Procedure for Placing an Order for Goods

The order may either be placed in person by presenting the Card to the vendor, by telephone, or online for internet orders. If calling an order in to a vendor and for online internet orders, provide your Purchasing Card number and expiration date, found on the front of the Card.

If the vendor requires your billing address in order to obtain an authorization, provide your mail stop code and department name as assigned by UNM Postal Services.

Advise the vendor that the order is tax exempt. Do not proceed with the purchase until you are certain that the tax will not be assessed. If tax is assessed, you will be required to either obtain a credit from the vendor or be personally liable for the tax assessed.

Tax Exempt Certificate

All deliveries should be made to the Cardholder at a University address so that the Cardholder can record receipt of the order and secure original supporting documentation (paid invoice, packing slip, register receipt, etc.). Orders should never be shipped offsite unless special approval is granted by Purchasing.

All orders must be logged on the Cardholder Transaction Log when the order is placed. The following information must be entered on the Log:

  • Date of order
  • Vendor name
  • Description of the items/services to be purchased (general description)
  • Business purpose:
    • A detailed description of the purpose of each item purchased (enough information for the reviewer to determine if the expense is reasonable, allowable, and allocable)
    • The purpose for items purchased on restricted accounts must explain how the purchase is related to the contract/grant or how it is allowed in the specific contract/grant
    • For items that are usually considered unallowable on a contract/grant (office supplies, admin charges, clerical charges, etc.) attach justification showing that it is allowed in the contract/grant
  • The dollar amount of the order
  • The name of the individual that is requesting the items/services
  • Date the merchandise was received
  • Index and Account code to be charged
  • Document each Index/Account code entered on a split charge including amounts (not to exceed 10 Index/Account codes per transaction)
  • LoboMart PO number if applicable
  • DPI number for all airline ticket purchases
  • Dispute date if applicable
  • Notes or comments on the order if needed

Note: In the event that approved software is downloaded directly from the internet and merchandise will not be shipped, the user should maintain as supporting documentation a copy of the order form that includes the date, amount, product description, and name of the vendor.

When using the Purchasing Card to pay for membership fees, subscriptions, or conference registration fees, maintain the online order or registration form that includes the date, amount and the organization's name as supporting documentation.

Listing of UNM Mail Stop Codes

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