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GetHeadline="Authorized Card Use"
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%> > Winona State University > Faculty/Staff Main > Business Office > Purchasing > Purchasing Card > Authorized Card Use
Authorized Card Use
Cardholders are authorized to use the card to purchase merchandise required as a function of their duties at
Winona State University. All purchase transactions processed against the Purchasing Card must be made by
the individual to whom the card is issued. Unauthorized and/or inappropriate card use is addressed in Part 5
of this procedures manual.
A purchase made with a credit card may be made in-store, by telephone, fax, Internet or U.S. mail.
General Use Instruction:
1. Determine that the total of the supply items to be purchased is not more than
$2,000.00. If the total is over $2,000, use a purchase order.
2. If the total purchase is not more than $2,000 your purchasing card can be used if the
vendor will accept VISA.
3. In-store orders:
a. Present the card at the time of purchase and notify the clerk that WSU is tax exempt
(#1746999). This number is imprinted on every purchasing card. Click on this
link for a copy of WSU's tax exempt certificate: Certificate of Exemption.
b. Sign the credit card charge as requested and obtain an itemized receipt for attachment to
your weekly statement.
c. If you are charged tax, request immediate credit.
4. Telephone, fax or mail orders:
a. Ask the vendor to create an account for you. Both the bill to and the ship to address
should be Winona State University with your name. Our shipping address is 175 W.
Mark St.; our mailing address is PO Box 5838.
b. Give the vendor your purchasing card number and expiration date.
c. Make sure you notify them that we are tax exempt (1746999).
d. Make sure the vendor puts your full name (not just a department name), on
their shipping label.
e. Ask the vendor to put your last name and the last four digits of your Visa card number
in the purchase order field of the invoice and/or packing slip.
f. Try to insist that the vendor enclose a packing slip/invoice with each shipment.
g. If the vendor cannot enclose a packing slip/invoice with each shipment, insist they mail
one immediately to “your” attention. You will need one, within five working days, to
attach to your statement.
h. When the merchandise is delivered, verify that the receipt matches what was shipped.
i. Inform vendor that all information regarding your purchases must be sent to your attention.
They are not to send copies of invoices or statements to the Business Office Accounts Payable.
j. If you are charged tax, request immediate credit.
5. Internet orders:
a. It is very important that a copy of the order form is made at the time the order is sent.
b. Inform the vendor that WSU is tax exempt. (#1746999).
Some Internet sites automatically add tax. In this case you will need to phone or fax in your order.
c. If the company gives you a verification of the order or some other type of form, print a copy to
be attached to the credit card statement.
d. See also Internet security guidelines Part 7.
e. If you are charged tax, request immediate credit.
6. Vendors should be cautioned that, according to their merchant agreements, they are not to post
any transaction until the day the item(s) are shipped. Absolutely no “back ordered” items are to
be charged until they are shipped.
7. Every transaction must have a receipt. Receipts and/or packing slips and the customer’s copy
of the charges must be attached to the weekly statement. Information on a receipt(s) must include:
a. vendor name
b. what was purchased
c. the cost
d. your last name and last four digits of your cc in the PO field
Collect and save all receipts from purchases made. Receipts will need to be attached to your
US Bank statement and submitted to the Business Office weekly.
8. Any questions concerning your account balance, or why a vendor may have declined your card,
contact Customer Service at 1-800-393-3526.
Any questions concerning your account balance, or why a vendor may have declined your card, contact Customer Service at 1-800-393-3526.
Last Modified: Tuesday, July 01, 2008 13:55 by Kathryn Mahlke
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