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EASTERN KENTUCKY UNIVERSITY PROCUREMENT CARD TRAINING

EASTERN KENTUCKY UNIVERSITY PROCUREMENT CARD TRAINING. University Card Services Administrator Brittney Kenney– 622.8246 cardservices@eku.edu. PURPOSE.

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EASTERN KENTUCKY UNIVERSITY PROCUREMENT CARD TRAINING

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  1. EASTERN KENTUCKY UNIVERSITY PROCUREMENT CARD TRAINING University Card Services Administrator Brittney Kenney– 622.8246 cardservices@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 • See website for allocation schedule • Supervisors Review & Sign Hardcopies Monthly • Cardholders Retain Original Documents • Record Retention • Sponsored Agreements – at least 3 years, governed by agreement • Other University Funds – 3 years • Additional Document Submission • Tier 3 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. Unauthorized Transactions Given the nature of online purchases, University ProCards can occasionally become compromised, initiating fraudulent charges. • If you notice an unauthorized transaction on your card, please notify the ProCard Administrator immediately. • The University has 60 from the posting date of a transaction to dispute the charge • If you wish to speed up the process, please include a PNC dispute form with the appropriate information when emailing the ProCard Administrator. • PNC Dispute Form can be found at http://purchasing.eku.edu/procard-forms

  5. PERIODIC REVIEW In an effort to monitor card usage, University Card Services may periodically request ProCard documentation for a certain time period. • Areas Checked for Compliance • Receipts • Allocations • Supervisor Reviewed • Allowable Purchases • A report will be provided to summarize the findings • If noncompliant, the cardholder has 30 days to return a signed copy of the review • Final Report and Response • Provided to Dean/VP

  6. CARD SETTINGS • Purchase Limits • Tier 1 and 2: $5K/$5K • Tier 3: $10K/$50K • Accounting Codes • Chart: E • Default Settings: Your default settings should be set to the Org and Account codes that you use MOST frequently

  7. 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

  8. Travel Related Expenses • Allowable: • Hotels • Airlines • Rental Cars • Rental Car Gas • Airport Parking • Not Allowable • Restaurant Meals (unless cardholder has a Tier 3 card)

  9. EMPLOYEE MOVES & TERMINATIONS Notify ProCard Administrator anytime a cardholder in your department moves within or leaves the University. • Surrender Procard • Cancelled by ProCard Administrator • Cardholder Notified • Destroy the plastic

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