Frequently Asked Questions
What is the normal turn around time to receive the items ordered?
Actual delivery is based on the vendor's delivery service and if the item is in stock.
What is the procedure for a rush order?
The Purchasing Department will work to facilitate a rush order. The best practice for emergency purchases is to clearly mark the rush status.
When submitting a rush order, keep in mind the following considerations:
- Orders received after 2 pm may not be processed until the following business day.
- Many vendors will charge extra for rush orders.
- Clearly indicate the exact day delivery is needed.
- If applicable, mark whether or not you are willing to pay the extra shipping fee.
What is the difference between equipment and supplies?
An item is considered equipment if it is a tangible asset, its unit cost is $5,000 or more and it has a useful life of two years or more. Examples of equipment include computer hardware and software, office furnishings, medical or office equipment and alarm system/monitoring hardware.
Once an order is received, what is the notification process?
For those at USU, the USU receiving department will notify HJF and receipt of the order will be entered in the HJF Finance system. HJF's Receiving Coordinator works closely with USU Receiving to ensure that merchandise is delivered to purchasers in a timely manner. Please feel free to call 240-694-2053 or email receiving@hjf.org with questions.
For those not at USU with HJF Finance system access, record receipt of the order in the system.
Those without HJF Finance system access, set up a HJF Finance sysyem account, by returning the HJF Finance Account Access form (HJF #369) to the Information Technology Services department.
When to expect payment after submitting a reimbursement request?
The check will be sent to the designated person or company within 10 business days. Due to federal restrictions, HJF is not able to reimburse federal employees.