johncarrolluniversity.docVIP

JOHN CARROLL UNIVERSITY PURCHASING CARD (P-CARD) POLICY DETAILED USERS MANUAL May 5, 2008 Version 2 TABLE OF CONTENTS DEFINITIONS 4 PURCHASING CARD (P-CARD) PROGRAM OVERVIEW 6 STATEMENT OF BENEFITS 7 KEY CONTACTS 8 THE P-CARD APPLICATION PROCESS 9 CARDHOLDER RESPONSIBILITIES 10 BUDGET ADMINISTRATOR RESPONSIBILITIES 12 USE OF P-CARD FOR PURCHASE OF GOODS SERVICES 13 USE OF P-CARD FOR PURCHASE OF TRAVEL AND ENTERTAINMENT 14 ACCOUNTING FOR PURCHASING CARD TRANSACTIONS 15 DISPUTED TRANSACTIONS 17 HOW TO USE PAYMENTNET 18 SUGGESTED PURCHASES 22 PROHIBITED PURCHASES 23 ALTERNATIVE PURCHASING METHODS 24 NON-COMPLIANCE POLICY 25 AUDIT FUNCTION 25 ATTACHMENTS Cardholder Application Cardholder Agreement Missing Documentation Form Ohio State Sales Tax Letter THE MOST CURRENT VERSION OF THIS DOCUMENT IS AVAILABLE AT /fas/policies.htm DEFINITIONS Budget Administrator: The individual who is responsible for departmental or grant fund budgets and who has purchase authorization for those budgets. This individual will typically be a department head or chair who directly or indirectly supervises one or more Cardholders. Cardholder: An Eligible Employee of the University in whose name a P-Card has been issued and who is accountable for all charges made with their P-Card. Cardholder Application: The form used by an Eligible Employee to apply for a new P-Card. Card Processing Bank: The financial institution that the University has partnered with to issue and maintain the Purchasing Cards: JPMorgan Chase. Default Budget Code (Budget Code): The University Organization and Account code assigned to each Cardholder’s P-Card. Only one default Organization and Account code can be assigned to a card, the Cardholder has the ability to redistribute, or Split Transactions, to different Budget Codes using PaymentNet. Eligible Employee: An employee of the University who is responsible for regularly purchasing small dollar goods or services and/or is authoriz