Current Students

Student Organizations: How to Make Payments to Off-Campus Vendors

Payment to off-campus vendors using a UCSD credit card or purchase order eliminate the need for student organization principal members to make large purchases out of pocket.

  1. Find out if the vendor accepts credit card payments over the phone or purchase orders.

    • Contact the vendor to find out if they accept credit card payments over the phone. If not, do they accept purchase orders?
    • If the vendor doesn't accept credit card payments over the phone or purchase orders, you must pay these vendors yourself and then request reimbursement.
    • Purchase orders or UCSD credit card payments are not accepted by retail chains like Target, Wal-Mart, Costco or grocery stores.

  2. Get a Purchase Request form.

    1. Download the Purchase Request form, or pick up a hard copy fromStudent Life Business Operations on Price Center East, Level 3 (map).

  3. Complete the form.

    • Fill in all required information.
    • If this purchase is for an on-campus event, enter the vendor information on the Triton Activity Planner (TAP) in the 'Other Vendor' module.

  4. Submit the Purchase Request form.

    • At least 14 days before your event, submit an invoice or official quote with your completed form to your fund manager:
    • The vendor may also email the invoice or quote to your fund manager or send it by fax to (858) 246-0153. Please notify your fund manager that a fax will be arriving.
    • If a purchase order is used, vendors are paid within 30 days after they provide their service or invoice, whichever is later.

Questions?

Contact Jason Jennings, (858) 822-3899.