IF YOU REQUIRE MATERIAL BY A CERTAIN TIME FOR ANY REASON PLEASE EMAIL US AT [email protected] TO ENSURE WE HAVE INVENTORY AVAILABLE IN ADVANCE. SHIPPING DELAYS MAY TAKE UP TO 2 WEEKS. PLEASE PLAN AHEAD.

FACULTY & STAFF RESOURCES


Need Items for Class?

Regularly Stocked Items

  • We try to keep as much inventory as we can depending on the average sales that we have per semester. If you are planning to require or recommend a particular material for your class, please give us at least 2 weeks notice (the more time the better) so that we can make sure your class is prepared.
  • If you have a request for a large quantity of items for an upcoming project or class, please submit your request via this form: Material Source Bulk Quantity Request Form.
  • We recommend submitting the form at least 2 weeks in advance in case of delivery delays.


Course-Specific Items

  • If there are items that we only stock specifically for your class you must request them at least a month before the start of the semester for them to arrive in time for the start of classes.
  • All items that are requested for a specific course or department that are not regularly being purchased within the Fiscal Year will need to be repurchased by the department in the following fiscal year. Please request quantities that are reasonably expected to sell.


Requesting New Items

Faculty may request new items by filling out our NEW MATERIAL REQUEST FORM

We prioritize selling items that are:

  1. directly related to the curriculum
  2. difficult to transport in the loop
  3. directly related to the safety or operation of another item/equipment on campus.

If you request a certain quantity of an item for your class, please note that at the end of the semester, the cost of any leftover products will be billed to your department. To avoid this, be sure to only request items you know your students will be using.

Before you begin:

  1. Please check the current Material Source Catalog for identical or similar products before submitting.
  2. Timelines for review and implementation will vary and will be established upon review of the request. New products will most likely be added to inventory at the beginning of a semester and stock dates are always subject to vendor turnaround times.
  3. Considerations when evaluating requests: expected use, safety concerns, space availability, cost-effectiveness, delivery/receiving requirements, and packaging needs

Department Funds 

How to Pay for Instructional/Work-Related Materials


Option 1: ARTIStaff funds

What: ARTIStaff funds are department funds placed on staff ARTICards that are able to used for departmental purchases. They are tax-exempt and can only be used for work purposes. 

Material Source highly recommends this option for ease of use, budget keeping, and accuracy of payments.

  • ARTIStaff is exclusively reserved for teaching materials. If a faculty member wishes to make purchases through Material Source for personal use, they must use ARTICash and tax will be added.


How To:

  • Department administrators should email ARTICard ([email protected]) to specify how department funds should be distributed. They should provide ARTICard with the ID numbers that should have access to funds, the account number, the amount allocated per semester. 
  • The ARTICard office can also run automatic reports that can be sent to department administrators via email daily, weekly, and/or monthly and show all charges to a specific department account including who made the charges and when, allowing for easy record keeping.
  • At the time of purchase, please specify to the student worker at the register whether you will be using ARTICash or ARTIStaff, as that determines how they will ring up the sale. Just like all other purchases, the student worker will need your physical ID card or a white department card to complete the sale.


Option 2: White Department Cards

What: Used when departments do not have the option to pay with ARTIStaff on their personal ARTICard. For example, student groups, etc. 


  • These cards must be kept by the department and distributed by them as purchases are made. 
  • Starting January 2nd, 2026 Material Source cannot hold onto or administer these cards. 
  • The ARTICard office ([email protected]) can facilitate the creation and upkeep of these cards as needed.
  • NOTE: this option does not allow for accurate record keeping of who has made each individual purchase, as only the card number will show up on the purchase and reports.


Option 3: Journal Transfer Requests

  • We ask that if you can use ARTIStaff (via an ARTICard or white department card) you do so instead as Journal Transfers take a longer time to process.
  • All required information is used by Material Source to submit your request to SAIC’s Fiscal Office.
  • Requests must be filled out at least 3 days before materials are needed. We cannot accommodate same-day requests.
  • DO NOT USE THIS FORM IF YOU DO NOT HAVE ACCESS TO DEPARTMENT FUNDS. Your request will not be processed without approval.
  • Email [email protected] to request a journal transfer order. Please cc a department administrator on your email.