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

Find out how to pay vendors using a credit card or purchase order.

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.
    • If the vendor will deliver the items on campus, a purchase order will be used to pay for services provided. 
    • 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.

    • At least 14 days before your event, upload the off-campus vendor quote or purchase order form on the Triton Activity Planner (TAP) in the "Other Vendor" module.
  3. Complete the form.

    • Fill in all required information.
    • If a purchase order is used, vendors are paid within 30 days after they provide the service or invoice, whichever is later.
  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