Now that we are in a new fiscal year I would like to remind everyone of the procedures for charging purchases and placing orders over the phone or when packages are received.
Departmental Purchase Orders: Many companies require DPO numbers when placing orders by phone or fax, and some off-campus vendors (Walmart, Thurman, etc.) also require DPO's when charging off campus--be sure to pick these up from Jeannie.
Charges Off-Campus: All receipts ***MUST BE*** turned in immeidately upon returning to campus to Jeannie (accounting tech in the main office). Too many receipts are not being turned in, and until the vendor calls looking for payment we do not know there are outstanding bills to be paid. Some vendors are reluctant to allow further charges. If this problem continues, the vendors will require cash purchases only, or they may allow only one individual from the department to charge items.
Out-of-Pocket Cash Purchases: In emergency situations of cash purchases (under $5) bring the receipt in and we can reimburse you. For purchases over $5, bring the receipt to Jeannie and she will process a VPA to reimburse you for the expense.
Ordering by Phone: Let the vendor know your name and ask that they send the package to your attention. This will save time in the front office letting you know when packages are received.
Packing Slips on Packages: After you receive a package, double check with the packing slip that all items were received. Give Jeannie the packing slip with notations as to whether everything is received, or incomplete. When the invoice is received for payment, this will save time in assuring the items being paid for were received.
Returned Items: Be sure to let Jeannie know if items are returned so something is not paid for that was returned.
The Electronics Lab personnel will be looking over charges made at local electronics shops and try to stock frequently purchased items. Hopefully this will cut down on time spent with one or more persons going to local vendors and buying the same item, double or triple paperwork to the same vendor for multiple purchases, and so on.
Please be sure the vendor has a name and DPO number. It saves time and frustration if they call back asking for clarification or needing more info from you. Remember there are approximately 150 faculty, staff and students working in the department and in labs.