1. Customer Complete Request for Purchase and Reimbursement Form (paper copy or from our website) Return form and quote (if available) to inbox or email to Fiscal Associate Business Manager Budget check Fiscal Associate Decide best way to purchase Process request or distribute Pcard or 100W Enter/scan into Purchasing Log Return all paperwork (except pcard forms) to Business Manager Business Manager Verify information is correctApproval PURCHASE REQUEST

2. Customer Complete Request for Purchase and Reimbursement Form (from our website) Return form by email to Fiscal Associate Business Manager Budget check Fiscal Associate Notify customer that card is available for pickup Customer Returns pcard with original/itemized receipts (no tax) and signs forms Fiscal Associate Verifies form and receipts for accuracy Reallocation in system Enter/scan into Purchasing Log Return forms/receipts to Business Manager Business Manager Verifies Information and reallocation is correct Approval PCARD PURCHASE

3. Student Workers Sign for packages Check packing slip for purchase order number From purchasing log verify who items belong to Check in and scan packing slip into purchasing log Notify customer that their package has arrived PURCHASED ITEMS RECEIVED

4. Customer Complete Request for Purchase and Reimbursement Form (paper copy or from our website) Return form with original/itemized receipt or invoice to inbox for Fiscal Associate Business Manager Budget check Fiscal Associate Process request Enter/scan into Purchasing Log Chair Approval Business Manager Verify information is correct Approval REIMBURSEMENT OR PAYMENT

5. Customer Complete Travel Request Form and Application for Leave Form (paper copy or from our website) If prepaid airfare, arrange flight with designated travel agent Return form to inbox or email to Fiscal Associate Business Manager Budget check Chair Approval for Application for Leave Form Fiscal Associate Enter into Travel System (or complete RF Travel Form) Enter/scan into Travel Log and assign tracking number Notify Business Manager via email that there is travel approval needed Business Manager Verify information is correctApproval Email notification to traveler that travel has been entered and approved (provide T- Number) TRAVEL REQUEST

6. Customer Complete Travel Reimbursement Envelope (paper copy or from our website) Return envelope with original/itemized receipts to inbox for Fiscal Associate Fiscal Associate Calculate travel reimbursement Enter information into the Travel System Obtain traveler’s signature Enter/scan into the Travel Log Return completed/signed travel to Business Manager Business Manager Verify information is correctApproval TRAVEL REIMBURSEMENT

7. 100Ws Items to be purchased must be completed Valid business purpose Goldenrod copy to Business Manager Pink copy returned to Business Manager after purchase with any documentation Requisitions/Purchase Orders Quote attached Valid business purpose Vendor maintenance PCard PCard Transaction Form completed, signed, and returned to Fiscal Associate with itemized/original receipt within 2 days No tax Valid business purpose If business meal, Business Meal Form also required. – Approval from Business Manager – Approval from Chair if Faculty – Preapproval from SFO is alcohol Payment Requests A/P Compliance Form Itemized/original Receipt No tax reimbursed Travel A/P Compliance Form Prepaid airfare Conference registration Mileage log Valid business purpose TALKING POINTS