Frequently Asked Questions - Recharge Program

1. What is an Open Account?
2. How do I set up an Open Account?
3. Who can purchase on an Open Account?
4. Do I need ID when I purchase items?
5. What are the two ways to use an Open Account?
6. What is a Billing ID?
7. Who creates the Billing ID?
8. What is a Departmental Recharge Form?
9. What is the difference between a signed Departmental Recharge Form and an Open Account?
10. What is the Departmental Recharge Card?
11. How does it work?
12. What are the benefits to the Recharge Card?
13. How do I get the Recharge Card?
14. Who can purchase on the Recharge Card?

Answers

1. What is an Open Account

   This is an account with the Bookstore allowing departments to purchase items directly with their account number. These charges are not processed through the Bookstore Accounting Department but are charged directly to the department's account through the register.

2. How do I set up an Open Account?

   To set up an Open Account, the department must fill out the Bookstore Application Form and return it to the Bookstore Accounting Department. This form allows up to 14 people to be authorized purchasers on each account.

3. Who can purchase on an Open Account?

   Only the people designated by the department ahead of time (see above) may purchase items on the Open Account.

4. Do I need ID when I purchase items?

   Yes. It is necessary for the department's protection for the purchaser to present identification at the time of purchase.

5. What are the two ways to use an open account?

   Use the Departmental Recharge Card or use either the DaFIS FAU or a four-digit Billing ID.

6. What is a Billing ID

   A Billing ID is a four-digit number that corresponds to a departmental account. It is just a simpler way to use your Open Account.

7. Who creates a Billing ID?

   If the department desires to have a Billing ID, it is the responsibility of the department to set this ID number up through DaFIS.

8. What is a Departmental Recharge Form?

   It is a form allowing a department to purchase items from the Bookstore. This form must have an authorized signature. Whoever has this form may use it to purchase merchandise from the Bookstore.

9. What is the difference between a signed Departmental Recharge Form and an Open Account?

   The difference is that the Departmental Recharge Forms are processed through the Bookstore Accounting Department as an Interdepartmental Billing. If there are problems with this process, the cashier should contact the Bookstore Accounting Department. The Open Account is directly charged to the department's account through the register.

10. What is the Departmental Recharge Card?

    This is a card, similar to a credit card that allows departments with Open Accounts to purchase items from the Bookstore.

11. How does it work?

    The card is swiped at the register. If the purchaser's name is on the list then the sale is completed as usual. The items are then directly charged to the account, which corresponds to the card.

12. What are the benefits to the Recharge Card?

    Benefits are: More efficient trips to the Bookstore, more control on who uses the account, and fewer errors. The card reduces the chance of human error when entering, and possibly transposing, numerous digits. Because the card already has the account information on it, there is less chance for error.

13. How do I get the Recharge Card?

    When a department fills out the Bookstore Open Account Form, there are boxes to indicate whether or not the department would like a card. Just check whichever applies and fax the form back to the Bookstore Accounting Department.

14. Who can purchase on the Recharge Card?

    This is the same process as for the Open Account. The department must determine the 14, or fewer, people who can purchase on the account and put them on the Bookstore Application Form. Identification will be required at time of purchase.

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