Sam’s Club Purchases

Because Sam’s Club does not accept VISA credit cards for payment in store, the P-Card cannot be used to make purchases there. However, you can still purchase from Sam’s using alternate means.

Process for one-time purchase

OPTION 1:  shop for items in store and pay with cash.

  1. Submit the Requisition with the vendor as the Liberty University employee who will be making the purchase at Sam’s. Enter a high estimate for the dollar amount.
  2. After the employee has picked up the check in Accounting (Green Hall 1600), the employee must pick up Liberty University’s Sam’s Club card from Procurement (Green Hall 1562).  The University’s Sam’s Club card is set up so that all purchases made with it are tax free.
  3. The University employee shops for and pays for the items at Sam’s using the University’s Sam’s card and the employee’s form of payment to Sam’s (personal cash, personal debit card, or personal non-VISA credit card).
  4. Write the PO number on the Sam’s receipt.
  5. Return the University’s Sam’s card to Procurement upon return to campus.
  6. Submit original receipt and any leftover funds to Accounting (Green Hall 1600) within 5 business days of purchase. For example, if the check to the University employee was for $300, but the employee spent only $250 at Sam’s, the employee returns the receipt and $50 to Accounting.

OPTION 2:  shop for items online, pick up items in store, and pay with a check.

  1. Go to http://www.samsclub.com/ and make sure you’re shopping from the Lynchburg, VA store, before you continue.
    1. To shop from the Lynchburg, VA store, type “Lynchburg, VA” in the search bar with the filter set for “All Samsclub” (the search bar is under “My Cart” on the right side of the screen).  The Lynchburg store should be the only item found in your search; click the blue “Sam’s Club #6458 – 804-237-5234” link.  The next screen will be Lynchburg’s store; click “Shop this Club online” (under the store’s picture on the left side of the screen).
  2. Click “Lynchburg Club” so that it is highlighted in blue (under the blue bar on the left side of the screen beside “Shop: All Items, Online Only”).
  3. Create a shopping cart including all items to be purchased.  Make sure each item added to the cart says “Pick up in the Club (#6458)” above the “Add To Cart” button.
  4. When the list is complete, click “Proceed to Checkout” after adding the last item.  Review the list for accuracy and print this page (do not click “Begin Checkout,” as the current page shows the total without taxes and Liberty University is tax exempt).
  5. Print the shopping cart list.
  6. Submit a Requisition with the vendor as Sam’s Club (L20000136).  The dollar amount must match the shopping cart list that was printed.  Send a copy of the printed shopping cart list to procurement@liberty.edu with the Req number in the subject line.
  7. Once the Req is approved, Procurement will order the items on the shopping cart list.  A confirmation email will be sent to the person who submitted the Req stating when the order will be ready to be picked up from the Lynchburg store.
  8. After the employee has picked up the check in Accounting (Green Hall 1600), the employee must pick up Liberty University’s Sam’s Club card from Procurement (Green Hall 1562).  The University’s Sam’s Club card is set up so that all purchases made with it are tax free.
  9. Go to the Lynchburg Sam’s Club store to pick up and pay for the order.  You must have a copy of the confirmation email from Procurement, the University’s Sam’s card, and the check.  Let a Member Service Associate know that you’re ready to pick up your Click ‘n’ Pull order, and he/she will direct you to the right place.
  10. Write the PO number on the Sam’s receipt.
  11. Return the University’s Sam’s card to Procurement upon return to campus.
  12. Submit original receipt to Accounting (Green Hall 1600) within 5 business days of purchase.

Process for multiple purchases within a fiscal year:  shop for items online, pick up items in store, and pay with a check.

Submit a Requisition with the vendor as Sam’s Club (L20000136).  The document text should state that this is a Standing PO for Sam’s Club orders this fiscal year.  The dollar amount should be a high estimate for the total amount you expect to spend this fiscal year.

  1. Whenever you want to place an order against the Standing PO, go to http://www.samsclub.com/ and make sure you’re shopping from the Lynchburg, VA store, before you continue.
    1. To shop from the Lynchburg, VA store, type “Lynchburg, VA” in the search bar with the filter set for “All Samsclub” (search bar is under “My Cart” on the right side of the screen).  The Lynchburg store should be the only item found in your search; click the blue “Sam’s Club #6458 – 804-237-5234” link.  The next screen will be Lynchburg’s store; click “Shop this Club online” (under the store’s picture on the left side of the screen).
  2. Click “Lynchburg Club” so that it is highlighted in blue (under the blue bar on the left side of the screen beside “Shop: All Items, Online Only”).
  3. Create a shopping cart including all items to be purchased.  Make sure each item added to the cart says “Pick up in the Club (#6458)” above the “Add To Cart” button.
  4. When the list is complete, click “Proceed to Checkout” after adding the last item.  Review the list for accuracy and print this page (do not click “Begin Checkout,” as the current page shows the total without taxes and Liberty University is tax exempt).
  5. Print the shopping cart list.
  6. Submit a Request For Check with the Standing PO number in the “Banner Document #” section.  The vendor should be Sam’s Club (L20000136), and the dollar amount must match the shopping cart list that was printed. 
  7. After the RFC is signed by your Budget Manager or Division Leader, send the RFC and the printed shopping cart list to procurement@liberty.edu with “RFC for Sam’s Club PO Pxxxxxxx” in the subject line.
  8. Procurement will order the items on the shopping cart list.  A confirmation email will be sent to the person who submitted the RFC stating when the order will be ready to be picked up from the Lynchburg store.
  9. After the employee has picked up the check in Accounting (Green Hall 1600), the employee must pick up Liberty University’s Sam’s Club card from Procurement (Green Hall 1562).  The University’s Sam’s Club card is set up so that all purchases made with it are tax free.
  10. Go to the Lynchburg Sam’s Club store to pick up and pay for the order.  You must have a copy of the confirmation email from Procurement, the University’s Sam’s card, and the check.  Let a Member Service Associate know that you’re ready to pick up your Click ‘n’ Pull order, and they will direct you to the right place.
  11. Write the PO number on the Sam’s receipt.
  12. Return the University’s Sam’s card to Procurement upon return to campus.
  13. Submit original receipt to Accounting (Green Hall 1600) within 5 business days of purchase.
  14. To submit another order against the same Standing PO, repeat steps 2-14.

For questions or additional information, please contact Procurement by email at procurement@liberty.edu or by phone at (434) 592-3012.