Quick Notes

Owned by Justin Fansler
Last updated: Dec 09, 2021
2 min read

Below are quick notes reviewed in the training session on December 9, 2021:

Remember:

  • All requests and communications should be in a ticket (unless someone outside of our office emails you directly)

  • If someone outside of the office emails you directly about a purchase request, please loop in Justin and Rhonda.

  • Rhonda cannot process your requests unless it’s complete (forms completed and signed, all documentation needed, etc.).

Expense Reports:

Expense Reports (P-Card and Reimbursements)

  • We will create tickets each week on Friday for transactions that have hit your pcard in the previous week. Please upload receipts and Manager approval by EOD on Monday. We cannot process your expense report without both. If we cannot complete your expense report, your pcard will be suspended.

  • Make sure to identify budget. If unsure, please let Rhonda know in the ticket.

  • When uploading a receipt and approval, please also include a statement that outlines the business purpose, including who, what, when, where, how.

  • If you have ongoing monthly recurring expenses, please convert these to annual payments. Work with Rhonda and Justin on this.

Purchase Orders:

Purchase Requests-Office Supplies and Equipment

  • Check with Rhonda to see if your vendor is a Yale Supplier. If not, complete the Supplier Request at New Supplier Setup and Supplier Change.

  • If a software vendor, they likely have their own Terms and Conditions. We’ll need to send this to Procurement to review before moving forward. Attach in a ticket and let Rhonda know.

  • Make sure your forms are completed, signed, and dated.

  • Complete all fields in the ticket including, vendor name, amount and budgets.

  • All forms should be typed, not handwritten.

Purchase Requests:

Purchase Requests-Office Supplies and Equipment