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How to Make a Purchase with an Express Card

Learn how to purchase eligible supplies and services using your Express Card.

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1. Before deciding to use your Express Card, review UCSD supplier options.

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.

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 the purchase documentation either by forwarding to your Express Card Department Administrator or attaching 'Itemized Receipt/Prooof of Payment' using the Attachment Tool
    • Charge slips
    • Sales receipts
    • Packing slips
    • Confirmation email receipt

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