Transcript Slide 1
University Card Services Administrator Brittney Kenney– 622.8246 [email protected] The University Procurement Card Program has been established as a service to eligible persons within the University community to provide a more efficient method of purchasing and payment of small-dollar goods and services, as well as travel and travel-related expenditures. The procurement card is a purchasing & payment tool, not a separate program. It is designed to be used in conjunction with existing policies, requirements, procedures and any other applicable University policies and procedures. Reallocation is REQUIRED Supervisors Review & Sign Hardcopies Monthly Cardholders Retain Original Documents Record Retention See website for allocation schedule Sponsored Agreements – at least 3 years, governed by agreement Other University Funds – 3 years Additional Document Submission Tier 3 cardholders MUST submit copies of all invoices, receipts and statements each month – CPO 8A Grant Funded/Sponsored Program cardholders MUST submit copies of all invoices, receipts and statements each month CPO 38A Given the nature of online purchases, University ProCards can occasionally become compromised, initiating fraudulent charges. If you notice an unauthorized transaction on your card, please notify the ProCard Administrator immediately. The University has 60 from the posting date of a transaction to dispute the charge If you wish to speed up the process, please include a PNC dispute form with the appropriate information when emailing the ProCard Administrator. PNC Dispute Form can be found at http://purchasing.eku.edu/procard-forms In an effort to monitor card usage, University Card Services may periodically request ProCard documentation for a certain time period. Areas Checked for Compliance Receipts Allocations Supervisor Reviewed Allowable Purchases A report will be provided to summarize the findings If noncompliant, the cardholder has 30 days to return a signed copy of the review Final Report and Response Provided to Dean/VP Purchase Limits Tier 1 and 2: $5K/$5K Tier 3: $10K/$50K Accounting Codes Chart: E Default Settings: Your default settings should be set to the Org and Account codes that you use MOST frequently Split Purchases Personal Use Delegation Flowers Coffee/Break Room Supplies Restaurant Meals A full list of restrictions can be found in the Requirements and Procedures Manual Allowable: Hotels Airlines Rental Cars Rental Car Gas Airport Parking Not Allowable Restaurant Meals (unless cardholder has a Tier 3 card) Notify ProCard Administrator anytime a cardholder in your department moves within or leaves the University. Surrender Procard Cancelled by ProCard Administrator Cardholder Notified Destroy the plastic