reimbursements, purchase orders, etc.
purchase Orders a.k.a. POs
They're great. They're easy. We love them. In fact, WE PREFER THEM! Here's how they work:
- Whoever needs the money (designers, PMs, etc.) should make sure the business accepts POs from Brown University. Call them and ask.
We already know that the Salvation Army, Brown Bookstore, Adler's, Utrecht, Lorraine Fabric, Riverhead (formerly JT) Lumber and Metcalf Copy Center accept them. We will NOT reimburse receipts from these places. Please use a purchase order.
Whenever you call, also get a total price for your order.Tell the store we are a tax exempt institution. Use the tax exemption certificate if you need it.
the name of the business you are ordering from the total
whether you are making the purchase with money from the show's budget or from a grant (i.e. New Works, Open Jar, etc…)
If your order is being delivered: call the store and give them your PO number. If you are picking your order up: take the PO with you and give it to them.
- NOTE: POs are requested in the afternoon on TUESDAYS and THURSDAYS. Plan your purchasing/signatory-notifying to respect this schedule.
- If your order is being delivered: call the store and give them your PO number.
- If you are picking your order up: take the PO with you and give it to them.
BUT - What do you do if the business doesn't accept POs?!?!
If you cannot use a purchase order, you can also be reimbursed by the university for purchases you make. Here's how this process works:
Keep all receipts! You must have original receipts to be reimbursed.
If receipts do not have an itemized list of things purchased, include a short list or description of what was purchased.
Separate the receipts by reimbursee and then attach them to a completed reimbursement form.If you are being reimbursed for more than 3 receipts, list the additional ones on the back of the form. The total should reflect the total amount of money you are being reimbursed.
Give the completed form with attached receipts to a signatory.
Reimbursements are processed on FRIDAYS. You can expect to get a check at the provided address 2-3 weeks after completing the form and giving it to a signatory.
You have several options for making an online purchase
Forward a link to the website to the signatories along with:
the specific name of the item you would like to purchase
the price of one item
the quantity of items you wish to purchase
the expected total for the order
the shipping address
this can happen on TUESDAYS or THURSDAYS
Print a confirmation of the order from the store and a screen shot or copy of your bank statement that shows the purchase was paid for with your account. This document MUST display some portion of your account number, name etc. You can always black out super sensitive info.
Fill out the reimbursement form like normal, but attach your banking info along with the receipt.
NOTE: The signatories will use the purchasing card linked to our account to order the item(s) on TUESDAY or THURSDAY. Once again, please respect this schedule.
general Managers: at strike, please give the financial signatory:
All PO receipts and white PO copies
All reimbursement receipts attached to reimbursement forms
A budget breakdown - so the financial signatory has something to access which reflects what the PM believes to have been the spending which occurred during the show
Please note: the show's budget (and any overspending)is the responsibility of the General Manager.
Another note: We will not reimburse spending that was NOT APPROVED by a General/signatory.
That’s all! If you have questions or concerns, please email Luke (firstname.lastname@example.org) or Ani (email@example.com) Thank you!