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22.8. Purchasing Card

Purchasing Card: A credit card issued by the Purchasing Department, in coordination with Elan Commercial Card Services. The purchasing card dollar limit will be less than $5,000.00 per item (including shipping), with departments having the option of setting their limit lower. The maximum credit limit allowed will be $5,000 monthly. Any exceptions require the approval of the department head/chair and manager of Purchasing.

The purchasing card program was implemented to provide departments with a widely accepted method of ordering small dollar, petty cash type items. Departments now have another choice beyond the purchase order and petty cash options. Contact the Purchasing Department for more information or refer to Web site http://www.admin.mtu.edu/acct/dept/pur/purchcard/. The department has the responsibility to use the correct ship-to address and bill-to address.

The Michigan Tech purchasing card is the preferred method of purchasing items and is intended for single items less than $5,000.00 including shipping, with the exceptions as listed here: http://www.admin.mtu.edu/acct/dept/pur/purchcard/prohib.htm

The purchasing card procedures and policies can be read in their entirety by visiting the Web site http://www.admin.mtu.edu/pur/purchcard/index.html.

To receive a departmental purchasing card, do the following:

1. Complete a Michigan Tech Purchasing Card Agreement available from the Purchasing Department and the Web site http://www.admin.mtu.edu/acct/dept/pur/purchcard/index.html.
2. Obtain the appropriate signatures and return it to the Purchasing Department.

To purchase items with the purchasing card, do the following:

1. Place the order, via telephone, fax, Web, or in person.
2. Present the credit card if an in-person purchase, or give the credit card number and expiration date if a telephone, Web, or fax order/purchase.
3. Be sure to give correct shipping and delivery address, which is: Michigan Technological University; Requestor’s Name/Department Name; Room Number and Building Name; 1400 Townsend Drive; Houghton, MI 49931-XXXX.

   NOTE: Shipping labels without the room and building name can not be delivered by common carrier and will be delivered to Central Receiving for redistribution within the University.

   Shipments in excess of 150 pounds will be delivered to Central Receiving for re-delivery to the department.

4. State that Michigan Tech is a tax exempt institution and offer to send a tax certificate or give the Web site of the printable certificate http://www.admin.mtu.edu/acct/forms/purchasing/.
5. Sign the receipt, count, and inspect for damage. Any shortages or damage should be noted on the receipt being signed.

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