A. Follow the same internal procedures you have always used specific
to the University and your department to obtain authorization to
make the purchase.
B. Determine whether the Purchasing Card is the most appropriate
tool to use for this purchase (check the list to make sure it's
not a restricted item, and determine whether a State or University
contract is available).
C. Be certain that the total amount (including all shipping, handling,
postage, freight, etc.) will not exceed your card's single purchase
limit or any other limits that your department may have set.
D. Take reasonable steps to determine that the price quoted is
the best you can obtain.
E. Advise vendor that the University is tax exempt.
F. Obtain a detailed receipt at the time of purchase clearly identifying
each item purchased.
G. Follow your department's instructions regarding recording the
purchase, including use of Appendix C, Cardholder Transaction Log,
or an equivalent form, and keep all receipts with the Log in a secure
place.
