UNIVERSITY OF OKLAHOMA

SAMíS CLUB PURCHASING POLICY AND PROCEDURES



Revised 11.19.12

University of Oklahoma departments (Norman and Oklahoma City only) desiring to make a purchase at Samís Club may do so by following this policy and procedure. (Note: Tulsa campus departments are not authorized to purchase from Samís Club.

Departments MAY NOT open individual Samís Club accounts. The University Purchasing Department is responsible for authorizing departments to make purchases at Samís Club, and is the holder of Samís Club accounts for the Norman and Heath Sciences Center campuses. No items may be purchased for personal use.

SAMíS PURCHASE GUIDELINES

  • University Departments CANNOT use the Pcard for any Samís purchases.
  • University Departments CANNOT place orders using the Samís Club website (samsclub.com).
  • DO NOT make a Samís Purchase without a purchase order. The purchase order must be taken to Samís for the purchase order number to be referenced at checkout.
  • Purchase orders may only be used for one time purchase only. Blanket purchase orders will not be issued.

While most items at Samís Club are available for purchase, departments must be authorized to purchase restricted items such as food and office supplies.

At this time there are only two Samís Club locations that are set up with University of Oklahoma accounts; Norman and Midwest City. Tulsa Samís Club stores will not set up an account with the University. Once you get to the Samís location, these steps must be followed to make a purchase with the University account:

  1. The OU employee will go to the Member Services Desk, identify themselves and present their OU ID card. The desk associate will keep the OU ID card and give the OU Employee the Membership card. The OU Employee will then obtain the items to be purchased.
  2. The OU employee will check out through the front-end registers, and will be asked for the Membership card and the purchase order number. A Samís receipt will be issued to the OU employee at the register, and the OU Membership card returned to the employee. Please make sure to double check the receipt to make sure tax was not charged. If tax was charged, indicate that at the register so they can make the correction and issue a new receipt. If tax was charged and noticed after leaving the store, you must return to the store to obtain a new receipt without the tax added.
  3. The OU employee will return the Membership card back to the Member Services Desk and pick up their OU ID card.

SAMíS PURCHASE PROCEDURES FOR NORMAN AND HEALTH SCIENCES CENTER

The following are the procedures for each campus that University departments MUST follow to make a purchase at Samís Club.

NORMAN CAMPUS (CRIMSON CORNER)

Department enters requisition using the Multi-Purpose Non-Catalog Item (MPNCIF) Form in Crimson Corner and indicate in the description of the item(s) to be purchased. Dollar amount entered will be an estimated amount for the purchase and check ďContract InvolvedĒ so that the requisition will be forwarded to Purchasing to process and approve the purchase. The requisition must indicate the name of the OU employee who will make the purchase.

  1. Purchasing will process approved requisition and create a purchase order.
  2. Requester will be notified through Crimson Corner with the purchase order number.
  3. Requester will print purchase order from Crimson Corner and take to Samís to make the purchase.
  4. After the purchase has been made, a Change Order Request Form must be completed to indicate the change in dollar amount to the purchase order. Attach the register receipt and completed Food and Beverage Form (use original paper form, not Food and Beverage Form in Crimson Corner), if applicable, to the Change Order Form.
  5. Purchasing will proceed the approved Change Order and revise the Purchase Order with the correct dollar amount so that it will match the purchase receipt.
  6. Purchasing will forward receipt and completed Food and Beverage Form, if applicable, to Financial Services to process payment to Samís for the purchase.

NORMAN CAMPUS ONLY: PURCHASE OF SOFT DRINKS, BOTTLED WATER, AND JUICE SHALL BE LIMITED ONLY THOSE BRANDS MADE BY OR DISTRIBUTED BY THE COCA-COLA COMPANY. THAT AND ANY OTHER BRAND NOT MADE BY OR DISTRIBUTED BY COCA-COLA CANNOT BE PURCHASED WITH UNIVERSITY FUNDS. ACCEPTABLE BRANDS INCLUDE: COCA-COLA (ALL TYPES, REGULAR AND DIET); SPRITE; DASANI (WATER); BARQíS; FANTA; FUZE; FRESCA; V8; V8 FUSION; V8 SPLASH; GOLD PEAK; MINUTE MAID; NESTEA; POWER AID. DR. PEPPER WILL NOW BE ALLOWED FOR PURCHASE FOR THE NORMAN CAMPUS.

HEALTH SCIENCES CENTER (PEOPLESOFT)

  1. Departments submits a requisition to Purchasing through the PeopleSoft system with a brief description of the item(s) to be purchased, such as ďfoodĒ, ďtoolsĒ, etc. with an estimated cost. If miscellaneous items are being purchased, list in the description as ďMisc. (food, tools, etc.) and specify what the purchase is for (event, seminar, etc.). The requisition MUST indicate the name of the OU employee who will make the Samís Purchase.
  2. Purchasing will prepare a purchase order and a copy of will be faxed or emailed to the OU department and the purchase order taken to Samís to make the purchase.
  3. After purchase has been made, the department will fax, email or route through campus mail a copy of the Samís register receipt to the buyer in the Purchasing Department who processed the requisition.
  4. Department will forward the original receipt indicating the purchase order number to HSC Accounts Payable to be processed for payment.
If you have questions regarding Samís Club, please contact the Purchasing Department at 325-2811.