Stockroom Frequently Asked Questions (FAQs)

The ARC Life Science Stockroom offers the campus community a wide variety of research products from over a dozen vendors. Items may be picked up at C115 Microbiology. The Stockroom bills CSU accounts directly, there is no need for IMOs or P-cards during purchasing. We maintain a stock of commonly used enzymes, molecular biology reagent kits, cell culture growth materials and basic lab consumables. Non-stock items can be special ordered as well. The Stockroom has successfully negotiated preferred client discounts, haz-mat fee waivers, and free shipping from our vendors. These arrangements can often make orders through the Stockroom less expensive than buying direct from the vendor. Please not that prices and stock availability are subject to change due to variations in vendor agreements. Please inquire prior to placing our order from the Stockroom.

When placing an order in the KFS system, you will pay the contracted state price from most vendors, plus shipping and handling costs.  Some vendors also charge a transportation, hazmat and ice fee.  Orders are sent from the Kuali Financial System and faxed to the vendor by the purchasing department at CSU.  Shipping costs are added when the order is invoiced and not always available at the time of ordering.

When picking up an item stocked in the Stockroom, pricing will often be equivalent or less than the state pricing in KFS plus there will be no shipping and handling. Picking up items already stocked in the Stockroom also saves your laboratory staff time because they are not ordering, nor responsible for the invoicing or payments to the vendor, as items are billed internally each week. Also, purchasing onsite from the Stockroom reduces our carbon footprint as a research campus as it results in fewer shipments to the same location reducing the total shipments to campus and transportation waste.

It is important to note that when special orders total above $450-500, the free shipping and handling, haz-mat discounts, etc, may no longer be saving your lab money as the Stockroom adds overhead to each order which often washes away with orders above this dollar value. Please never hesitate to ask for cost estimate before ordering.

Any member or affiliate of the CSU community who has an actively funded research grant (7 digit account number) can set up a profile to make purchases from the Stockroom.

To set up a profile, email [email protected] and provide the following information:
– Faculty name
– Department name
– Campus delivery address
– College affiliated with
– Name and email of fiscal officer for invoicing
– Name and email of another person who wants to receive invoices.
The Stockroom staff will email you again when the information is received. They will also email again when the profile is complete and ready for purchases once an account number is added.
To complete the profile, follow the directions under “How do I add a new fund/ grant?” You will not be able to buy items until you have an account number added which requires fiscal officer approval.

To purchase items from the Stockroom without delay, initiate the addition of new account numbers to the faculty profile as soon as the account is active.

To add an account to a faculty profile, contact your departmental accounting technician and create a 3-way email communication between you, them, and the Stockroom at [email protected]. Ask them to identify the new account/ grant number and to verify the account is active, funded, and can be used for Stockroom purchases. The Stockroom will reply to let you know the account has been added and is ready for purchases.

Visit the stockroom in room C115 Microbiology to purchase stocked items or email [email protected] with the following information:
– PI/Faculty member name
– 7digit CSU grant number
– Person ordering
– Vendor
– Item #
– Item description
– Quantity

A copy of your invoice will be sent to your departmental accounting technician and up to one other person. Seven days are given for the invoice to be reviewed and any changes to the account number must be made within that time. After 7 days, your purchase will be service billed to the account provided.

The stockroom places restock order every Tuesday and Thursday at 11am.
Special orders are also placed at this time for any of the freeze vendors represented in the stockroom.
Most special order items receive a discount, however some vendors require a quotation be issued to provide the discount. If you want to receive this additional preferred pricing when available, please indicate this upon order submission. Also, submitting these orders 48hrs prior to the deadline ensures adequate time to get the quote from a vendor. Free shipping and handling will always be given.

In addition, when you special order from the Stockroom, certain vendors offer express, priority shipping so items from these vendors arrive promptly at no extra costs to you.
Please note that when your special order total is above $450-500, the free shipping and handling, haz-mat discounts, etc, may no longer be saving you money since the Stockroom adds overhead to each order. Please never hesitate to ask for cost estimate before ordering.

To place a special order, have the order turned in by 11:00 am on Tuesday or Thursday.
Orders can be: (1) placed in-person by completing an order sheet at the window of C115 Microbiology or (2) emailed to [email protected].  

**Please copy and paste the bulleted list below into the text of your e-mail and fill in the required fields.

The information to provide is:

  • PI/ Faculty name
  • 7 digit CSU Account/Grant number
  • Name of person placing the order
  • Email address
  • Vendor
  • Item number
  • Item Description (include link with written description)
  • Size
  • Quantity
  • Cost

Contact the Stockroom at (970) 491-3459 or [email protected] for more information.

If there is an item that you will be ordering consistently over a period of time, and this item is not currently stocked in the stockroom, you may request that the item be added to the inventory.  Stockroom staff will work with the vendor representative to get the item added, the number of items to stock, as well as pricing and let the customer know when the item is available for immediate purchase.

Most freezer vendors ship their orders overnight and a few vendors ship two day and/or 3-5 business days.  Please inquire with regards to the shipping time of your specific vendor.

Contact your departmental accounting technician to add a new fund/grant number to the ARC-BIO invoicing system.  This can be done with an e-mail from the account tech to  [email protected].