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Purchases, Payments, and Deposits


Miscellaneous Reimbursements


To reimburse yourself, other students, or staff for expenses incurred on behalf of the organization or miscellaneous mileage, please submit a Reimbursement Form to the OSAF Business Office along with original receipts.  Each reimbursement requires the following:

--Original receipts.  Receipts must show that the item was paid for.  Receipts for online purchases must reflect a zero balance.

--Duke Unique ID and name of the student being reimbursed.

--Signature from authorized group member (usually the Treasurer, President, or Advisor).

Payment can take up to three weeks to process.  Students who are on University payroll will receive their reimbursement via direct deposit.  Others will receive a live check in the OSAF Business Office and will be notified via email when the check is available.

Paying a company or individual for services rendered

The A/P Check Request form is used to request payment for services rendered by a company or non-University vendor.

A/P Check Request forms should be submitted two weeks prior to your event or as soon as an invoice is received.  Checks for services are generally available within one week. Checks for other purposes can take up to 30 days to process.

Once checks are received in the OSAF Business Office, they are mailed or held for pickup per the instructions on the original A/P Check Request form.

Please submit the following:

--A/P Check Request form

--Invoice or contract that reflects the amount due

--W-9 with vendor signature

Paying University Departments

The Interdepartmental Request (I.R.) form is used to either credit or debit any University department or student organization. This form is available from the OSAF Business Office.  Student organizations use I.R. forms to pay for items from the University Store, Computer Store, Duke Dining, Tech Services, and Parking and Transportation Services.

I.R. forms may be requested by organization members who are listed on the authorization form on file with the OSAF Business Office.  Students are not authorized to sign I.R. forms.  Authorized signers are staff in the OSAF Business Office.

I.R. forms should include the amount of purchase and a brief description of the transaction.  Additionally, students should return a receipt to the OSAF Business Office after a transaction, if one is available.

The I.R. process exists only within the University.  A non-University service provider cannot use this method to transfer money into your student organization account. Likewise, student organizations cannot pay non-University vendors with an I.R. form.

Credit Card Policy

The staff in the OSAF Business Office have University procurement cards that can be used to make purchases for student organizations.  Student groups can use a staff member's procurement card for organization purchases if they abide by the following guidelines:

Authorized students should submit the P-Card Request Form in advance of the transaction.

All transactions require a receipt.  Online purchases will automatically generate a receipt at check out. Phone transactions require a receipt within two business days.

Student organizations whose members fail to return receipts to the OSAF Business Office will lose access to credit card privileges for one semester.

Deposits

Cash and check deposits are accepted in the OSAF Business Office anytime the office is open (M-F, 9-5).

Students must fill out a deposit slip, listing cash totals and check amounts.  Students should also make copies of checks for their records.

Deposits usually post to the organization's account within two weeks.

Cash Advance


Students who need cash to purchase supplies for the organization may request a cash advance from the OSAF Business Office. Any amount may be requested, up to $200. 

Cash advances are posted to the individual student's bursar account until the student returns receipts and change to the OSAF Business Office, at which point the charges are posted to the organization's account.  Please note, it can take up to three weeks for the charge to clear the individual's bursar account.


Travel Expenses


The travel form is used for two things: to document travel expenses charged to a staff member's procurement card, and to request reimbursement for travel expenses paid with personal money. 

The form must include detailed travel information as well as original receipts.

Reimbursement can take up to three weeks.  Students who are on University payroll will receive their reimbursement via direct deposit.  Others will receive a live check in the OSAF Business Office and will be notified via email when the check is available.

Corporate Express & FedEx


The University has established a purchasing relationship with Corporate Express (a division of Staples) and FedEx. The OSAF Business Office can assist student organizations that need to purchase goods or services from either of these vendors.

Student organizations that need general office supplies should come to OSAF, browse the Corporate Express catalog, and meet with a staff member. Please provide the item numbers, quantities, and student group fund code.  Supplies are delivered within two business days; students should plan accordingly and come back to OSAF to pick up their order.

Student organizations that need shipping services should come to OSAF with their packages already boxed, taped, and ready to ship.  A staff member will place a pickup order with FedEx and charge it to the student organization's fund code.


Purchase Orders


For all purchases/payments that cannot be paid via procurment card, miscellaneous reimbursement, or A/P check request, a purchase order will be submitted to Duke Procurement Services. Generally, purchase orders are used to pay for goods when the total purchase amount is generally more than reasonable for a p-card purchase.

To submit a purchase order, bring a quote or invoice to the OSAF Business Office and meet with a staff member.

Purchase orders are usually paid 30 days after the invoice date.

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