Due to audit requirements, Stores will not bill departmental accounts from a vendors invoice (NOSOF). When a purchase is made from a Stores Blanket vendor a merchandise order form must be completed and signed by an FRS authorized signer for the account to be charged. Stores will implement a new procedure for processing Stores Blanket transactions effective immediately. This procedure will ensure all purchases made through the Stores Blanket system are authorized by an FRS authorized signer for the account to be charged.
The new process for Stores Blanket purchases is as follows:
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A purchase is made from a Stores Blanket Vendor
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Department will fill out a Merchandise Order form and attach a copy of the packing slip/receipt. Please make sure the person signing the bottom of the Merchandise Order form is an FRS authorized signer for the account to be charged.
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Departments will fax the form along with the vendors packing slip/receipt to 621-1245 or send it through campus mail. Use this address for campus mail:
Stores Department
USA Building
5th Floor
PO 210300
- The Stores Blanket section will e-mail a PDF of the vendor’s invoice when it is received, to an FRS authorized signer for the account to be charged, when a Merchandise Order form is not received from the department after 10 business days from receiving the invoice.
- The FRS authorized signer will review the invoice and fill out a Merchandise Order form and either fax the form along with the vendors invoice to 621-1245 or send through campus mail. Use this address for campus mail:
Stores Department
USA Building
5th floor
PO 210300
- If a department disputes a charge they should contact Stores at 621-7305 immediately.
- If Stores does not receive the Merchandise Order form back within five (5) business days a reminder notice will be sent (phone call or another email).
- After five (5) business days from the reminder notice and Stores still has not received the Merchandise Order form, a call may be placed to the department dean/director/department head for resolution.
The e-mail with the PDF of the invoice will be sent to an FRS authorized signer within your department. This person does not have to be the one to sign the form, but whoever does, must have FRS signature authority for the account to be charged. If you would like to submit a list of account numbers and the emails of the contact person as well as a backup you want the email to be sent to, you may. Please fax these to Jeff Wilson, 621-1245 or email to jrwilson@u.arizona.edu.
Stores would like to thank the University community for its assistance in providing these documents in a timely manner. You can print out a Merchandise Order form by surfing to campus eforms at this link:
http://uabis.arizona.edu/eforms/Launcher.asp?FormID=114.
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