Purchasing
Student Organizations can utilize their account balance to pay for necessary goods and services using the following methods.
Note: NO CASH will be distributed from University of Dayton Ledger Accounts
Runway
Runway is home to hundreds of vendors, including Amazon and Office Depot.
- Payment Requests (Check Request) can be requested in Runway to pay vendors. Vendors must be established as suppliers in Runway. An invoice is required to complete the request.
- If your preferred vendor is not an established supplier in Runway, please email studentorgs@udayton.edu to request assistance adding the vendor to Runway (which will take additional time, and not all vendors may complete the paperwork necessary to be added to Runway).
- Non-catalog purchases can be requested in the event the organization has anticipated or regular expenses that require a Purchase Order. A vendor quote is required to complete this request.
Purchasing Card (P-Card)
- P-cards are available to organizations on a first-come, first-served basis through placing a financial request in 1850. The Financial Management Tool is available to guide students through the p-card request process. Alternatively, students can follow this path to the form: Log into the organization account in 1850, select Money, then Budgeting, then click Request Payment (big, blue button).
- If available, the student will receive an approval email from our CSI staff. P-cards must be picked up between 10:00am – 2:00pm Monday through Friday, or by appointment. Failure to pickup the p-card within the scheduled time may result in forfeiture of the reservation.
- Since checking out a p-card requires a signature acknowledging the terms and conditions for p-card use, only the signer is authorized to make purchases. Exchanging the card between members is prohibited.
- Must retrieve tax exemption form from CSI before making purchase. Receipts with tax will not be accepted and will be the responsibility of the student organization to correct.
- The student who checked out the p-card must return original tax-exempt receipts with the p-card by 10:00am the following business day. Failure to provide original receipt(s) or return the p-card on time may result in the suspension of p-card privileges for the remainder of the semester.
Reimbursement
Reimbursement should generally be a last-resort for student organization purchases. See the Financial Management Tool for more information about the specific processes for requesting a reimbursement.