Office Depot Program Guidelines
For many years departments have procured office supplies through a variety of office supply vendors. Although some discounts were received, the University as a whole was not taking advantage of its consolidated purchasing power by procuring office supplies through one preferred vendor.
ADVANTAGES OF THE OFFICE DEPOT PROGRAM
The Office Depot contract will provide University departments with the following:
- substantial discounts on office supplies, many items at 60% off list prices
- access to 15,000 office supply items
- 24-hour on-line ordering capability
- next day delivery on most orders
- contract prices at Office Depot retail stores nationwide using the UTB Procurement Card
Through the University’s Office Depot Website, departments are able to order a variety of office supplies. Office Depot will deliver most items the next day. The website provides an area to indicate where employees want to have the items delivered. Employees must include the building name and room number for delivery. Items will be delivered between 8:00 a.m. and 5:00 p.m. Employees must ensure that the delivery location is staffed during this time. All orders must be made through the University’s Office Depot Website. Do not use www.officedepot.com to order.
Department personnel must ensure receipt of goods and follow-up with Office Depot to resolve any discrepancies or to get credit for damaged goods. In order to maintain internal controls, an employee other than the person placing the orders (but in the same department) must verify the receipt of goods from Office Depot. The invoice included with the shipment should be stamped “RECEIVED” and signed, then maintained for reconciliation purposes. For audit purposes, the department must retain documentation for all purchases for a period of eight (8) years. Receipts must be matched to the Procurement Card Statement for account reconciliation.
ORDER INFORMATION AND TRACKING
Order information and tracking by the users will be maintained on the Office Depot site. Activity for the last 18 months will be maintained for easy lookup and reconciliation purposes.
HOW TO RETURN PRODUCTS TO OFFICE DEPOT
The following are the procedures for making returns to Office Depot:
- Merchandise should be returned within 30 days of the original purchase and items should be kept in their original packaging.
- Provide the following information to ensure accurate credit and pick-up coordination:
Obtain a Return Authorization (RA) number from Office Depot via the website (preferred) or by calling Office Depot Customer Service at 888-777-4044.
Merchandise will be picked up at the same location where the order was delivered.
Once Office Depot processes the return, a credit will appear in the account.
- Account Number
- Original Order Number
- Item Number of Product Being Returned
- Reason for Return
- Your contact information
Visit the Frequently Asked Questions site for additional information.