Part IV: Start Building!

Placing Your Order

Over the Counter
By using the purchase charge card, you can just step into a store and pick out the items to purchase. Take your items to the sales clerk and identify the purchase as an OFFICIAL GOVERNMENT PURCHASE. The purchase is therefore totally exempt from federal taxes and, in most cases, also exempt from state or local taxes. However, be sure you bring a copy of the State Tax Exemption letter from the GSA SmartPay® website. When making an over-the-counter purchase:

1. The sales clerk should itemize your purchases
2. Sales taxes should not be charged on your order
3. You should sign the receipt
4. Get a copy of the itemized receipt
5. Upon return to your office with your purchases, place the receipt in a safe place until your monthly invoice statement arrives

By Phone or Fax
When you use the purchase charge card, you can order right from your desk. To place your order by phone or fax:

1. Contact the merchant and identify yourself as a government employee who is making a purchase with a government purchase charge card
2. Indicate that the purchase will be tax exempt
3. Note the total purchase price after going over the price of individual items
4. Be careful in giving out your purchase charge card number
5. Identify the items to be purchased and reach agreement as to the price of each item (including shipping charges)
6. Note the purchase in your purchase log
7. Give your name and address for shipping, making sure your name appears on the mailing label and making sure that an itemized shipping document or invoice is included in the shipment
8. When the item arrives, make sure you have what you ordered, at the price you agreed to pay
9. If there is any discrepancy, call the merchant immediately
10. Keep your records until receipt of your monthly invoice statement

On-line Orders
Before placing an order on-line, familiarize yourself with the on-line service's general information for placing orders. If the procedure for placing orders is acceptable, register your purchase charge card and the expiration date with the on-line service. To place an on-line order:

1. Identify the merchant you wish to use and bring up the merchant's ordering screen
2. Make sure the site is a secure website before transmitting any information
3. Enter the requested data
4. Make it clear that you are a government employee
5. Use your business address only, and indicate your purchase is tax exempt
6. Make sure the merchant will include an itemized shipping document or invoice with the shipment
7. Record the purchase in your purchase log
8. When the items arrive, make sure you are satisfied with the purchase. If not, notify the merchant immediately
9. Keep your records until you receive your monthly invoice statement