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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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