o Please plan ahead when ordering supplies and items from Amazon. It often takes 3-5
business days to receive items, even with Amazon Prime.
Vendors
•
A vendor is a person or organization providing goods or services to the university. For example, a tshirt company is a vendor, but Giant is not. A bus company or a caterer is a vendor, but PartyCity is
not. If you have a question about whether someone you are dealing with is a vendor, please contact
your advisor.
•
Students and employees of the university may not enter into contracts with vendors. All contracts
must be signed by the Purchasing department.
o If anyone asks you to sign anything, please check with your advisor first.
•
If you would like the CSC to negotiate with a vendor on your behalf, please be aware of the
following guidelines:
o Any vendor who is not already in the university vendor system MUST BE WILLING TO
SUBMIT A W-9 TAX FORM TO THE UNIVERSITY in order to be assigned a vendor
number so that payment can be made.
o All vendors must be paid by check or credit card. We cannot approve or facilitate payments
of cash.
o In the event that a group must make a purchase in a retail establishment (such as a grocery
store or restaurant), that must be done on a reimbursement basis. See the section “Getting
Reimbursed”.
Getting Reimbursed
•
In the event that a group member must make an out-of-pocket purchase, the following rules apply:
o The university will not reimburse for sales tax. The CSC has a supply of university tax
exempt cards, which should be used for every retail purchase. Any sales tax will be deducted
from the total of any reimbursement. Please stop by the CSC for a tax exempt card if your
group plans on making retail purchases.
o ALL RECEIPTS BROUGHT TO THE CSC FOR REIMBURSEMENT MUST BE
INITIALLED BY THE GROUP’S FINANCIAL OFFICER. NO EXCEPTIONS.
•
The individual who needs reimbursement – not the group treasurer – should take all receipts to the CSC
between the hours of 9AM-4PM.
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