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EASTERN KENTUCKY UNIVERSITY PROCUREMENT CARD TRAINING. Procurement Card Administrator Paula Hunsucker – 622.8246 [email protected] PURPOSE.

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eastern kentucky university procurement card training

EASTERN KENTUCKY UNIVERSITY PROCUREMENT CARD TRAINING

Procurement Card Administrator

Paula Hunsucker – 622.8246

[email protected]

purpose
PURPOSE
  • 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.
record keeping
RECORD KEEPING
  • Reallocation is REQUIRED
    • 4 Weekdays (see website for FY2011 schedule)
  • Supervisor Review & Sign
    • Vacation
  • Cardholders Retain Original Documents
  • Record Retention
    • Sponsored Agreements – at least 3 years, governed by agreement
    • Other University Funds – 3 years
  • Document Submission
    • Group Travel 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
periodic review
PERIODIC REVIEW
  • Monitor Compliance
    • Receipts
    • Allocations
    • Supervisor Reviewed
    • Allowable Purchases
  • Report Provided to Summarize Findings
  • 30 days to Respond
  • Final Report and Response
    • Provided to Dean/VP
card settings
CARD SETTINGS
  • Purchase Limits
    • General Office/Travel: $5K/$5K
    • Group Travel: $10K/$50K
  • Accounting Codes
    • Chart: E
    • ORGN: Cardholder Agreement
    • ACCT: Card Type
restrictions results
RESTRICTIONS & RESULTS
  • 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
travel
TRAVEL
  • Allowable:
    • Hotels
    • Airlines
    • Rental Cars
    • Rental Car Gas
    • Airport Parking
  • Not Allowable
    • Restaurant Meals (unless Group Travel)
employee moves terminations
EMPLOYEE MOVES & TERMINATIONS
  • Notify ProCard Administrator
  • Surrender Pcard
  • Cancelled by PCA
    • Cardholder Notified
    • Forward Card to PCA
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