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Payments to Vendors

Depending on the item or service, there are several ways to make payments to vendors. All payments to vendors must be associated with a Triton Activities Planner (TAP) event and must have an approved funding source.

Food/ Restaurant Orders

There are several ways to make payments for food/ restaurant orders. Depending on the type of order, choose between having your Student Life Business Office (SLBO) Fund Manager pay for your food order or paying for your food order out-of-pocket on a reimbursement basis. See the guidelines and process for each option below.

Note

In order for your SLBO Fund Manager to pay for your food order or for your organization to obtain a reimbursement, your organization must have an approved University funding source (A.S. Programming Funds, Parent Funds, Triton Community Funds, EDI Funds).

Dropoff/Pickup/Delivery of Food

For dropoff/pickup/delivery of food, SLBO Fund Managers can purchase food for student organization events or process a reimbursement with approved University funding.  Food order exceeding $1,000 are recommended to be purchased through your Fund Manager, but can be reimbursed.

A. I would like my SLBO Fund Manager to pay for my food order.

AT LEAST 14 DAYS BEFORE YOUR EVENT  

  1. Add a Vendors module in TAP for any TAP approved vendor. 
  2. Upload an official order/invoice/estimate for the food order. Your organization must have enough funding to cover the food order. See examples of acceptable vs. unacceptable food orders (PDF).

TWO TO FIVE DAYS BEFORE YOUR EVENT 

Depending on the food vendor(s) and order total(s), your SLBO Fund Manager will make arrangements to pay for your food order. Your SLBO Fund Manager will send all Principal Members a TAP message once your food order has been paid. Once your food order has been paid, no changes can be made. It is the responsibility of the student organization to reconfirm their food order with the vendor as the event date approaches.

Common questions: 

How do I get an order invoice/estimate from a vendor? 

Contact them by phone, email, or in-person visit. For on-campus vendors, we encourage you to visit in-person to place your order. For off-campus vendors, contact the restaurant location or catering line to place your order.

 

What information should be included in my food order and what should be on the quote/invoice?

  • Restaurant name/ location/ contact information (i.e. phone number, email)

  • Student Organization/Name

  • Date of event

  • Itemized list of the order (tax and delivery charges must be stated separately from items)

  • Total Cost

See examples of acceptable vs. unacceptable food orders (PDF).

B. I will pay out-of-pocket for my food order and request reimbursement.

AT LEAST 14 DAYS BEFORE YOUR EVENT DATE 

Add a Reimbursement module in TAP. Funding must be confirmed with your Fund Manager. 

WITHIN 14 DAYS BEFORE THE EVENT DATE 

Purchase items as needed. Ensure that the items you are purchasing align with your awarded funding.  

WITHIN 14 DAYS AFTER EVENT DATE 

Submit the reimbursement request. See Reimbursement Information for instructions on how to submit the request online. Late reimbursements may not be accepted. 

In general, “hot” food is recommended to be placed for/ picked up on the day of your event. For example, your event’s Panda Express food order receipt should reflect the date of your event. If you have made an in-advance payment for your event’s food order, please provide documentation of the event pick-up date. 

Full-Service Catering

Full-service catering is when a food vendor's employees are coming to campus to set-up and serve the food to your attendees. Per Regents Policy 5402, all full-service catering performed on-campus must be performed by UC San Diego Catering.

Full-service catering refers to any time a caterer is on-campus performing any type of services, including but not limited to, setting up, tearing down, serving food, preparing food.

Regents Policy 5402

Instructions:

  • Contact UC San Diego Catering for your on-campus, full service catering needs.  If UC San Diego Catering is unable to service your request, they will provide you a Declined Service form. 
    • If UC San Diego Catering is not able to service your event.
      • Complete the Rationale for Contracting Covered Services form.
      • Submit to UCSD Labor Relations (laborrelations@ucsd.edu) for review and approval.
      • If approved, obtain quote for a UCSD agreement caterer.
      • Non-UCSD affiliated caterers are required to pay the equivalent of UC wages and benefits to employees providing services to UC. Requestor is required to notify caterer of the requirement to pay the Parity Rates listed. (will be provided on the HDH Declined Services Form)
      • Attach completed Rational Contracting Covered Services form to TAP, Student Org Fund Manager will submit with the Catering Request
For any questions reach out to your CSI Advisor or SLBO Fund Manager for assistance

Purchase Order Process

AT LEAST 14 DAYS BEFORE YOUR EVENT 
  1. Add a Vendors module in TAP approved vendors list.
  2. Upload an official order/invoice/estimate for the order. Your organization must have enough funding to cover the order. This document will be utilized to initiate the purchase order request. 
SEVEN TO TEN DAYS BEFORE YOUR EVENT 

Depending on the vendor(s), your SLBO Fund Manager will start the purchase order request. Purchase orders will be emailed directly to the vendor. After the event, vendors can expect payment from the university within 30 days once they have submitted the final invoice to UC San Diego. Vendors can submit the final invoice to UC San Diego through Payment Compass or email, depending on the terms of the vendor’s agreement with the university.

Common questions:

What information should be included in my service order and what should be on the quote/invoice?

  • Catering provider name/ location/ contact information (i.e. phone number, email)

  • Student Organization/Name

  • Date of event

  • Itemized list of the order (tax and delivery charges must be stated separately from items)

  • Total Cost

See examples of acceptable vs. unacceptable service orders (PDF).

 

My vendor contacted me regarding the purchase order. What do I do?

Purchase orders are emailed directly to the vendor. For questions regarding their purchase order, vendors can contact UC San Diego Disbursements by email at disbursements@ucsd.edu. 

If you have any technical questions, please contact UC San Diego’s Integrated Procure-to-Pay Solutions division through ASKsupport@ucsd.edu or 858-534-9494 for assistance.

Services

All services of any dollar amount must be issued through a purchase order with a university approved vendor. Purchase orders are essentially a “promise to pay” agreement to the providing vendor. Your SLBO Fund Manager will create a purchase order of the invoice and it will be automatically sent to the vendor via email. 

Services are non-reimbursable expenses. See the common types of services and purchase order process below.

Common Types of Service Vendors

Vendors that may be used for services can be found on the TAP approved vendors list under the type Service Vendor. Common types of services include, but are not limited to:  

  • Party rentals (Bright Event Rentals, Raphael’s Party Rentals, etc...)
  • Photography/videography 
  • Media services
  • Professional printing/art 
  • Catering
  • Transportation (charter bus) 

Purchase Order Process

AT LEAST 14 DAYS BEFORE YOUR EVENT 

  1. Add a Vendors module in TAP for any Service Vendor on the TAP approved vendors list.
  2. Upload an official order/invoice/estimate for the service. Your organization must have enough funding to cover the service order. This document will be utilized to initiate the purchase order request. See examples of acceptable vs. unacceptable service orders (PDF).

SEVEN TO TEN DAYS BEFORE YOUR EVENT 

Depending on the vendor(s), your SLBO Fund Manager will start the purchase order request. Purchase orders will be emailed directly to the vendor. After the event, vendors can expect payment from the university within 30 days once they have submitted the final invoice to UC San Diego. Vendors can submit the final invoice to UC San Diego through Payment Compass or email, depending on the terms of the vendor’s agreement with the university.

Common questions:

What information should be included in my service order and what should be on the quote/invoice?

  • Service provider name/ location/ contact information (i.e. phone number, email)

  • Student Organization/Name

  • Date of event

  • Itemized list of the order (tax and delivery charges must be stated separately from items)

  • Total Cost

See examples of acceptable vs. unacceptable service orders (PDF).

 

My service vendor contacted me regarding the purchase order. What do I do?

Purchase orders are emailed directly to the vendor. For questions regarding their purchase order, vendors can contact UC San Diego Disbursements by email at disbursements@ucsd.edu. 

If you have any technical questions, please contact UC San Diego’s Integrated Procure-to-Pay Solutions division through ASKsupport@ucsd.edu or 858-534-9494 for assistance.