Applicability
Campus Chargebacks are project expenses for activities conducted by a ¼ªÏé·» department. The activities are ordered to the "chargeback function" on the ¼ªÏé·» portal and invoiced through the ¼ªÏé·» Accounts Payable Department.
Examples can be:
- Copies, Printing, Office Supplies etc. provided by 'Quickcopies'
- Parking Permits provided by the ¼ªÏé·» Public Safety
- Postage provided by the Postal Dept.
- Maintenance work provided by PPM
- LiveScan Fingerprinting
- Facilities Planning
- Information Technology Resources
- etc...
Procedure
Campus activities are ordered, processed and charged through the ¼ªÏé·» PeopleSoft 'Chargeback' function.
| Step | Responsible | Tasks |
|---|---|---|
| 1 | Principal Investigator | Initiate Ordering Process 1. Go to the responsible administrator in your ¼ªÏé·» Department with access to the PeopleSoft "Chargeback Function " 2. Provide the administrator with all information required for the Ordering Process, including:
|
| 2 | Departmental Administrator (¼ªÏé·») | Submit Online Order 1. Go to web site: , login at the "¼ªÏé·» Portal" 2. Submit the order online 3. Print a paper copy of the 'Chargeback Order' 4. Provide the paper copy of the 'Chargeback Order' to the Principal Investigator |
| 3 | Principal Investigator | Confirm Order 1. Sign the paper copy of the 'Chargeback Order' 2. Send the signed paper copy of the 'Chargeback Order' to: The University Corporation Or have it personally delivered to: The University Corporation |
| 4 | Departmental Approver (¼ªÏé·») | Approve Online Order 1. Approve the order online |
| 5 | TUC - Accounts Payable (Purchase Orders) | 1. Review the paper copy of the 'Chargeback Order' for completeness & correctness 2. Forward the paper copy of the 'Chargeback Order' to the TUC-Sponsored Programs Dept. |
| 6 | TUC-Sponsored Programs Dept. | 1. Conduct budget check and approve form 2. Forward the paper copy of the 'Chargeback Order' to TUC-Accounting (Purchase Orders) |
| 7 | TUC - Accounts Payable (Purchase Orders) | 1. Issue a 'TUC Purchase Order Number' 2. Approve the Chargeback Order in ¼ªÏé·» PeopleSoft 3. Encumber the Order in TUC PeopleSoft 4. File the papercopy of the 'Chargeback Order' |
| 8 | ¼ªÏé·» - Chargeback Provider | 1. Provide goods & services 2. Notify ¼ªÏé·»- Accounting - Accounts Receivable (AR) |
| 9 | ¼ªÏé·» Accounting - Accounts Receivable (AR) | 1. Invoice The University Corporation |
| 10 | TUC - Accounts Payable (Purchase Orders) | 1. Review invoice for correctness 2. Send invoice to Principal Investigator (via TUC check request) |
| 11 | Principal Investigator | 1. Review invoice for correctness 2. Sign invoice or approve invoice through TUC check request on OnBase. 2. Send signed invoice to: The University Corporation Or have it personally delivered to: The University Corporation |
| 12 | TUC - Accounts Payable (Purchase Orders) | 1. Pay invoice 2. Disencumber and Charge Project Expense in TUC PeopleSoft 3. File Invoice |