How to Make a Purchase with an Express Card

• Consider these campus options before selecting an outside supplier:
  • Academic Computing & Media Services
  • Bookstore
  • Imprints
  • Marketplace
  • STORE

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.

• Link to information and guidelines for purchasing a variety of goods and services.

• 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

• 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).

• 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.

• 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.

• 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.

• 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.

• Provide your Express Card Department Administrator (ECDA) with all sales documentation, including:
  • Charge slips
  • Sales receipts
  • Packing slips
  • Confirmation email receipt