ARCHIVED Bulletin: Special Purchasing & Delivery Instructions for Winter Closure (Posted November 9, 2011)

In accordance with the University 2011/2012 Winter Closure Schedule, the Purchasing Services Office will be officially closed at end of business day on Friday, December 16, 2011 through Monday, January 2, 2012. We will return on Tuesday, January 3, 2012.

  • If you are creating requisitions, please keep in mind the closure dates.
  • Purchasing & Contracts will make every effort to place all Requisitions which have been approved and received with necessary documentation and attachments by Monday, December 5 prior to the Winter Closure date of December 16.

Rapid Purchase Orders (RPO):

When calling or faxing in your RPO, please give the Special Shipping Instructions (as provided below) to the supplier regarding the closure and when you will be available to accept the delivery. Your building must be open & accessible to the shipper, and someone must be in your office / lab to receive the delivery.

SmartMart Orders:

Orders approved by December 12 will most likely be delivered by December 16. However, keep in mind that some deliveries may take longer. Place orders early to allow extra time for the usual UPS / Fed Exp Ground delivery time.

Standard Purchase Orders (STD):

For a Standard requisition that will be assigned to a buyer, please make sure that the need by date is a realistic delivery date and that you will be able to sign for and accept. Some orders may need to be delayed for shipment to avoid receiving between December 19 and January 2. Unless you specifically state on your Requisition that you will be available to receive the delivery between December 19 and January 2, 2012, Purchasing will assume that you are not available and will schedule delivery accordingly.

Special Shipping Instructions for Suppliers

Purchasing is communicating the following shipping instructions to suppliers:


Stanford University will be closed for Winter Break from Monday, December 19, 2011 through January 2, 2012. The University will reopen on Tuesday, January 3, 2012. No staff will be here to receive deliveries during this closure unless they have made special arrangements with you to be here to receive this shipment. If you cannot deliver by Friday, December 16, please schedule your shipment to arrive as soon as possible on or after Tuesday, January 3, 2012.

See all 2011/2012 Winter Close information.

Questions? Need Help?

For unexpected requests that do not fit within these guidelines, please contact the Financial Support Center (3-2772).

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