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How to Process Freight and Commercial Transportation Bills

Find out how to process a freight or commercial transportation bill.

Freight and commercial transportation bills are generally sent to Disbursements for payment. If you receive one of these bills directly, please follow the steps below.

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1. Check the bill to make sure it's correct.

  • Check that the following information is correct and recorded on the bill:
    • Addresses of the sender and recipient
    • Amount charged
    • Index or purchase order
  • If an item on the bill is not correct, follow up as noted below:
    • Incorrect address or amount charged: Contact the freight company for correction.
    • Index or purchase order number is missing or incorrect: Write the correct index or number on the bill.
  • If the freight bill refers to inventorial equipment where no campus purchase order was established for the freight costs, please follow the directions on How to Add Freight Costs to Existing Equipment.

2. Have the bill approved for payment.

Have the bill signed.
  • Note: The person signing the bill as the approver must have a Signature Authorization Form (Excel) on file in Disbursements for the fund source being charged.

3. Send the bill to Disbursements for payment.

  1. Write your UCSD phone number on the bill.
  2. Make a copy of the approved bill for your records.
  3. Send the signed bill to Disbursements, Mail Code 0955.

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