5.3    Purchase via the Internet (www)

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 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.  

f. Indicate Tax Exempt Number.  Chicago State’s Tax Exempt Number is printed on the P-Card.

g. 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.

h. 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

i. When placing an order on a web site, check to see if the site is running a secure web server by looking at the key or lock symbol in the lower corner of the web browser. If the icon is broken, the web server is not secure and your credit card number will be sent across the Internet in plain text.  Although the chances are small, someone intercepting your message would be able to read your credit card number. If the icon is solid, the web server is running secure web server software and your credit card number will be encrypted.  Encryption transforms data into unreadable form to ensure privacy.  Department policies and good judgment should be used when ordering over the Internet.  As with other purchases, the Cardholder is ultimately responsible for purchases made with their card and is therefore responsible to determine if a web site is the most appropriate method to use to make a given purchase.

j. Print copies of web screens showing products, pricing, completed order forms, etc. The receipt must include: Vendor information (names, location, etc.);
Amount (itemized); and
Date of transaction.

k. Follow your department’s instructions regarding recording the purchase. Log the transaction on the Purchasing Card Transaction Control Log and attach receipt and supporting documentation.

l. 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. 

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