4.2.1 TELEPHONE

A written record must be made when placing a telephone order. The Cardholder Transaction Log ( Appendix C) may be used to record this information or a separate record may be kept. You do not have to use the exact format provided, but all indicated information should be recorded. Store this record in the same manner that you store receipts. This information will be invaluable when reconciling your account and must be available for audits.

ONLY the cardholder is authorized to place a phone order. You may, when necessary, have someone else pick up the goods (the person picking up the items should only sign shipping or receiving papers, not the credit card slip).

PROCEDURE

Follow the applicable instructions for making purchases in person, including shipping/delivery. In addition:

A. When you call, state that you are calling from the University and that you will be making your purchase on a VISA Card.

B. Emphasize that the University is exempt from sales tax (See Section 3.3 and Appendix B).

C. Record the name of the person taking the order, place the order, give the supplier your Purchasing Card number and expiration date.

D. To Ship Items: Remember to give the supplier your name, department name, phone number, and complete delivery instructions as follows if you are not picking up the goods. It is recommended that you have the goods shipped directly to your campus address via UPS, Federal Express, or other method suitable for the items purchased.

E. Request that a receipt and/or packing slip be sent with the purchase. Retain this receipt/packing slip with your record of the purchase.

©2002 University of Maryland Eastern Shore
Princess Anne, MD 21853
(410) 651-2200
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