Faculty and Staff

How to Buy Using Recharge

Last updated November 17, 2009 10:05:13 AM PST
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You can pay on-campus UCSD suppliers through the convenient recharge process, in which you simply provide an index at point of purchase. The process assigns charges directly to your department's ledger and involves no purchase orders or invoices.

Note: Use the recharge process only if your department does not yet have access to Marketplace, UCSD’s new online buying site, or the campus supplier you wish to buy from is not available through Marketplace. Check the list of departments and representatives (Excel) to find out if your department has access.

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1. Choose a campus suplier that sells by recharge.

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.

3. Gather the information to give to the on-campus supplier.

  • 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 supplier requires all of the information listed, but if you have it, you won't be caught by surprise.

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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If you have questions, contact the appropriate Recharge Department or Procurement & Contracts (858) 534-3084.