5.5 Returns, Damaged Goods, Credits

a.   If goods purchased with a P-Card need to be returned, the Cardholder should work directly
      with the vendor. Here are some tips:

1.   Request a credit receipt for returned items.  Some vendors may not provide this receipt unless requested.  

2.   Always retain boxes, containers, special packaging, packing slips, etc., until you are certain you are going to keep the goods.  Some items such as software or fragile pieces cannot be returned without the original packaging materials.

3.   Read all vendor supplied instructions carefully.  Often a phone number and other instructions are included on the packing slip and/or receipt.  

4.  Many vendors require you to obtain a Return Authorization (RA) Number (assigned by vendor) before they will accept a return.  If you neglect to indicate this number on the return, the package may be refused and/or no credit issued to your account.

5.  In some cases, there may be a restocking fee (usually a percentage of the purchase price). If the vendor is completely responsible for the error or problem, you should not have to pay this or any other fee.  However, if they are not fully responsible, you may have to pay.  You may use the P-Card to pay this fee as long as it does not exceed any of your pre-approved limits.  

6.   Make sure that the charge and subsequent credit for the returned item(s) is credited properly.

If this does not happen, refer to Section 10 (Disputed Transactions) for instructions on how to resolve the problem. 

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