you may have exceeded your maximum number of daily or monthly transactions you may have exceeded your monthly dollar limit you may be purchasing from an unapproved standard industry code.
HOW TO MAKE A PURCHASE
Procedure 9-207
Issued By: Campus Purchasing Departments
Issued: 04/15/97
You, the cardholder, are the only person authorized to make purchases using your card. You retain ultimate responsibility for all purchases made against your card including an awareness of budget availability. Misuse may result in disciplinary action including, but not limited to, revocation of your card; fraudulent use may result in disciplinary action up to termination of employment.
The limits for each Purchasing Card are set by your account manager and/or your business manager. The maximum dollar amount per single transaction is currently limited to $1,000 for most users.
All suppliers electronically authorize your purchases. If your card is denied, contact your account manager who will notify your Campus Card Administrator. Some of the reasons for denial may be:
you may have exceeded your maximum number of daily or monthly transactions you may have exceeded your monthly dollar limit you may be purchasing from an unapproved standard industry code.If a supplier is requesting your business address as verification of your account with the bank, the following addresses should be given to the supplier:
| UNH, USNH, CLL | University of New Hampshire 11 Brook Way Durham, NH 03824-3509 |
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| KSC | Keene State College 229 Main Street Keene, NH 03431-1603 |
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| PSC | Plymouth State College 17 High Street Plymouth, NH 03264-1595 |
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Please make certain the supplier knows not to invoice the institution for these charges. An invoice may cause the charges to be duplicated inadvertently.
Prior to making your purchase:
Be certain that you have sufficient budget available for your purchase. Check the list of authorized purchases (Procedure 9-204, What Can I Use the Card For?) to make sure it is an allowable item. Determine if the goods can be purchased through a preferred or contracted supplier (See USNH Contracts Listing.)Be certain that the total amount of the purchase (including all shipping, handling, postage and freight, etc.) will not exceed your card’s applicable limits.
The following are various purchasing methods you may choose to use:
Present your Purchasing Card for payment. The supplier will receive electronic authorization, resulting in acceptance or denial of the charge.Make sure you obtain a receipt.
your namedepartmentdelivery address, which can include;
Ask the supplier to include an itemized receipt, paid invoice or delivery slip with your order.
Complete the order form supplying all of the information requested.Retain the order form and fax confirmation (if available).
Complete the order form supplying all of the information requested.Retain a copy of the order form and the address it was mailed to.Submit all documentation to your account manager in a timely manner.Include any necessary notations for distribution/correction.