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Before you send your orders to CindyYudaisy, they MUST be preapproved pre-approved by the professor/PI (if you are not the PI). When the order is received, it is assumed approved (the professors/PI manage and track their own funds, so they need to be kept in the loop at all times unless you are directed otherwise).
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See "New Ordering Template" for sample. Cindy Yudaisy can provide Excel template for your use. In subject please indicate the following RUSH ORDER; ORDER, MULTIPLE ORDER, ETC.
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You are welcome to call vendors on your own and make arrangements and get RMA # when applicable or Cindy Yudaisy can do it for you. Please inform Cindy Yudaisy up front pertaining to the specifics of all returns and repairs. This way proper procedures for all returns can be followed. For example, if the PO # is still active, additional charges/changes can be made against the current/existing PO (Purchasing can then also assist with returns). With Pro Card orders, she needs to know proper credit and pay for repairs if charged.
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All packages should be to Cindy Yudaisy by 1:30 p.m. or earlier for shipment out that day. UPS/Fed Ex requires at least hour leeway and the shipping labels need to be prepared. Note that we have a regularly scheduled afternoon UPS pickup.
Please send Cindy Yudaisy an email on all shipments before bringing the package so she can better prepared to expedite it for you.
Information needed:
reason for return;
RMA# (if applicable). If not, please provide an email showing vendor has agreed to the item being returned and reimburse us.
- charge project #
other pertinent information for shipping label such as contact person, address, phone number, how you want it shipped, charge #, approximate weight and dimensions of package and what is being shipped and reason for repair (estimated cost of repair if known would also be great to know up front). Do you need it insurance on package, if so, how much?
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In general, you place the initial order against the existing PO# (that is currently active for this fiscal year). Should any problems occur with your order, please be sure to communicate them to CindyYudaisy. Either you or Cindy Yudaisy can contact the vendor initially. Invoices are involved so it’s important that the lines of communication stay open so that proper payment is made and/or corrected or credited. If it’s a problem with a gas (hazard) Lou and EHO may need to be involved as well.
Emailing Cindy Yudaisy this information up front is best and preferable with all returns. Again, please provide the details stated above.
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PLEASE NOTE THAT IT’S BEST TO GIVE CINDY YUDAISY RUSH ORDERS IN THE MORNING SO THEY CAN BE EXPEDITED FASTER. (Any orders given received in the afternoon may not get processed until the next work day).
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Please indicate how you want the order shipped. For example: Overnight, 2nd or 3rd, day or Ground (aka: best or cheapest way). Our primary shipper is UPS. The vendor will be given our UPS account number ONLY when it’s a RUSH to save $$$ on shipping. It is not done with every order. Depending on the order, sometimes it’s best to have the vendor ship it the best way from their end –especially if it’s hazardous material or a bulky and heavy shipment.
New Vendors:
Provide Cindy Yudaisy with all contact information on new vendors including address/phone number and contact person when applicable. Also it’s best to find out how they do business. For example, do they take PO’s or Credit Cards? This will save time when placing orders. Surprisingly, some vendors are difficult to place orders with (if SU doesn’t have an account setup with them) so Purchasing gets involved.
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A Procurement Card is used for non-chemical orders less than $1,000 and/or for general RUSH orders. The departmental budget for Pro Card orders is limited to $10$15,000/month so Cindy Yudaisy uses her discretion on when to use the Pro Card.
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An Internal Department Order Form (aka: “ID”) is used for Internal SU Orders to the SU Bookstore or SU departments for services that need to be paid, etc.. We also have SU Central Stores for misc. office supplies as well as Corporate Express. Dell and Fisher also have SU online ordering capability that Cindy Yudaisy uses.
Employee Reimbursement when shopping on your own:
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