When you make an IDT charge (Inter-Departmental Transfer, a UT-internal charge), email the VAC admin the details and the project to charge.  If the UT department your using asks for an account, ask the VAC admin for the correct one. 

Common examples of IDT charges that need reporting are:

·       eShip:  Include tracking # and project.

·       Orders placed through Hillary, like office supplies:  Include date, amount, or PO# if she gives you one, and project.

·       Facilities requests (floor cleaning, etc.):  Include Workorder # and project.

·       Document Solutions orders: Include Order # and project.

eShip

Almost all shipping at the VAC must be done through the UT eShip portal.  This gives you access to Fed-Ex, UPS, USPS, etc. 

You have to be given access to the eShip system, ask the director for access.  You won’t need an account number as you will only be able to use the default one.

Once you have access, you will enter all the needed info, and eShip will create a label for you.

Reimbursements for shipping are not allowed.  On rare occasions the VAC may use outside art shipping instead, but the director will make these arrangements. 

Reporting

When you create a label, email the VAC admin with the project and tracking #.  This is how they will know whose incoming charges are whose, and who to notify about the actual cost.

Actual Cost

When the charge hits our accounts, the VAC admin will email you the actual shipping cost.  This is often higher than the estimate they provide when you buy the label.

Shipping To The VAC

If you want to pay for someone to ship stuff to us, you can create a shipping label in eShip and send it to them to use on their package.