MURC Purchase Card (P-Card)

1. MURCPurchase Card(P-Card)

2. Policy & Procedure Manual • Read thoroughly • Covers most questions • P-cards are a privilege that may be revoked for violations of the Purchase Card Policies and Procedures Manual • The Manual is available on MURC’s web site.

3. Card Issuance • Application Eligibility – by Request of the PI and Dean for full-time employees only • NO students, temporary employees, contract employees or volunteers • Card Holder Agreement signed • NO Delegation – no one else may use your card • Keep your card secure – you are personally responsible

4. Card Activation • Call the number on the sticker to activate • Contact Bill Byrd (Purchase Card Coordinator) at 696-6324 with questions

5. Maintenance • Changes must be submitted to Purchase Card Coordinator at MURC • Notify us immediately to cancel a card, or if Cardholder is transferred or terminated • IF LOST or STOLEN – notify financial institution first at 1-800-316-6056 then notify MURC Card Coordinator at 696-6324

6. Instructions for Use • Transactions less than $5,000 • OFFICIAL MURC use only • Personal charges are prohibited • Stringing of payments is prohibited • Do not store P-card with your personal credit cards

7. Alcoholic Beverages Cash Advances Legal Services Firearms Capital Equipment(=>$5,000) Radioactive Materials Live Animals Insurance Memberships Tax Reportable Services Telephone/Cell Phone Services Travel Related Expenses except for hotel, registration fees, air fare & vehicle rental Building Leases Utilities Contracts other than Statewide Flowers or Gifts Restricted Items

8. Tax Reportable Services • Any service that might be a contract with the Individual or Sole Proprietor • Individuals or Sole Proprietors • Contact MURC Card Coordinator for assistance

9. Sales/Use Tax • MURC is exempt from sales and use tax • Tax ID Number on Card • Keep extra copies of Tax Exempt Certificate • Copy request available on our website at http://www.marshall.edu/murc

10. Ordering • Secure Internet Sites Only • Fax or Phone • Only itemsallowable bythe Grant(call Compliance if unsure)

11. End of Project Orders • Do not use 30 days before end of Project • Items unable to be charged to Grant will go to the Default Fund

12. Default fund • Each Purchase Card is assigned a default Fund for any purchases charged to the card that cannot be paid by the Grant or are not sufficiently documented. This is typically a cost recovery or revenue fund.

13. Documentation • Receipts/Invoices • Itemized (Description, unit cost, quantity) • Name of Vendor • Transaction Date • SDOL Cost Allocation Report • SDOL Account Statement Report • Receiving Reports • Retain copies of records for 3 years after the year the Grant is completed • Default Fund will be use for any transaction with insufficient supporting documentation

14. Reconcilement • Due 1st business day of the month • You can start reconcilement in SDOL at any time • Send to MURC • Completed Reconciliation Form with your signature • Original Monthly Printed Statement (received in the mail) • Signed Cost Allocation Report (both PI and cardholder) • All Original receipts attached to 8.5x11 paper • Any other necessary backup • Default Fund will be use for transaction with insufficient supporting documentation

15. Disputed Items Process • Contact Vendor • Complete Dispute form and forward to MURC Card Coordinator • Report Fraudulent charges immediately • Sales Tax disputes over $5.00 • Contact Vendor • Complete Dispute form and forward to MURC Card Coordinator • Disputed Item Payment to Default Fund

16. Post-Audit • Random Audit of Records • Enforce Compliance • Must retain records for 3 years after the year that the Grant was completed • Block Grants are completed at the end of the last year of the grant

17. Fraud and Misuse • Privilege to use Purchase Card • Disciplinary Action for Misuse • Loss of Privilege • Termination • Prosecution by MURC or the granting agency • Civil action to collect any amounts deemed fraudulent