Those employees who wish to participate in the campus Purchasing Card Program must complete a Purchasing Card Application and submit it to the Purchasing Card Coordinators in the Purchasing Office. Employees must have supervisory approval prior to requesting a card. Processing period is approximately 2 weeks. New cards are delivered to the Purchasing Office who will then set an appointment to deliver the card to the employee and provide required training.
In that the Purchasing Card allows its Cardholders great flexibility, the program itself is tightly controlled. There are specific do’s and don’ts that all Cardholders must be aware:
Cardholders have few responsibilities other than keeping their cards in a secure place. The most important responsibility that each cardholder has is that they must obtain an itemized receipt or other similar documentation for each of their transactions. Cardholders will receive a monthly statement from the bank and they are required to reconcile their transactions. They will then need to attach all their documentation to the statement and forward to their Departmental Account Manager (see Section #4). The documentation should include a brief description for each item listed as to its use and location. Cardholders who fail to obtain or submit their documentation in a timely manner will lose their Purchasing Card privilege.
Each department/organization will have an Account Manager. Normally, this would be a secretary or office manager but any employee within the department can perform this function. This person is required to insure that each cardholder within their department submits in a timely manner their statements and all documentation for each transaction made. They must strongly encourage those cardholders to provide the documentation and report to the Purchasing Office in the event of any violations. Once the statements are received with all the accompanied documentation, the manager must present them to the departmental supervisor for review and approval. The supervisor must, either on each statement or in some other fashion, sign off on each transaction made. Once the statements have been approved, they must be filed in an accessible location for a period of not less than 7 years.
The Purchasing Office will conduct an annual “Program Review” where they will visit each department to review certain transactions and discuss other issues. The Account Manager will be required to provide all documentation for these reviews. In the event that certain documentation may be missing, the Purchasing Office will take aggressive measures to assist the Account Manager to obtain. If that does not resolve the issue, the departmental Purchasing Card capability will be eliminated. Additionally, from time to time, random audits will be conducted where a cardholder will be requested to provide documentation on a specific transaction.
Expenditure Transfers – Each Purchasing Card may only have one departmental account number assigned. If a transaction is made where the purchase should come from another account, please contact either the Purchasing or Accounting Office for assistance.
Also See – Purchasing Card Guide