Order Deadlines and Renewals

Programs ordered as of August 15 are prepopulated on your order renewal form.
Review all prepopulated PT/EQA ordering information including program enrollment, kit quantity, and demographic data.
Refer to the Surveys catalog for program changes and discontinued or new programs.
You can also see a list of programs in your PT Shipping Calendar in e-LAB Solutions Suite (ELSS) (login required).
Renew online:
- Visit the online store. Log in and go to “I’m making purchase for” to select your laboratory.
- Review, modify, and submit the prepopulated quote found under the “Quotes” link.
- Note: to begin ordering on behalf of your organization, you will need to have ordering privileges granted by your Site Administrator.
Use the prepopulated order forms:
- Print clearly and follow all instructions for adding and canceling programs. Legible printing will help ensure the accuracy of your order.
- Review ALL pages of your renewal order form.
- Provide clear and complete shipping address, contact name, telephone number, and email address information on your order form. The CAP cannot accept PO boxes for shipments.
- Complete form with payment information and RETURN ALL PAGES by email to cdm@cap.org.
Upon receipt of the order, an email acknowledgement will be sent to the shipping contact listed.
Once processed, an order confirmation will be emailed to the shipping contact. Order changes can be made at that time.

New customers may browse the online store but must email completed order forms to cdm@cap.org to be assigned a CAP account number.
Access the appropriate order form:
- Order Form for Laboratories in the US and Canada
- Order Form for Laboratories Outside the US and Canada
Complete ALL pages of the order form, including payment information. Provide clear and complete shipping address, contact name, telephone number, and email address information.
The CAP cannot accept PO boxes for shipments. If you cannot have you order shipped to a street address, contact the CAP Contact Center.
Return ALL pages of the order form and payment information to cdm@cap.org.
Upon receipt of the order, an email acknowledgement will be sent to the shipping contact listed.
Once processed, an order confirmation will be emailed to the shipping contact. Order changes can be made at that time.

If you require additional documentation regarding the CAP’s status to place orders or to receive shipments, please contact the CAP Customer Data Management (CDM) department at cdm@cap.org. Examples of available documentation include US IRS Form 6166 Certificate of Residency, Articles of Incorporation, and the CAP’s tax status.
Material and Safety Data Sheets are available here.

Order by December 1 to ensure full participation.
Order early. Programs have limited quantities.
Orders received after December 1 will be processed in order by date received and prorated per program availability.

The CAP will make every effort to accommodate orders received after December 1. Orders are dependent upon the shipping schedule, specimen availability, and specimen stability.
Due to vendor commitments, the CAP must receive cancellations no later than six weeks prior to the published ship date to give credit for canceled programs.
Program shipping fee refund requests will not be honored if received within the six-week period prior to the first scheduled shipment date.
The CAP does not accept the physical return of PT/EQA programs. Participants are responsible for all costs and expenses related to the return of anatomic pathology slide shipments to the CAP if the reason for such return is late program cancellation, refused shipment, or invalid ship-to address.
Products received in unsuitable condition to perform testing for any reason may be rejected and discarded by the customer. The customer will receive, at its option, a full credit of the purchase price or the replacement of the products at no additional charge and with no additional cost of shipping.

The CAP provides PT/EQA samples to laboratories that may need to perform prelicensure testing before beginning patient testing and/or reinstatement testing due to PT failures. Contact the CAP for cost and availability.
PT/EQA samples with limited stability are not available for prelicensure/reinstatement testing.
Reinstatement evaluations will be provided upon submission of results to the CAP.

Please have your CAP number available when placing orders. For new CAP customers, a CAP number will be assigned to the laboratory and will appear on you order confirmation.
For all customers subject to CLIA: Confirm or provide the laboratory’s CLIA identification number, which is assigned by the Centers for Medicare & Medicaid Services (CMS) and can be obtained from your laboratory director. Contact your CMS Regional Office if you do not have a CLIA identification number.
Orders may be submitted pending assignment of your CLIA number. Forward the number to the CAP once assigned.

Prices exclude taxes, duties, brokerage fees, disbursement fees, and other applicable shipping and customs charges. These fees are the responsibility of the importer. All prices are subject to change without notice.
The CAP reserves the right to change the published prices and ship dates.
Estimated Costs: Contact the CAP if your institution requires an estimated cost (provided as a pro-forma invoice) prior to submitting payment. Upon receipt of the pro-forma invoice, submit the completed order form, including payment method, to the CAP for processing of your order.
- A pro-forma invoice can be requested by including the request when submitting your order forms, contacting the CAP, or via the online store.