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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.

In order to get vendors paid in a timely and efficient manner, a quote or invoice from an approved UC San Diego vendor will need to be uploaded to Triton Activity Planner (TAP) at least 14 days prior to the event's date. 

  1. If you plan to have your vendor cater the event and come onto campus, check to see if they are an approved vendor.

    • For catering orders (wherein the vendors comes to campus to prepare, serve, or deliver food), the vendor must be on the approved vendor list. This is so your Fund Manager can create a purcahse order in compliance with recent university policy changes. 
  2. If your vendor is not catering on campus and the catering order will be picked up at their location, find out if they accept credit card payments.

    • 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 purcahse orders, you must pay for these vendors yourself and then request reimbursement
    • If the vendor will deliver the items on campus, a purcahse order must be used to pay for services provided, as servies will require liability coverage verefieid by the unviersity. 
    • Purchase orders or UCSD credit card payments are not accepeted by retail chains like Target, Wal-Mart, Costco or grocery stores. Purchases from these vendors will need to be reimbusrsed. 
  3. Upload Official Invoices/Quotes.

    • At least 14 days before your event, upload the off-campus vendor quote or purcahse order form to Triton Activity Planner (TAP) in the "Other Vendor" module.
    • In order to be processed, the quote must include:
      • Vedor Name
      • Address
      • Email
      • Phone Number
      • Itemized list of items ordered
      • Total cost (inlcuding tax/delivery)
  4. Payments.

    • If a purcahse order is used, vendors can expect payment within 30 days once they have submited the final invoice to UCSD Disbursements.
    • Credit card payments are typically processed a week before the event date, after the official invoice/quotes has already been uploaded to TAP.
    • Please note that if sales tax was not included, UCSD is liable to account for California state tax. The amount of sales tax will be added to the invoice. This amount can impact available funds.