Purchasing Policies and Guidelines

There are many ways to buy goods and services through the UCSD Campus.  Below outlines several ways Sociology Faculty, Students, and Staff may acquire goods and/or services without paying out of pocket. 

Office Supplies

General Office Supplies

The Sociology department keeps a store of basic office supplies in Social Sciences Building Room (SSB) 401 Mail Room. These supplies are meant to support the basic instructional and office needs of Sociology faculty and staff and can be accessed during regular business hours (weekdays 8:30 am - 4:00 pm). Typical supplies kept include the following:

  • Writing instruments - pens, pencils, markers, etc.
  • White board marking pens, erasers and cleaner
  • Writing pads, note pads and post-its
  • Manila file folders, hanging filer folders, etc.
  • Paper clips, binder clips and staples
  • Transparencies and labels
  • Scotch tape, liquid paper, erasers and other miscellaneous items

Items not usually kept in inventory can be ordered from the UCSD Marketplace - typical delivery time for most items is one to two days. An order can be placed with Instructional and Fiscal Support Jillian Tracy or one of our student workers in Social Sciences Building Room 401; they can tell you if the item is in stock and expected delivery date. Depending upon the item requested, you may be asked for an index/fund source to charge for the supply.

A small amount of printer and fax supplies are also kept in SSB Room 401 and the Sociology Mail Room. These items should not be taken by faculty or staff for usage outside the mailroom - they are intended only for the printers, fax or copier located in that room. If you require one or more reams of paper for your office or lab, a request should be sent to Jillian Tracy. Depending upon its intended usage, the paper may be recharged to an index or purchased directly from an index.

Grant/Research Specific Supplies

If you need specific supplies related to research on your grant or thesis such as transcription services, project-specific printing supplies, books, gift cards for human subjects, software, etc., please reach out to Instructional and Fiscal Support Jillian Tracy. Depending on what is needed, we can setup the appropriate purchasing mechanism either through UCSD's Marketplace via Purchase Order, a department Express Credit Card, MyPayments, etc.

Foreign Vendors

If you need to make a purchase to a foreign vendor, please provide notice as soon as possible due to the administrative complexity with setting up foreign vendors with UCSD.  Please allow upto 30 days for processing a foreign vendor purchase. We will expedite this process as quickly wherever possible.

Human Subjects

Cash or Gift Cards for Human Subject Payments is obtained through Jillian Tracy. Please allow upto two weeks from date of placement of Purchase Order to receipt of Cash or Gift Card. More information may be found in the Human Subjects section on this page.

Transcription Services

Faculty / Students

When requesting services for Transcription, please be sure to have the following information ready to Jillian Tracy at socpayments@ucsd.edu. Please include the following in your email:

  • Detailed description/business purpose of request.
  • How often will the service be performed?  One time only?  Weekly?  Bi-weekly?  Monthly?  Bi-monthly?  Quarterly?
  • Estimated Start and end dates of service.
  • Dollar amount to be liened.
  • Name of vendor, point of contact, and email of where to send Purchase Order information - quote, website or email from vendor/contractor.
  • hourly rate - quote, website or email from vendor/contractor.
  • Index - Please provide source of funding.
    • Students: Please ensure you have written approved for the expense from your advisor if paying with your department research and travel fund.

If they are a new vendor/contractor, please allow for up to two weeks for setting up in the Marketplace system.

Vendors/Contractors

For faster invoicing, please setup electronic invoicing with UCSD by emailing disbursements@ucsd.edu

Payments to Human Subjects

If you are in need of setting up payments for human subjects research, please reach out to Jillian Tracy. Please allow a minimum of 14 business days to process upon receipt of all required information. We will accommodate your request as quickly as possible.

Payment Options

There are a variety of mechanisms to setup human subjects. Please see this matrix to decide on the best approach for making a Human Subject payment.

Requirements

Before you submit, please ensure the following is in place:

  • The project should be approved for participant compensation
  • Provide the approved IRB letter and project #.

Once ready, please provide the above to Jillian Tracy along with the following:

  • Does the project allow for reimbursement or payment?
  • Will an individual participant receive $600 or more in a calendar year?
  • Does the research indicate participants must remain anonymous?
  • What is the IRB release date?
  • What is the “Do not use after” date on the Human Research Protections Program (HRPP) seal?

Confidential vs. Non-Confidential

  • For a confidential study, ask the participant to sign a receipt that is retained in a secure location at the department. 
  • For a non-confidential study, maintain a Participant Log Sheet that the participant signs.