Celebrate 50 Years
Purchasing and Support Services

Sam's Club/Promotional Items

University Purchases from Sam's Club

IPFW has a business membership with Sam’s Club.  This membership can be used by IPFW departments if your department and business manager approve the purchase, and if the items being purchased adhere to Purdue’s guidelines for purchasing card (p-card) purchases and Purdue business rules.  This is especially important when it comes to hospitality purchases or purchases impacting exclusive rights.   

Visit Purdue's web site at p-card guidelines for more information.

You should discuss your intended purchase with your business manager or supervisor to make certain you are following their approval and recordkeeping process.  Here are the steps Purchasing requires. 

Complete a Purchasing Card Reconciliation form.    If your department uses a different form for p-card purchases that would be acceptable as long as the items being purchased are listed and there are signatures by the authorized cost center approver and business manager or Comptroller’s representative.

Once you have the appropriate approvals bring the paperwork with you to the Purchasing department in KT G02.  We will review the form to verify the items are approved and are appropriate to be purchased from Sam’s Club.  For example computers and office supplies should be purchased through Purdue contract pricing and certain hospitality items are restricted per Purdue policy.

If the paperwork looks good, you will be instructed to sign out one of the Sam’s Club membership cards.

  1. Take the membership card and the appropriate university p-card (department p-card or department hospitality card depending on the purchases) to Sam’s Club.  The sales should ring up tax exempt (there are exceptions such as prepared food).  The cashier will verify that you are tax exempt. 
  2. If the cashier asks for a purchase order number inform them you are using a credit card therefore a purchase order number is not needed.
  3. You may have to sign twice, once for the purchase and again for any tax exemption claim.
  4. Bring the Sam’s Club membership card back to Purchasing and sign it back in.  The card should be returned no later than next business day.