Santa Clara University

Student Organizations - Purchasing Options

Bookstore

Barnes and Noble stocks a wide variety of office supplies that can be purchased with a bookstore purchasing card. You will receive a 20% discount on most items. The card allows for automatic internal billing against the funding source provided. Please submit receipt to the CSO Administrative Assistant.

Central Stores

Computer and copy paper, printer and fax toner cartridges, and surge protectors can be purchased through Central Stores. These products cannot be purchased through Office Depot. Supplies are delivered within two days. You can fax your order form to ext. 5066 or send it through intercampus mail. Complete information and order forms can be found on the SCU website: www.scu.edu/purchasing/stores/index.htm or from the CSL Administrative Assistant. Central Stores allows for automatic internal billing against the funding source provided.

Mailing and Copy Services

Student organizations can use SCU's Mailing Services Department for internal and external mailings. Mail processing forms can be obtained from the CSL Administrative Assistant. This service allows for automatic internal billing to the funding source provided.

Kinko's Commercial Document Solutions is now SCU's recommended vendor for your organization's copying needs. It is located at 2125 El Camino Real in Santa Clara, and the contact person is Mike Hanson, (408) 244-5800. Kinko's will provide pickup and delivery of copy jobs. Cash is the only method of payment for CSOs.

For pricing and/or further information, contact a CSL Administrative Assistant.

Office Depot

Office Depot orders are easily placed either by fax (1-888-811-7272) or phone (1-888-438-1224) -please ask for a "Fremont Team A" representative). Supplies are usually delivered within 24 hours. Most items are offered at a 40%-50% discount off the list price. If you need to know the exact price of an item, please call the "Fremont Team A" Customer Service Representative at the above number. Order forms are available on-line at www.scu.edu/purchasing/forms or from the CSL. Submit 2 copies of the completed form to the CSO Administrative Assistant along with Office Depot's confirmation fax.

Petty Cash

Petty Cash is available in the Center for Student Leadership. Requests are accepted on a first-come first-served basis. Clubs must have prior approval from the ASSCU Financial Vice President. Advances must be cleared within 24 hours. When clearing the Petty Cash advance, tape original receipt(s) to an 8-1/2" x 11" sheet of paper, make a copy, and turn in with any remaining cash to the CSO Administrative Assistant.

Purchase Orders

Direct Purchase Order (DPO)

DPOs are contracts between the University and the Vendor that allow a University representative to exchange the DPO for the product. The Vendor then bills the University directly against the funding source provided. DPOs can be issued for up to $1,000 and must be signed by the CSL Director. Then, depending on the Vendor's policy, the order can be dropped off, called in, faxed, or mailed.

PeopleSoft Purchase Order (PO)
POs are similar to DPOs in that they allow an organization to enter into a contractual agreement with a Vendor that guarantees payment by encumbering or earmarking the funds in your budget. Typically POs are used for purchases over $1,000 or when the vendor is not identified.

Stationery Purchase Orders
Forms to order letterhead stationery, memo pads, or business cards can be found on-line at www.scu.edu/purchasing/forms or see the CSL Administrative Assistant.

Reimbursements

All purchases made from your own pocket where you expect reimbursement must be coordinated through your organization. Tape original receipts to an 8-1/2" x 11" sheet of paper, make one copy, and submit it with appropriate paperwork - Expense Request forms to the ASSCU Financial Vice President or Payment Request forms to the CSO Administrative Assistant. Payment Request Forms are available on-line at www.scu.edu/finance/forms/. Cash reimbursements ($250 or less) should be ready for pickup at the time the payment request is accepted by the CSO Administrative Assistant. Check reimbursements ($250 or more) should be ready within 5 business days after the paperwork is received by the Controller's office.

Travel

For simplified travel arrangements, the University has a working relationship with three travel agencies. When making travel plans, the CSO leader should contact Linda Campbell at Travel Advisors of Los Gatos (408-354-6531) to arrange for air and ground travel. At Antelope Travel in Sunnyvale (408-245-7300), the contact is Carla Vicencio. At Travel With Me (408-559-8331), speak to Nancy Gantz Lindley. Each agency charges an additional $20 per ticket.

Once travel arrangements have been finalized, complete the Business Travel Approval form available from the CSL Administrative Assistant. It will be used to bill your organization directly - no out-of-pocket money or charging to personal credit cards!

Both travel agencies can also reserve hotel rooms, but they cannot finalize payment. Prior to traveling, final hotel payment arrangements must be made. They can be in the form of University check, personal credit card, or cash.