Procurement Card

• Unit (Cardholder) Responsibilities
  
• Read and understand University Policy 3.12   and Procurement Card Best Practices 
• Obtain original receipts for all procurement card (pcard) purchases
• Business purpose [if not obvious] must be understandable by an internal/external auditor with no knowledge of the person or the expense and how it benefited the mission of the University.
• Submitting written explanations for missing, lost, or not received receipts in lieu of originals may suffice in rare and extenuating circumstances. Suspension may still result if the frequency or circumstances are habitual or unreasonable
• Immediately forward original pcard receipts to the UBSC
• UBSC will not request receipts from cardholder prior to the transaction auto clearing in the system.
• Clearly indicate the following on the receipt:
• Business purpose (if not obvious)
• Attendees, agenda/purpose of meeting, alcohol -- for food receipts
• Account number, object code -- if known and if not default
• Cardholder should review his or her monthly PCard statement for accuracy - specifically, that all purchases are recognized, made by that individual, and have a legitimate business purpose

 Note: Questions/concerns should be directed to the UBSC.

• Supervisor Responsibilities
• Evaluate employee's need for a PCard based on job requirements
• Authorize PCard applications, if required, based on the need and job requirements as stated above
• Re-evaluate the need for a PCard whenever a staff member's job requirements or status changes
• Implement procedures (e.g., review employee's monthly PCard statement) to ensure that any expenses charged on the PCard are legitimate and reasonable
• Collect the PCard, and submit a request to the appropriate PCard coordinator, when an account must be closed because of termination or change in status
  
  
• UBSC Responsibilities
• Release of charges: The UBSC Procurement Card Coordinator will match charges to an original receipt, correct the account number, if necessary, and release the charge
• Charges will not be released without supporting documentation
• Confirm delivery of goods greater than $2500
• If a transaction auto-clears (supporting documentation is not received within 10 days of purchase), send a message checking for potential fraud
• Code charges for which no supporting documentation has been received as a non-recoverable expense
• Policy compliance: Updated guidelines specify that, if more than two instances of non-compliance occur during any rolling 12-month period, a minimum 60-day suspension of the PCard will result. When an individual's use of the PCard warrants a third suspension in any rolling 12-month period, the PCard will be revoked