If your collaborator has agreed to cover transport costs but does not have an appropriate courier account, you can organise the shipment through a purchase order (PO). However, this process takes longer than other payment options.

How the PO process works:

1. Select “Receiver (by official reimbursement)” in the ‘Freight Costs’ section of the shipping form.
2. WEHI Logistics requests a freight estimate from the most suitable courier based on the shipment details.
3. A PO request is sent to your collaborator which serves as an agreement to cover the final freight cost.
4. Your collaborator may need to set WEHI up as a supplier, which can take a week or more, depending on their internal processes.
5. Once the PO is received, WEHI Logistics books the shipment, bills final costs to an holding account, and reconciles the courier invoice with the collaborator’s payment.

Alternative option: Faster shipping with direct collaborator payment (no PO required)

If you want your collaborator to cover the costs but wish to bypass the lengthy PO process, you can charge the transit costs to your PRJ_Code by selecting “Receiver (by unofficial reimbursement).” You will then be responsible for recovering the payment.

1. WEHI Logistics will process the shipment and charge it to your PRJ_Code.
2. Once the shipment is complete, we will issue a WEHI invoice for you to forward to your collaborator for reimbursement.
3. It will be your responsibility to recover and secure payment without assistance from Finance or Logistics.
4. Email confirmation is required before we can proceed with this arrangement.

Next Steps:

Ready to submit a request? Click the link below.