If item(s) purchased are greater than your specific spending parameters (including shipping & handling, and other charges), use the purchase order process instead of your credit card.
If item(s) purchased are within your specific spending parameters (including shipping & handling, and other charges), and the item(s) to be purchased are not a contract item, use best judgment and determine an appropriate vendor for the material desired (no competition required). Give the vendor your purchasing card number and expiration date or present the card at the point of sale. Tell the vendor that VCSU is exempt from sales tax. NOTE: VCSU's tax exempt number is embossed on each purchasing card.
If the material is to be shipped or delivered, tell the vendor to enclose or mail a copy of the receipt/invoice with each shipment. Have the vendor mark it "Credit Card Order - Paid" to avoid duplicate payments. If the material is picked up, obtain the itemized receipt indicating the purchase price.
Hold the original itemized receipts/invoices for reconciliation purposes. The charge slip from the credit card system is not acceptable.
After reconciliation, forward the monthly purchasing card statement, original receipts, and the purchasing card envelope to the appropriate supervisor for approval. You may keep copies for your records.