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Document
Establishing an Effective Supplier Diversity Program
Year Created: 2022
DOCUMENT
POL - OA4 P-Card Policy Example 2003
- YEAR CREATED: 2003
- ENTITY TYPE: Universities
- TYPE OF DOCUMENT: POL - Policies/Procedures
- Management
- Policies and Procedures
The document provides detailed guidelines for the use of a purchase card (P-card) at a university. It covers various aspects such as ordering methods, subscription renewals, advance payments, notary services, purchase limits, security measures, consequences of misuse, and card termination.
The document explains the different methods of ordering, including in-person, phone, fax, internet, or mail. It also specifies that completed subscription or renewal forms, faxed receipts, or internet order forms must be promptly forwarded to the Approver after payment.
Special notes are provided for subscriptions with EBSCO, stating that the purchasing department will notify when the EBSCO subscription terminates so that it can be renewed using the P-Card. The importance of tracking subscription expiration dates is emphasized to avoid any interruption of service.
The document outlines the process for making advance payments for maintenance agreements, software licenses, subscriptions, and other purchases. It mentions that prior approval from the Comptroller is not required for payments that meet certain criteria.
Notary services are addressed, stating that the P-card can be used for notary bonds and supplies. It provides the necessary documentation for filing, including a justification signed by the supervisor, copy of the application, and, if applicable, a copy of notary course completion.
Purchase limits and appropriate use of the P-card are discussed, along with examples of unallowable items. It highlights the need to verify funding before making a purchase and emphasizes the responsibility of the cardholder to keep the card and account number secure.
The document covers actions to be taken in case of a lost or stolen card, as well as the consequences of misuse. Misuse is defined to include negligence, abuse, falsification of records, fraud, theft, and using the card for personal gain. Consequences can range from written notification to disciplinary action, termination, or prosecution.
Lastly, the document provides instructions for card termination in the event of leaving or transferring within the university. It emphasizes the need to stop using the card, return it to the supervisor or purchasing department, and complete necessary forms. Failure to follow these actions may result in un-reconciled charges being held up or deducted from the cardholder's exit paycheck.