| What to do |
How to do it |
| 1 |
Choose a campus vendor that sells by recharge. |
- Check Departments Offering Goods and Services Through Recharge.
- If you don't find an on-campus vendor on this page, ask co-workers if they have other suggestions.
- If you find that an on-campus vendor can't help you, you'll need to choose a different purchasing method.
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| 2 |
Verify that the supply or service can be charged to your index. |
- Contact the fund manager for that index to:
- Determine if the expense is allowable on the index. If not, obtain the proper index number for the expense.
- Let the fund manager know if you plan to purchase services, supplies, or equipment.
- Let the fund manager know when you will receive the item.
- Be sure you have delegated authority from the Principle Investigator (PI) for that index.
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| 3 |
Gather the information to give to the on-campus vendor. |
- Your contact information:
- Name
- Phone number
- Fax number
- E-mail
- Mail Code
- Department information:
- Department name
- Fiscal contact info
- Name
- Phone number
- Fax number
- E-mail
- Index particulars:
- Index
- Fund number for index
- Specific information about the supply or service you're ordering.
Not every on-campus vendor requires all of the information listed, but if you have it, you won't be caught by surprise.
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| 4 |
Make your purchase and obtain verification or receipt of supply or service. |
- Place your order.
- Ask how you will receive verification of your order:
- E-mail
- Packing slip
- Recharge receipt
- Receive and give the verification to your fund manager for reconciliation purposes.
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