The Procurement Card may be used in person or via mail, telephone, or fax. The Procurement Card may also be used over a secure Internet link. Follow these procedures when using the Procurement Card:
| 1. | Call or visit the supplier and identify yourself as a Duke employee. |
| 2. | Ask if the supplier accepts MasterCard. |
| 3. | Tell the supplier Duke is exempt from paying North Carolina sales tax at the point of sale. If the supplier requires proof, present or fax the facsimile of Duke's sales tax "Certificate of Authority". If, in spite of your efforts, you are charged North Carolina sales tax, obtain an itemized receipt that clearly shows the sales tax paid. Mark the amount of sales tax paid and forward the receipt to your department administrator. Notify Customer Support so that the supplier can be contacted regarding Duke's sales tax exemption status for future purchases. |
| 4. | If the supplier requests a billing address, provide your campus address. Do not give the address of Procurement Services. |
| 5. | Order the desired goods or services and confirm the total cost, including shipping and handling. |
| 6. | Give the supplier the Procurement Card number and expiration date. |
| 7. | Obtain receipts, even if the purchase is made by phone or fax. |
| 8. | Specify delivery instructions, including the information that must appear on the shipping label. (Tell the supplier that the Procurement Card number should not be displayed anywhere on the outside of the package.) |
