing will place order with vendor Call EH&S and provide MGH P.O.# for records.
Children's Hospital Funds	Call EH&S (496-3797) for initial approval EH&S will fax approval to contact person (or to yourself upon request) Obtain P.O.# from CHMC purchasing department Place order with vendor using CHMC P.O.# Call EH&S and provide CHMC P.O.# for records.

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Standing Orders

EH&S will issue approvals for standing orders upon request. A standing order refers to an approval to obtain a known product at a specific frequency and activity. No blanket orders will be approved. Standing orders are issued only for approved vendors (NEN Dupont & Amerham). To be approved, a vendor must agree to provide EH&S with copies of any orders submitted under standing order authorization. Standing orders cannot be changed without modifying EH&S.

If you have any questions regarding these procedures, please call the Harvard Radiation Purchasing extension at 496-3797.

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Email radiation_protection at harvard dot edu to send comments and suggestions to the Radiation Protection Office