How to Purchase from Gainesville’s Sam’s Club
located at 4001 SW 30th Terrace, Gainesville, FL 32608
Questions should be directed to Disbursements at 352-392-1241.
Sam’s Club requires a store membership card for the employee who will be doing the purchasing. Sam’s Club does not accept the Visa P-Card.
1. Requesting a Sam’s Club Membership
Call Disbursements identifying the billing representative and the department billing address as well as the business purpose and source funds to be used. Include the name of at least one employee who will be receiving the Sam’s cards. The employee must be responsible, in good standing with UF, and aware of the Procurement and Disbursements Directives. Disbursements will approve the request and forward the membership request to Sam’s Club. Disbursements will notify the department when the request is approved.
After the request has been made, Disbursement Services will notify the department when it can go to Sam’s for membership processing. We recommend you go to Sam’s Monday through Friday, between 10:00 A.M. – 4:30 P.M., with proper identification. They get the card before the membership has been paid.
2. Paying for the Membership
Sam’s Club will bill an annual Administrative Fee of $50 and $35 Membership fee for the first employee with an additional $15.00 for each additional employee needing a card. The Administrative Fee and Memberships are due each year. Memberships are paid from the first statement received from Sam’s Club Direct via an unencumbered voucher. Use vendor ID 0000002593 (Sam’s Club Direct) and the address that has your account number in the description.
It’s the department’s responsibility to notify Sam’s Club if a card-holding employee leaves his or her position. The membership is transferable.
3. Shopping at Sam’s Club
You must bring your Sam’s Club card EVERY TIME to complete any transaction at Sam’s Club.
4. Paying for your product at Sam’s Club
After shopping at Sam’s Club, UF employees will need to bring their receipt to their fiscal office for voucher processing. Keep in mind your backup is the receipt you get from the store; this is what you use to submit a voucher request in the system. When inputting a voucher, make sure your correct Sam’s Club account number is input in the message link on the payment tab. Also, use the “remit to” address with your account number in the description, not the address for Sam’s Club in Gainesville.