5.2 Purchase by Phone, Fax or Mail

5.2.1 Phone and Mail
a.  Follow proper internal procedures specific to your department to obtain authorization to make the purchase.

b. Determine whether the P-Card is the most appropriate tool to use for this purchase.      Check the list of prohibited charges (see Section 7 on page 9) to make sure the item(s) is not listed.

c. Be sure that the total amount, including all shipping, handling, freight, etc., will not exceed your card’s single transaction limit ($1,000.00).  

d. Determine that the price quoted is the best price available from the vendor.

e. Prime Vendor contracts need to be utilized whenever possible; contact the Purchasing Office for more information. 

f.  When you call, state that you are calling from Chicago State University and that you will be making your purchase with a MasterCard.

g.  Record the name of the person taking the order, place the order, give the vendor your P-Card number and expiration date, and your name as it appears on the card.

h. Emphasize and/or indicate that no sales tax is charged.  Chicago State University’s Tax Exempt Number is printed on the P-Card.

i. Request the vendor to indicate P-Card on their shipping label, packing slip, or receipt in place of where they would normally put a Purchase Order Number. 

j. Give the vendor a shipping address as follows: 

Attn: Your Name, Your Department Name
Building Name and Room Number (delivery location)
Chicago State University
Central Receiving, O&M 107
9501 S. King Drive Street
Chicago, IL 60628

k. Request that a receipt and/or packing slip be sent with the purchase.  Retain this with your record of the purchase.  The receipt must include:

Vendor information (names, location, etc.);
Amount (itemized); and
Date of transaction

l. Follow your department’s instructions regarding recording the purchase. Retain your receipts and supporting documentation to attach to your Monthly Statement.
 
m. After making a purchase, retain all boxes, containers, special packing slips, etc., until you are certain you are going to keep the goods.  The Cardholder is responsible for inspecting the goods when they are received.

 5.2.2   Fax

a.   Read the above.

b.   A fax cover sheet is available on-line at www.csu.edu/financialaffairs/pcard

c.   If the vendor requires that the original hard copy of the order form be mailed, be sure to clearly mark it Confirming Order – Do Not Duplicate.

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