PROCUREMENT CREDIT CARD USER S HANDBOOK

Transcription

1 PROCUREMENT CREDIT CARD USER S HANDBOOK

2 TABLE OF CONTENTS P-CARD PROGRAM AND AREAS OF RESPONSIBILITY...3 HOW TO OBTAIN A P-CARD...4 IMPORTANT DATES...5 CARD ACTIVATION AND REGISTRATION...6 CARDHOLDER RESPONSIBLITIES...7 SPECIAL CONSIDERATIONS...9 PROHIBITED CREDIT CARD PURCHASES...11 USING THE P-CARD...12 CAMPUS MARKETPLACE...14 CARDHOLDER MONTHLY RECONCILIATION PROCESS...15 APPROVING OFFICIAL RESPONSIBITIES & PROCEDURES...17 FAILURE TO COMPLY WITH PROCEDURES...18 VIOLATION MEASURES...18 EXHIBIT A PARTICIPATION APPLICATION...19 EXHIBIT B ACKNOWLEDGEMENT AND RESPONSIBILITY...20 EXHIBIT C MONTHLY P-CARD SUMMARY...21 EXHIBIT D CERTIFICATION OF RECEIPT OF GOODS...22 EXHIBIT E ALTERNATE APPROVING OFFICIAL MEMO...23 EXHIBIT F APPROVING OFFICIAL CHANGE FORM...24 EXHIBIT G SIGNATURE AUTHORIZATION FORM...25 CAL POLY POMONA UNIVERSITY Octber 2016 Revisin #4 Prcurement Card Prgram Page 2

3 CAL POLY POMONA PROCUREMENT CREDIT CARD PROGRAM Cal Ply Pmna uses a variety f methds t purchase gds and services, including petty cash, purchase rders, direct pay, and the P-card. The P-Card is a Visa credit card assigned t individual faculty, staff and administratrs, t supprt department peratins. With the ease f the widely accepted Prcurement Card (P-card), departments can effectively cntrl and mnitr small, rutine purchases (typically csting $1000 r less including tax and shipping) while reducing acquisitin time and paperwrk. AREAS OF RESPONSIBILITY Vendr U.S. Bank is the prcurement credit card cntractr. U.S. Bank prvides 24-hur custmer service and a website fr cardhlders t view and recncile their transactins. 24-hur Custmer Service Number (800) U.S. Bank Access Online website Prgram Administratin Prcurement and Supprt Services administers the prgram. The administratr is respnsible fr crdinating and evaluating all aspects f the prgram including prcessing cardhlder and apprving fficial applicatins, training, accunt maintenance, auditing f cardhlder mnthly recnciliatin dcuments and submittal f mnthly transactins amunts t University Financial Services fr chargebacks. Prgram Administratr: Ruth Carringtn Ext recarringtn@cpp.edu CAL POLY POMONA UNIVERSITY Octber 2016 Revisin #4 Prcurement Card Prgram Page 3

4 HOW TO OBTAIN A P-CARD T initiate the prcess, a Credit Card Applicatin frm must be cmpleted and apprved by the department head r dean and frwarded t the prgram administratr in the ffice f Prcurement and Supprt Services. (See Exhibit A), r dwnlad the frm at: Qualificatin fr Cardhlder. Eligible emplyees include full-time staff r faculty with a minimum appintment f 6 mnths r greater. Temprary emplyees (appintment less than 6 mnths), Cal Ply Pmna Fundatin emplyees, Assciated Students Inc. emplyees, retired annuitants, vlunteers, and student assistants are nt eligible fr a Cal Ply prcurement card. Selecting an Apprving Official. An apprving fficial must be selected and shuld be at least ne level abve the cardhlder. A cardhlder cannt self-apprve. The apprving fficial and department head/dean must sign the Credit Card Applicatin. Signature Authrity f Apprving Official. If the apprving fficial des nt already have signature authrity fr the chartfield string assigned t that particular card, a Signature Authrizatin Frm (Exhibit G) will als need t be cmpleted and submitted with the Credit Card Participant Applicatin frm. P-Card Hlder Prgram Training. The prgram administratr will cntact the cardhlder when the card is available t schedule a training sessin. Cardhlder training is mandatry. Cardhlders are required t sign the Acknwledgement and Respnsibility frm (Exhibit B) at the time f training. By signing bth the Credit Card Applicatin and Acknwledgement and Respnsibility frms, the cardhlder acknwledges cnfrmity f all requirements and special cnditins as specified herein. P-Card will be issued at the cnclusin f training. CAL POLY POMONA UNIVERSITY Octber 2016 Revisin #4 Prcurement Card Prgram Page 4

5 IMPORTANT DATES Billing Cycle 22 nd f each mnth* *Exceptin: When the 22 nd falls n a weekend r hliday, the billing cycle will end n the fllwing business day. Statement Availability The U.S. Bank statement will be available t apprve and print ne day after the cycle clse date. Yu will receive an reminder frm the prgram administratr when statements are available. Yu will als receive an ntificatin frm U.S. Bank if yu have enabled this feature. Refer t the Cal Ply Pmna Cardhlder Training pwer pint fr cmplete instructins. Recnciliatin Due Date Hard cpy riginal recnciliatins must be received in Prcurement and Supprt Services, Bldg. 75 NO later than 5:00 p.m. n the 10 th f the fllwing mnth. CAL POLY POMONA UNIVERSITY Octber 2016 Revisin #4 Prcurement Card Prgram Page 5

6 CARD ACTIVATION AND REGISTRATION All new cards must be activated and registered n the U.S. Bank Access Online website. T activate yur card: Call (800) Input yur 16-digit credit card number Input the CPP zip cde Input the last fur-digits f the CPP DEFAULT Scial Security Number 5555 DO NOT GIVE YOUR PERSONAL SOCIAL SECURITY NUMBER Input yur business phne number Yur card is nw activated and ready t use T self-register yur card: Access the U.S. Bank website at: Click the Register Online link Input Organizatin Shrt Name - csuca Input yur card accunt number, expiratin date, and accunt zip cde Click the Register This Accunt buttn Accept the Licensing Agreement terms Determine and input yur User ID and Passwrd Chse and answer yur authenticatin questins Yur card is nw registered and yu are able t recncile future transactins CAL POLY POMONA UNIVERSITY Octber 2016 Revisin #4 Prcurement Card Prgram Page 6

7 CARDHOLDER RESPONSIBILITIES Executive Order 760 establishes the Prcurement Plicy fr the CSU and delegates authrity t the cardhlder t make purchases n behalf f the University withut the apprval f the Prcurement Office. In additin, the Integrated CSU Administrative Manual, Sectin # , CSU Plicy Manual fr General Accunting, utlines the bjectives and prcedures fr apprpriate use f the card. Mre infrmatin can be fund at: The cardhlder is respnsible fr: Attending prcurement card training. Cmpleting a Cnflict f Interest Frm 700 Annual Statement (will be sent t the cardhlder by the campus Cnflict f Interest Filing Officer). Taking a mandatry Ethics & Cnflict f Interest Training, cnducted nline thrugh the Office f the Chancellr (Additinal infrmatin will be ffered frm the Chancellr s Office). This is required every tw years. Signing and submitting bth Credit Card Applicatin and Acknwledgement and Respnsibility frms. By signing bth frms, the cardhlder acknwledges cnfrmity f all requirements and special cnditins and agrees t abide by all as specified herein. Security f the card. Apprpriate use f the card fr CSU business nly. Understanding the special cnsideratins and prhibited items and making nly allwable purchases. Reslving any discrepancies with the vendr. If irrecncilable, use the apprpriate prcess t dispute nline. Reprting fraudulent charges immediately. Nt allwing a subrdinate, peer r any ther persn t make purchases using their assigned prcurement card. The state p-card is nt transferrable and the cardhlder is the nly ne authrized t use it. Cmpleting the Mnthly Recnciliatin Prcess and submitting all paperwrk t the prgram administratr in Prcurement and Supprt Services, Bldg. 75 NO later than 5:00 p.m. n the 10 th f the fllwing mnth. Ntifying the apprving fficial when resigning emplyment at Cal Ply Pmna, making arrangements t return the card t the prgram administratr, and ensuring that all pending recnciliatin dcuments are frwarded t the apprving fficial prir t departure. CAL POLY POMONA UNIVERSITY Octber 2016 Revisin #4 Prcurement Card Prgram Page 7

8 Upn departmental transfer, ntificatin shall be submitted by cardhlder s apprving fficial, and determinatin made t cancel the card r change departmental reprting, chartfield, hierarchy. Apprpriate return f the card upn terminatin. Card shall be valid nly while emplyee is actively emplyed with the university. Upn terminatin r retirement, card shall be relinquished t the prgram administratr. CAL POLY POMONA UNIVERSITY Octber 2016 Revisin #4 Prcurement Card Prgram Page 8

9 SPECIAL CONSIDERATIONS The fllwing are special cnsideratins fr the use f the P-card. These cnsideratins are in effect at the time f this printing but are subject t change. Presidential Order Use f Fundatin Services and Central Supprt Resurces regarding campus resurces (March 2009) Requires faculty and staff t use Cal Ply Pmna Fundatin services (bkstre, fd services, catering, campus ldging) and Graphic Cmmunicatins Services (printing and publicatins) fr all state r fundatin business instead f ging ff campus. The cmplete Presidential Order can be fund at: If n-campus facilities cannt prvide the requested items, please prvide a cpy f their stating this. E&IT Prducts and Services and ATI Prcurement Review Decisin Guidelines (December 2008) as a result f Federal Law Sectin 508 and CSU Executive Order 926. Electrnic & Infrmatin Technlgy (E&IT) must meet the requirements f the Accessible Technlgy Initiative (ATI). Any purchase f E&IT prducts used fr instructin r fr the web will be subject t ATI Review. Sectin 508 refers t federal guidelines that facilitate prcurement f prducts which meet the accessibility needs f ur campus cmmunity. If the prduct requires electricity, has an interactive screen r display and transfers infrmatin, it prbably falls under Sectin 508. E&IT hardware f $5000 r mre, and sftware ver $1000 must be reviewed and apprved by the I&IT CIO ffice. Instructinal equipment and sftware, and all websites (new, renewal, upgrade, replacement) must be reviewed by ATI Crdinatr ATI apprval must be btained befre making the purchase. Once apprved, include this infrmatin with yur recnciliatin paperwrk. Additinal infrmatin can be fund at: CAL POLY POMONA UNIVERSITY Octber 2016 Revisin #4 Prcurement Card Prgram Page 9

10 SPECIAL CONSIDERATIONS (Cntinued) Hspitality Expenses Plicies and Prcedures The Chancellr s Office s Integrated CSU Administrative Manual describes hspitality items as the prvisins f meals r light refreshments, entertainment services, prmtinal items, gifts, awards and service recgnitin. In mst cases, these items are restricted with state general funds. Additinal infrmatin can be fund at: It is the respnsibility f the cardhlder and apprving fficial t ensure that all hspitality purchases are apprpriate and allwable. The CPP Hspitality Plicy can be fund at: OTHER CONSIDERATIONS Prperty Prperty purchases are allwed at this time, thugh it is preferred that prperty be purchased with requisitins. Since sensitive/high risk items must be prperty tagged and dcumented, the cardhlder shuld ntify the prperty fficer f items requiring tagging upn receipt. The prgram administratr will ntify the Prperty Officer f items nt yet tagged if discvered at audit. It is the respnsibility f the cardhlder t wrk directly with the Prperty Officer t crdinate any required tagging. Please cntact Prcurement s prperty ffice at ext if yu purchase a prperty item fr n-site tagging. A descriptin f prperty criteria can be fund at: Sales Tax Cal Ply Pmna is required t pay Califrnia sales tax fr any ut-f-state cmmdity purchases n the credit card. If an ut-f-state vendr des nt charge sales tax, Prcurement and Supprt Services will apply the apprpriate use tax t the purchase. It will appear as a separate entry n yur departmental chargeback. CAL POLY POMONA UNIVERSITY Octber 2016 Revisin #4 Prcurement Card Prgram Page 10

11 PROHIBITED CREDIT CARD PURCHASES The fllwing are prhibited purchases: Animals (except fr instructinally related purpses) Camps, camp sites, amusement and recreatinal services Cash Advances Classes Cnference Fees Firearms (and ammunitin) Fd Items (unless fr lab r instructinally related purpses) Gifts, such as gift certificates, greeting cards and ballns Hspitality items, such as fd, decratins, paper plates, & cups, etc. (unless supprted by a Student Prgram, justificatin required)] Htels, mtels, vernight accmmdatins, unless fr a candidate Leases r building rentals Liqur Maintenance Agreements Medicine, aspirin, antacids, etc. Medical services Minr capital utlay prjects r budgeted special repairs (mdificatins r alteratins t a state r lease facility) Miscellaneus Transprtatin, unless fr a candidate (i.e. Airlines, car rental, cmmuter passenger, railway, taxi, limusine, bus lines, air/grund curier services, cruise lines, ) Pawn Shps Persnal Purchases Plants & flwers Registratin Fees Seminars Services perfrmed nsite Service/Repair agreements Service statins (gasline) Splitting purchases t circumvent the dllar limitatin Telemarketing Travel (which includes airline fares, htel, rental cars, meals, entertainment, registratin r cnference fees). Travel agencies Card may be revked fr inapprpriate purchases. CAL POLY POMONA UNIVERSITY Octber 2016 Revisin #4 Prcurement Card Prgram Page 11

12 USING THE P-CARD Making Purchases. T btain gds/cmmdities, the cardhlder may either g t the place f business, place the rder by phne, facsimile, Internet, r mail. The cardhlder is respnsible fr making apprpriate purchases (see page 11 fr prhibited purchases). The cardhlder is respnsible fr the examinatin f purchases and returning merchandise t the vendr in the event an item is damaged, brken r therwise des nt meet expectatins. Shipping Instructins When placing rders t be shipped t the cardhlder, mailing address instructins are very imprtant t ensure the cardhlder receives the rder. Purchases may be returned t the vendr at the cardhlder s expense if apprpriate infrmatin is missing n shipping labels. All shipping labels must have the fllwing infrmatin: Cal Ply Pmna 3801 West Temple Ave. [Cardhlder s Name/Department Name/Visa Order] Pmna, CA Acceptable Receipts/Invices. The State Cntrller s Office requires an itemized receipt fr ALL purchases including internet purchases. Packing slips, qutes, r cnfirmatins withut itemized prices are nt acceptable. Fr rders placed thrugh the Campus Marketplace, the Order page cannt be used in place f the vendrs invice/receipt. The cardhlder shall ensure that all receipts have the fllwing infrmatin: Vendr name and address Internet Purchases - Mst Internet vendrs prvide n-line receipts. cnfirmatins must have vendr s physical address. If they d nt, g t vendr s Cntact Us link, print ut the physical address, and attach t the receipt/cnfirmatin. Subscriptins. The subscriptin frm can be used as a receipt. Telephne rders. Be sure t ask the vendr if they can prvide an itemized receipt befre yu make yur purchase. Yu shuld request that the receipt be faxed r ed directly t yu. Mailed receipts may nt reach the end user. If a vendr cannt prvide an apprpriate receipt, d nt d business with them. Date f purchase Descriptin f item(s) purchased Quantity rdered Price per item Amunt f sales tax Shipping charges, if applicable Ttal CAL POLY POMONA UNIVERSITY Octber 2016 Revisin #4 Prcurement Card Prgram Page 12

13 Card Rejectins If at any time a purchase is rejected, be sure that yu have nt exceeded the single and/r mnthly limit. Other cmmn rejectins are incrrectly entered expiratin dates r mitted CVV cdes (three digit cde n the back f yur card). If the rejectin is a result f a merchant categry cde blck (MCC) yu may nt be able t make the purchase with the Visa card. Cntact the prgram administratr t cnfirm. Merchant Categry Cdes Merchant categry cdes (MCC) determine hw a vendr is classified. Certain MCCs are blcked t prevent use at unauthrized grups f merchants. If a legitimate transactin falls int ne f the blcked MCC grups, the prgram administratr can temprarily verride the blck and allw the transactin at the request f the cardhlder. Mnitring and Reprting Fraud Fraud is mre prevalent n internet purchases. Make sure yu are using nly secure sites and mnitr yur card usage. Check Access Online mnthly fr unauthrized purchases whether r nt yu have made purchases t ensure there are n unauthrized purchases. Immediately reprt any unauthrized purchases t U.S. Bank at and the prgram administratr. Yur card will be cancelled and a new ne reissued thrugh the prgram administratr. Lst / Stlen Cards Fr lst r stlen cards, the cardhlder shall immediately cntact the CUSTOMER SERVICE 24-HOUR NUMBER: (800) In additin, ntify the prgram administratr and yur apprving fficial as sn as pssible. The prgram administratr will ntify the cardhlder when the replacement card is available. CAL POLY POMONA UNIVERSITY Octber 2016 Revisin #4 Prcurement Card Prgram Page 13

14 Campus Marketplace Purchases The Campus Marketplace is a p-card driven shpping site representing multiple CSU campuses acting as a partnership. The site prvides the lwest, cntracted pricing fr the university. P-card hlders are autmatically invited t jin the site. Nn-pcard hlders (shppers) may sign up t use the site utilizing the cart transfer capability. The Transfer Cart Authrizatin Frm is lcated at the website belw. Campus Marketplace rders require the same recnciliatin prcess as all P-Card rders. The Order page frm the Campus Marketplace cannt be used t recncile. There must be an itemized receipt r invice included with the submissin. The site is fr fficial university business. It is nt intended r authrized fr persnal use. Current supplier categries include: Infrmatin Technlgy Facilities Management Medical & Athletic General Cmmdities Labratry & Scientific Visit Prcurement s website fr additinal infrmatin: CAL POLY POMONA UNIVERSITY Octber 2016 Revisin #4 Prcurement Card Prgram Page 14

15 CARDHOLDER MONTHLY RECONCILIATION PROCESS All cardhlders are required t cmplete a mnthly recnciliatin fr purchases made during that billing cycle. If n purchases were made, the recnciliatin dcuments are nt required; hwever the cardhlder shuld lgin and make sure there are n fraudulent charges psted. This prcess cnsists f: Apprving yur transactins n-line via the U.S. Bank Access Online website Printing the mnthly bank statement Printing the Cardhlder Activity Reprt Cmpleting the Mnthly Purchase Summary fr all purchases during that billing cycle (Exhibit C) Attaching all itemized receipts in same rder as the statement Frwarding t yur Apprving Official fr final apprval Ensuring all recnciliatin paperwrk is submitted t Prcurement by the due date Step 1: Apprving Transactins On-Line U.S. Bank Access Online Refer t the Cal Ply Pmna Cardhlder Training pwer pint fr cmplete instructins. Reallcate any charges, as necessary, prir t apprving nline. Step 2: Printing Mnthly On-Line Statement and Cardhlder Activity Reprt U.S. Bank Access Online Refer t the Cal Ply Pmna Cardhlder Training pwer pint fr cmplete instructins. Step 3: Cmpleting Mnthly Purchase Summary The cardhlder shuld check all applicable bxes and cmplete the Mnthly Purchase Summary (Exhibit C, r dwnlad frm at: The Mnthly Purchase Summary must be signed by the cardhlder and the apprving fficial. CAL POLY POMONA UNIVERSITY Octber 2016 Revisin #4 Prcurement Card Prgram Page 15

16 Step 4: Preparing the Recnciliatin Paperwrk Dcuments shuld be cllated in the fllwing rder: 1. U.S. Bank Visa Statement 2. Mnthly Purchase Summary, with all apprpriate signatures 3. Cardhlder Activity Reprt 4. Itemized receipts, in same rder as mnthly statement Staple package DO NOT PAPERCLIP Lst Receipt. If a receipt/invice is lst, a duplicate receipt shuld be requested frm the vendr. If unbtainable, the cardhlder shuld cmplete the Certificatin f Receipt f Gds frm (Exhibit D) r nline at and submit this with the mnthly paperwrk. Small Receipts. Individual receipts/invices smaller than 8 ½ x 11 shall be stapled t an 8 ½ x 11 sheet f paper t ensure they are nt lst in transit. Using tape causes ink t fade n the receipt. Step 5: Frwarding t Apprving Official Frward t apprving fficial fr signature and ptinal n-line apprval. Step 6: Ensuring all paperwrk is submitted t Prcurement by due date It is ultimately the cardhlder s respnsibility t submit all paperwrk in a timely manner. It is recmmended that cardhlders fllw up with their apprving fficial t ensure this is dne. Cards may be suspended if recnciliatin dcuments are late 3 times within a fiscal year. CAL POLY POMONA UNIVERSITY Octber 2016 Revisin #4 Prcurement Card Prgram Page 16

17 Respnsibilities APPROVING OFFICIAL RESPONSIBILITIES & PROCEDURES The apprving fficial shuld be at least ne step abve the cardhlder. The apprving fficial must als have signature authrity n the chartfield string being used by the cardhlder. The apprving fficial and cardhlder shuld develp timelines t ensure that mnthly recnciliatin dcuments are received in a timely manner allwing the apprving fficial sufficient time t cmplete the apprval prcess and frward paperwrk t Prcurement and Supprt Services, Bldg. 75, n later than the 10 th f each mnth. Cards may be suspended if recnciliatin dcuments are late 3 times within a fiscal year. The apprving fficial is respnsible fr reviewing and apprving the cardhlder s mnthly recnciliatin and shuld be aware f the prgram prcedures and plicies in rder t adequately apprve the transactins. The apprving fficial may assign an alternate apprving fficial in his/her absence t ensure the paperwrk is submitted t Prcurement and Supprt Services, Bldg. 75 by the due date. The apprving fficial shuld cntact the prgram administratr via r mem fr the fllwing: Lst/stlen/damaged cards Deleting/adding cardhlders Changing mnthly limits (requires written request) Changing chartfield strings (requires written request) Emplyee resignatin/terminatin Manual Apprval Prcess The apprving fficial is respnsible fr apprving the mnthly recnciliatin dcuments. This prcess includes: Reviewing the cardhlder s recnciliatin paperwrk t ensure all purchases are apprpriate and that prhibited r persnal items have nt been purchased. If an inapprpriate r prhibited purchase has been made, the apprving fficial shuld (1) request that the item be returned fr credit, r (2) attach a check t the recnciliatin (i.e. persnal check frm cardhlder, Fundatin, etc.). Verifying all required signatures/apprvals. Ensuring apprpriate dcumentatin is attached t the mnthly paperwrk (i.e. receipts, alternate apprving fficial mem and/r dispute frm if applicable). Signing the Mnthly Purchase Summary. Optinal On-Line Apprval Prcess Final-apprving the cardhlder s transactins fr the current billing cycle n-line at the U.S. Bank Access Online site. Refer t the Cal Ply Pmna Apprving Official Training pwer pint fr cmplete instructins. CAL POLY POMONA UNIVERSITY Octber 2016 Revisin #4 Prcurement Card Prgram Page 17

18 FAILURE TO COMPLY WITH PROCEDURES Cardhlders are respnsible fr cmplying with all prgram requirements t ensure apprpriate use f the card. Failure t cmply may include: Inapprpriate/prhibited purchases: Inapprpriate purchases include thse listed as prhibited purchases n page 11, persnal purchases, allwing thers t use yur card, and restricted hspitality purchases. Late submittal f mnthly recnciliatin dcuments: It is imperative that cmplete mnthly recnciliatin dcuments are received in Prcurement by the due date t ensure sufficient time fr the audit prcess and departmental chargebacks. Late submittals will cause yur card t be deactivated until all paperwrk is received by Prcurement. Split purchases t circumvent the dllar limitatin: Transactin splitting invlves a merchant splitting a purchase that exceeds the cardhlder s single transactin limit int tw r mre smaller transactins t facilitate transactin authrizatin. Transactin splitting, whether requested by the cardhlder r initiated by the merchant circumvents an imprtant systemic cntrl, and is prhibited. If during the auditing prcess, it is determined that purchases were split, the cardhlder will receive a verbal ntificatin by the prgram administratr. Rather than split a purchase, the cardhlder s apprving fficial may request a temprary increase f the cardhlder s limit t allw a specific charge t g thrugh. If the cardhlder fails t cmply with all requirements, the prgram administratr will fllw the prgressive measures belw. VIOLATION MEASURES Upn audit by Prcurement, any inapprpriate purchases, persnal purchases, split purchases r late recnciliatins that are discvered will be cnsidered failure t cmply with the Prcurement Credit Card Prgram (vilatin) and may result in prgressive measures t revke card privileges. These measures include: 1 st vilatin: ntificatin frm prgram administratr t cardhlder explaining vilatin and ffering prper prcedures fr ffending cardhlder. 2 nd vilatin: ntificatin frm prgram administratr t cardhlder and apprving fficial, alng with prper prcedures fr rectifying the vilatin. 3 rd vilatin: frmal written ntificatin frm prgram administratr t cardhlder, apprving fficial and apprpriate Vice President r Prvst. Card privileges may be revked upn the third vilatin at the discretin f the prgram administratr. If card privileges are revked, the card must be cut up and returned t the prgram administratr, wh will cancel the cardhlder s accunt. CAL POLY POMONA UNIVERSITY Octber 2016 Revisin #4 Prcurement Card Prgram Page 18

19 EXHIBIT A PARTICIPATION APPLICATION CAL POLY POMONA UNIVERSITY PROCUREMENT CREDIT CARD PROGRAM CAL POLY POMONA UNIVERSITY Octber 2016 Revisin #4 Prcurement Card Prgram Page 19

20 T: EXHIBIT B - ACKNOWLEDGMENT AND RESPONSIBILITY Ruth Carringtn Prcurement and Supprt Services Department, Building #75 The Prcurement Credit Card Number - has been assigned t me. I hereby acknwledge the delegatin f authrity t make lw-value purchases up t $1,000 per transactin (r department s apprved level) withut the apprval f the Prcurement Office. I als acknwledge that I am respnsible fr the security f the card, and fr the apprpriate use f this card fr department purchases. Furthermre, I have attended the training and read and understand the Prcurement Credit Card Prgram User s Handbk. I understand and agree t the fllwing: I, the cardhlder agree t prvide the necessary dcumentatin (i.e. receipts/invices) t the apprving fficial fr recnciliatin f the bank statement fr each billing cycle in a timely manner, in rder fr the apprving fficial t frward apprpriate dcuments t Prcurement and Supprt Services n later than the 10 th f each mnth, which will ensure payment withut penalty r interest charges. I will make prvisins if I am t be absent during this perid. I understand and acknwledge the fllwing: All State purchasing guidelines still apply and rders shall nt be split t circumvent purchasing prcedures. I will abide by all requirements and special cnditins as specified in the Prcurement Credit Card User s Manual. I will be sure that the vendr is supplied with prper shipping/mailing infrmatin including cardhlder s name, department, and that the wrds Visa Order appear n the package t ensure prper delivery n campus. I am respnsible fr the riginal receipts/invices that will be used in the recnciliatin f the mnthly statement. The receipts/invices will be attached in the rder they appear n the mnthly statement. T avid nt having a receipt r an apprpriate substitutin, I will make sure the vendr can prvide an adequate receipt prir t placing rders. I am respnsible fr filing any dispute frms s that the mnthly bill can be adjusted accrdingly. I am required t cmplete a Cnflict f Interest Frm 700 Annual Statement. Further infrmatin regarding this frm will be received frm the campus Cnflict f Interest Filing Officer. I am required t take a mandatry Ethics & Cnflict f Interest Training, cnducted nline thrugh the Office f the Chancellr. Additinal infrmatin will be ffered frm the Chancellr s Office. Any unauthrized use r misuse f the card may result in card suspensin. Unauthrized use is allwing smene else t use my card. Misuse is the use f the card fr any persnal benefit r inapprpriate purchases. The card is nt t be used any travel, (i.e. airfare, cnference fees, htel reservatins, htel, rental cars, meals and entertainment) even n state business. See Prhibited Items in Handbk. I will ensure that the apprving fficial signs and frwards the recnciliatin dcuments t Prcurement and Supprt Services Department n later than the 10 th f the fllwing mnth. I understand that the third late submissin will result in suspensin f my card. I understand that this card is valid nly while I am emplyed in this department and that if I transfer t anther department, r at the time f terminatin frm the University, I must relinquish this card t the Prgram Administratr. Printed Name: address: Phne Ext: Signature: Department: Date: CAL POLY POMONA UNIVERSITY Octber 2016 Revisin #4 Prcurement Card Prgram Page 20

21 EXHIBIT C MONTHLY P-CARD SUMMARY CAL POLY POMONA UNIVERSITY Octber 2016 Revisin #4 Prcurement Card Prgram Page 21

22 EXHIBIT D - CERTIFICATION OF RECEIPT OF GOODS CERTIFICATION OF RECEIPT OF GOODS PROCUREMENT CREDIT CARD PROGRAM I CERTIFY THAT THE FOLLOWING ITEMS WERE ORDERED FROM: AND RECEIVED ON (Name f Vendr) (Date) Item N. Qty Descriptin Unit Price Extensin Subttal Sales Tax Shipping/Handling TOTAL $ Reasn(s) itemized invice/receipt was nt btained fr this rder: Cardhlder Signature Apprving Official Date Date CAL POLY POMONA UNIVERSITY Octber 2016 Revisin #4 Prcurement Card Prgram Page 22

23 EXHIBIT E ALTERNATE APPROVING OFFICIAL MEMO ALTERNATE APPROVING OFFICAL MEMO DATE: COPY: TO: Prcurement and Supprt Services FROM: SUBJECT: Alternate Apprving Official I will be ff campus until (date). In my absence, (name and title) is authrized t review and apprve the Mnthly Credit Card Recnciliatin fr the fllwing cardhlders: Please Print Please Print Please Print Please Print (Please print) Alternate Apprving Official Signature Title Date (Please attach this letter t yur recnciliatin) CAL POLY POMONA UNIVERSITY Octber 2016 Revisin #4 Prcurement Card Prgram Page 23

24 EXHIBIT F CAL POLY POMONA UNIVERSITY Octber 2016 Revisin #4 Prcurement Card Prgram Page 24

25 EXHIBIT G SIGNATURE AUTHORIZATION FORM CAL POLY POMONA UNIVERSITY Octber 2016 Revisin #4 Prcurement Card Prgram Page 25