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EASTERN KENTUCKY UNIVERSITY PROCUREMENT CARD TRAINING

EASTERN KENTUCKY UNIVERSITY PROCUREMENT CARD TRAINING. Procurement Card Administrator Paula Hunsucker – 622.8246 adm.purchasing.procard@eku.edu. PURPOSE.

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EASTERN KENTUCKY UNIVERSITY PROCUREMENT CARD TRAINING

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  1. EASTERN KENTUCKY UNIVERSITY PROCUREMENT CARD TRAINING Procurement Card Administrator Paula Hunsucker – 622.8246 adm.purchasing.procard@eku.edu

  2. 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.

  3. 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

  4. 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

  5. CARD SETTINGS • Purchase Limits • General Office/Travel: $5K/$5K • Group Travel: $10K/$50K • Accounting Codes • Chart: E • ORGN: Cardholder Agreement • ACCT: Card Type

  6. 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

  7. TRAVEL • Allowable: • Hotels • Airlines • Rental Cars • Rental Car Gas • Airport Parking • Not Allowable • Restaurant Meals (unless Group Travel)

  8. EMPLOYEE MOVES & TERMINATIONS • Notify ProCard Administrator • Surrender Pcard • Cancelled by PCA • Cardholder Notified • Forward Card to PCA

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