5.1 Purchase in Person

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 7) to make sure the item(s) is not restricted.

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. Goods must be immediately available at time of purchase. 

G. Emphasize that no sales tax is charged.  Chicago State’s Tax Exempt Number is printed on the P-Card.

H. Obtain a receipt at the time of purchase. The receipt must include:

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

I. Follow your department’s instructions regarding recording the purchase. Retain the receipt and supporting documentation.

J. 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 at time of purchase.

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