1402-12: OSU Purchasing Card and Student Group/Team Travel Card

Fiscal Operations Manual
Section 1402: Expenditures
Effective: 04/01/2000
Revised: 01/10/2013

• Purpose
• Background Information
• Policy
• Procedure
• Responsibility and Role Definitions
• Additional Information

Purpose

To ensure proper management and oversight of the OSU Card Program (Departmental Purchasing Card and Student Group/Team Travel Card).

Background Information

The Oregon University System (OUS) established the credit card purchasing program to provide the rapid acquisition of primarily low dollar value items and to facilitate Student Group/Team Travel with significant savings in time. The OUS Financial Management Committee administers the program.

Agencies within OUS have campus coordinators that manage card usage.

Policy

Purchasing cards

Purchasing cards (Pcards) may be used only to purchase goods and some services for the institution. Such purchases must comply with OSU policies governing purchasing and credit card usage. There is a $4,999 dollar per transaction limit.

Immediate Revocation of the OSU Purchasing Card will result if:

1. Unauthorized users were allowed access to the OSU Purchasing Card
2. Airfare purchases appear on any statement
3. Travel related expenses such as vehicle rental, transportation fares, lodging, meals, entertainment or hosting groups & guests appear on any statement - OSU Employees have access to an OSU Corporate Card for such purchases. Lodging fees (room and tax) are allowed on the Departmental Purchasing Card only when included with conference/seminar registration.
4. Alcoholic Beverage(s) charges appear on any statement - special handling of such purchases is required. Contact the Business Affairs for instructions.
5. Capital Equipment is purchased with the card - Equipment purchases over $5,000 need to go through OSU PaCS.

Revocation of the OSU Purchasing Card will result after the third recorded violation of:  

1. Purchase of prohibited item(s) other than those listed above – a complete list is available on the Business Affairs website.
2. Failure to distribute monthly charges
3. Failure to provide monthly statement to Business Affairs
4. Failure to provide signature of Budget Authority on monthly statement
5. Failure to provide current Purchasing Card User Agreement

Important Note: The use of Purchasing Cards for personal charges can result in sanctions, up to and including termination. This policy also does not govern fraudulent or other intentionally improper uses of the P-card.

As stated in OUS Fiscal Policy Manual, Section 70.100 Purchasing-Procurement Card, the PCard is designed to promote purchasing efficiency, flexibility, and convenience.
The following are typical uses for the OSU Purchasing Card:

• Office supplies
• Software
• Teaching and research supplies
• Materials for minor repairs
• Conference registrations
• Subscriptions to newspapers, journals and periodicals
• Furniture
• Reference materials such as books, particularly those purchased from another country due to exchange considerations

Other suggested uses include: 

• Laboratory supplies
• Housekeeping and maintenance supplies
• Computer supplies
• Minor equipment and appliances
• Publications and reprints
• Seminar registrations

Purchasing card transactions should be posted to the appropriate account codes monthly via the Pcard Module.

All Budget Authorities, Card Custodians, Banner Account Managers, Banner Business Managers, Program Administrators, and Card Users should read the OUS Purchasing-Procurement Card Policy 70.100. This policy states that all card users must take and pass the online Procurement Card Policy Knowledge Test.

Those involved in redistribution of expenses charged to the department purchasing card are required to take and pass an online test posted on OSU Business Affairs website.

Student Group Travel/Team Travel Cards

Student Group/Team Travel Cards are for student group travel expenses only and are issued separately from Department Pcards.  They are to follow the same forms and requirements designed for Pcards with a specific group of Merchant Category Classification (MCC) codes open for group travel activities.

1.      The group travel card is not for personal use. The card is for Student Group/Team travel activities only.

2.      When possible, department staff will make advance arrangements for student groups.

3.      Costs (such as group lodging) greater than $5,000 need a purchase order or contract approval by the appropriate authority.

4.      Authorized group or team travel card expenses include:

1. Lodging and lodging tax
2. Ground transportation
3. Parking
4. Group meals (itemized receipts required)
5. Pre-approved program/activity fees (admission fees for educational activities/attractions/programs such as museums, tourist theme parks, etc.)

5.      Average meal costs cannot exceed the per diem rate.

6.      Itemized receipts are the responsibility of the team leader. S/He must insist on itemized receipts. No tear-tags or summary credit card receipts will be accepted.  A lost receipt memo will not be accepted.

7.      The team leader will be personally responsible to reimburse the University for expenses incurred where the receipts supporting the expenditure are lost or are not itemized.

8.      Only employees or GRA / GTA team leaders may check out Student Group/Team Travel Cards.

9.      No alcohol charge is allowed. On occasion, an event, usually for members of the public or a targeted audience but not specifically for OSU students, includes alcohol expenses as part of the registration fee. Under these circumstances, the group travel card may be used to pay for the event as long as it is pre-authorized by the department. In no way does this authorize the consumption of alcohol as part of a university-led event.

10.  The Student Group/Team Travel Card MUST be returned to the department immediately after the trip is completed.

11.  All receipts are to be submitted to the department within ten(10) business days after the trip is completed.

12.  The event itinerary should match the charges placed on the Student Group/Team Travel Card.

13.  The Budget Authority and/or Card Administrator may refuse or terminate use of the Student Group/Team Travel Card by the team leader.

Procedure

Purchasing Cards

Units are required to complete a Purchasing Card Application and Purchasing Card Departmental Agreement form for a new card whenever there is a change in the Budget Authority or Custodian position. A Departmental Agreement form is required at the beginning of each calendar year and must be updated when there is any change in Budget Authority, Custodian, Account Manager or Business Manager.

All users of a Departmental OSU Purchasing Card must sign a Purchasing Card User Agreement. By signing the agreement, users recognize that inappropriate usage will result in the revocation or suspension of the Departmental OSU Purchasing Card. Departments must obtain signature(s) on the Purchasing Card User Agreement for all authorized user(s) and return the form to Business Affairs by the last business day of January for each calendar year and whenever there are changes in card users.  This form will be imaged and archived.

A bank file will be loaded into the Banner Purchasing Card module daily.  Re-allocation of purchasing card transactions will be moved from the Banner Purchasing Card module into the Banner Financial Information System daily.

A Visa Purchasing Card Activity Log is required to record the purpose and the amount of each card use plus ensure that the physical card is monitored.

Each Budget Authority must sign the monthly statement; verify the accuracy, completeness, and appropriateness of the transactions; and ensure compliance with this policy. Signed monthly statements will be imaged and archived under the card number in the imaging system.

Business Affairs will review monthly statements and will contact units regarding inappropriate usage. Violations will be logged. The recording of such violations may be protested by contacting the OSU Pcard Administrator.

Student Group/Team Travel Cards                           

Use the same forms and requirements as shown above for Purchasing Cards.  Complete the Purchasing Card Application Form and be sure to note that this is for a Student Group/Team Travel Card.  The Purchasing Card Departmental and User Agreements must also be completed and submitted to Business Affairs.  An application will need the approval of the Business Affairs Director.

When the card is to be checked out, the Faculty/Team Leader Responsibility Agreement must be signed and kept on file in the department.  In addition, a Student Group/Team Travel Card Activity Log must be used.

Student Group/Team travel expenses will be reconciled by the unit and sent to Business Affairs for review of compliance with travel policies by the third week after statement closing.  Business Affairs will process a journal voucher to reallocate expenses paid to the bank at the end of the billing cycle.

Misused Purchasing or Student Group/Team Travel Cards

A misused Purchasing or Student Group/Team Travel Card may be cancelled at the bank.  Unit management in consultation with Human Resources, if appropriate, is responsible for taking disciplinary action consistent with applicable personnel policies.  See sections regarding unallowable purchases which would result in revocation and/or suspension of OSU Purchasing or Student Group/Team Travel Card.

Disputed Items

Disputes must be resolved with the merchant or bank as appropriate by the Card Custodian within 60 days. Any refund obtained from a vendor will be credited to the department.

Lost or Stolen Purchasing and Student Group/Team Travel Cards

If a Purchasing or Student Group/Team Travel card is lost or stolen, the person who had custody of the card at the time of the loss is responsible for reporting the loss immediately to the Bank, the Card Custodian, the Department Budget Authority, and the Program Administrator.

Responsibility and Role Definitions

Department Budget Authority

Dean, Director or Chair is responsible for authorizing the use of the Purchasing or Student Group/Team Travel Card for use by members of their unit, for authorizing the credit limit, assigning the Card Custodian, reviewing all charges placed against the Purchasing or Student Group/Team Travel Card, and signing the monthly bank statement.

Card Custodian

Departmental person who may be assigned the responsibility of safekeeping the Departmental Purchasing or Student Group/Team Travel Card and signing it out to authorized users (unless card is retained by Budget Authority for safekeeping).  Other responsibilities include: validating all charges on activity log and ensuring that proper supporting documentation is obtained; verifying that authorized card users have read and signed the Purchasing Card User Agreement Form and that they have an understanding of policy in regard to allowable use of the Purchasing or Student Group/Team Travel Card; and monitoring card activity for appropriate use or possible fraud; and reporting fraud or questionable transactions immediately to the Budget Authority and the Program Administrator.

Banner Account Manager

The Business Center staff is responsible for reviewing and distributing the transactions in the Banner Purchasing Card Module FAAINVT. The Business Center is responsible for making any necessary corrections to posted transactions by Journal Voucher.  They are responsible for reconciling the monthly transactions to the monthly bank statements and ensuring that bank statements signed by the Department Budget Authority are submitted to Business Affairs on a monthly basis.  This person will receive the Banner emails notifying them of transactions to be distributed, Z invoice #’s posted, and restricted account code usage.  This person will also be responsible for the reconciliation of Student Group/Team Travel expenses receipts to the monthly statement, and to forward them to Accounts Payable/Travel for review and redistribution.

Banner Business Manager (Optional)

The Business Center staff person is the back-up for the Banner Account Manager. They will have the same responsibilities as the Banner Account Manager and will also receive the Banner emails notifying them of transactions to be distributed, Z invoice #’s posted and restricted account code usage.

Program Administrator

The Program Administrator is the liaison between card holders, the bank, OSU Business Affairs, and the OUS Chancellor’s Office.  The position implements and maintains a procurement card program policy, provides training, periodically monitors card use for appropriateness, identifies and minimizes fraudulent activities.

Additional Information

The OSU Purchasing Card information located on the Business Affairs website contains Banner PCard Training and Documentation.

Per PaCS 306-004 Prohibited Procurement Mechanisms, commercial credit cards are prohibited.