| What to do |
How to do it |
| 1 |
Before deciding to use your Express Card, review UCSD supplier options. |
- Consider these campus options before selecting an outside supplier:
Note: You do not need to follow the Express Card process when purchasing goods and services from these campus suppliers. Purchases will be charged directly to your department index.
|
| 2 |
Review purchasing guidelines. |
- Link to information and guidelines for purchasing a variety of goods and services.
|
| 3 |
If you decide to use your Express Card, contact an outside supplier. |
- If you choose to purchase from an outside supplier by using your Express Card, contact the supplier:
- By phone
- On a secure Web site
- In person
|
| 4 |
Determine price and availability. |
- Inform the supplier that you are a UCSD employee.
- Request any educational discounts that apply.
- Request price and availability of product.
Note: A single purchase may not exceed the $4,999 maximum (including tax and freight).
|
| 5 |
Obtain purchase documentation and/or receipt. |
- Ask the supplier to provide a receipt or confirmation invoice copy of the order.
- If ordering by phone or online, request a confirmation invoice/receipt by fax or e-mail.
- If ordering in person, keep the charge slip with an itemized description of the purchase.
- Retain all purchase documentation and/or receipts for Step 9.
Note: Purchase documentation should include itemized description of what was purchased, extended price, date of transaction, applicable sales tax, and shipping and handling if added.
|
| 6 |
Determine taxation. |
- Ask the supplier if sales tax will be applied to the item.
- Annotate your receipt or packing slip by indicating if tax was applied at the point of sale.
Note: UCSD must pay tax on taxable goods, even if the tax is not applied at the time of purchase. For more information, see use tax guidelines.
|
| 7 |
Provide account information. |
- Provide the supplier with your Express Card:
- Account number
- Expiration date
- If the vendor requests a billing address, use:
University of California San Diego
9500 Gilman Drive ______ (your Mail Code)
La Jolla, CA 92093-______ (your Mail Code)
Note: This is the generic billing address the bank has on file for account verification.
|
| 8 |
Provide the shipping address. |
- If your purchase requires shipping, provide this campus shipping address:
The University of California, San Diego
Attn: Your full name, phone number, and room number
7835 Trade Street, Ste. 100
San Diego, CA 92121-2460
Note: If special circumstances apply, goods can be shipped to an off-site campus address or directly to department loading docks.
|
| 9 |
Turn in the documentation. |
- Provide your Express Card Department Administrator (ECDA) with all sales documentation, including:
- Charge slips
- Sales receipts
- Packing slips
- Confirmation email receipt
|
