We recommend that you attach all back-up documentation to the intramural and file as you would any other recharge intramurals. You should not be making duplicate copies of the documentation to file in the account files. The back-up documentation should be the same for any other purchasing transaction. You need to ensure you have a document that has the items requested and appropriate academic and comptroller signatures. This does not have to be on an official Form 12.
Any internal requisition is adequate.
After the item is received, it's preferable that you have a receipt or packing slip. If you receive a split shipment, copies of the back-up documentation should be retained with the intramural for each month that a portion of the shipment is received. Purchasing is in the process of establishing a centralized help desk to answer customer questions and to address problems. Watch for more information on this in the upcoming months. Purchasing is in the process of putting together a supplier listing on the web.