When placing an order, make specific requests of your supplier in advance to ensure timely and accurate return. In addition, be sure to provide the supplier with the following information:

• Identify yourself as a Vanderbilt University employee
• State that you are making the purchase using a Vanderbilt University Procurement Card (MasterCard)
• State that it is a tax-exempt purchase and provide number printed on the card or provide a copy of the Certificate of Exemption form. (Be sure to complete the certificate with the supplier's name and date before use).
• Provide PCard charge card number and expiration date embossed on card
• Confirm pricing, availability and specifications of the order
• If materials are ordered by phone, the Cardholder is responsible for advising the vendor to include a sales receipt in the package, as it will be used for supporting documentation. To ensure proper delivery of merchandise, the Cardholder must inform the supplier to include the following information on the outside packing label:
  • Cardholder Name
  • Campus/Medical Center Mailing Address (including building name and room number)
  • Phone Number