Rules and procedures for purchasing devices, materials and equipment:

Direct purchase of devices, materials and equipment is carried out by the researcher, whether from inside the Kingdom or from outside it, up to a maximum of (30,000 riyals) thirty thousand riyals. Anything above that is referred to the Unit with three quotations, or one quotation if it is from an exclusive agent or from the manufacturer, to be secured in the following manner:

1. Preparing three price quotations and filling in the selected quotations and award form.
2. The quotations and the selected quotations and award form are sent electronically to the Unit to be studied and reviewed and to verify that the project is regular in submitting the financial and technical reports and that the cost is available in the project budget.
3. The lowest-priced quotation is approved; otherwise a letter is written by the principal investigator with strong technical justifications for choosing that quotation.
4. After the quotation is approved, the company carries out the supply within the period specified in the award.
5. After the supply, the company sends the invoice, the claim and its certificates (the commercial register - the Zakat and Income certificate - the Social Insurance - the Saudization certificate) and the original award letter to the Unit
6. Preparing a receipt record of the items secured and stamping it by the University warehouse.
7. The Science and Technology Unit issues a disbursement form in the name of the supplying company or its representative, attaching to it the original invoice and the claim letter with the company’s certificates attached, the original award/purchase order, the original selected quotations form, the original price quotations, and the original warehouse receipt records.
8. Devices exceeding (300,000 riyals) three hundred thousand riyals are purchased and supplied through a contract between the company and the University Vice Rector for Graduate Studies or their equivalent or their deputy (the principal investigator), and the contract instalments or any entitlements to external parties are paid through the Unit, by directing a letter to the Unit with the invoices authorized for transfer, specifying in it the address and the beneficiary’s details in full.
9. Transferring custody of the project’s devices to any other department in any entity is not permitted except after referring to the Unit.
10. Purchasing devices exceeding 100,000 riyals is not permitted within six months before the end of the project.

Request to change or add equipment for the project:

If the project requires securing devices other than those included in the proposed research project, the
principal investigator or the project manager for research projects must follow the following procedures:

1. Submitting a request for the change or addition, justifying the reasons for this change, and providing detailed information about the alternative devices.
2. The Unit undertakes to study the request and respond to it.
3. In the event of approval of the change request, the Administrative, Technical and Financial Rules of the National Science, Technology and Innovation Plan are followed, provided that the request does not result in a change to the total budget of the devices item for the project.
4. In the event of approval of the addition request, the amount is arranged from one of the items without any increase to the total budget of the project.