PROCUREMENT CARD (FIN-P103)

Transcription

1 1.0 SCOPE: 1.1 This procedure applies when ordering, distributing and using procurement cards. 2.0 RESPONSIBILITY: The on-line version of the procedure is official. Therefore, all printed versions are unofficial copies. 2.1 Procurement Card Administrator 3.0 APPROVAL AUTHORITY: 3.1 Officer 4.0 DEFINITIONS: 4.1 AP Accounts Payable 4.2 PCA Procurement Card Administrator 4.3 PC Procurement Card 4.4 PD Department 4.5 PR Purchase Requisition 4.6 SC State Contract 5.0 PROCEDURE: 5.1 School/Department identifies need for a procurement card and relates that need to the PCA. 5.2 School/Department contacts PCA for training. 5.3 PCA orders PC from Bank. Bank processes request and forwards PCs to PCA. 5.4 PCA conducts required training for approved personnel at School/Department. 5.5 Upon completion of training, approved personnel sign Procurement Card Employee Agreement. 5.6 School/Department submits PR to PCA to encumber funds for procurement card purchases. 5.7 PCA distributes PCs to approved personnel. Approved personnel sign for PCs. 5.8 School/Department generates an internal PR identifying need for supplies/materials. 5.9 Approved personnel determine that request is for supplies and materials under $2500 and qualifies as a purchase Orders totaling less than $2500 and not for items on SC should be purchased from a vendor that offers the lowest responsible pricing Orders totaling less than $2500 and for items listed on SC or existing bid must be purchased from a SC or existing bid vendor. Date: 19-Oct-04; Rev. E FIN-P103 Page 1 of 5

2 5.9.3 Orders are placed via phone, fax or . Vendor is provided PC number and delivery instructions School/Department receives merchandise School/Department attaches packing slip and copy of charges to PR, retains documentation at site Bank forwards PC statement to School/Department School/Department reconciles statement to PR and notes tax charges on statement Approved statement is copied and forwarded to AP The PD continuously monitors the use of PCs through reviews and offers training and assistance when necessary A flowchart detailing the steps of this process may be found in Exhibit A. Date: 19-Oct-04; Rev. E FIN-P103 Page 2 of 5

3 Exhibit A Procurement Card Need Identified School/Dept Contacts PCA For Training PCA Orders PC PCA Conducts Training School/Department Submits PR for Encumbrance of Funds PCA Distributes PC School/Dept Generates PR Identifying Need School/Dept Determines Appropriate Use of PC Orders Less Than $2500 NO Follow PR Process YES Exhibit A continued on next page Date: 19-Oct-04; Rev. E FIN-P103 Page 3 of 5

4 State Contract NO Order From Vendor with Best Value YES Order Placed With State Contract Vendor (Via Phone, Fax) Vendor Given PC and Delivery Information School/Dept Receives Goods School/Dept Attaches Packing Slip and Copy of Charges to PR Bank Forwards PC Statements to School/Dept Tax Charges Noted on Statement Approved Statement is Copied and Sent to AP End Date: 19-Oct-04; Rev. E FIN-P103 Page 4 of 5

5 6.0 ASSOCIATED DOCUMENTS: 6.1 Procurement Cards 6.2 Employee Agreement 6.3 Purchase Order 6.4 Purchase Requisition 7.0 RECORD RETENTION TABLE: Identification Storage Retention Disposition Protection Procurement Site Specific 2 years Shredded Cards Employee Agreement Purchase Order Purchase Requisition Permanent 2 years 3 years 2 years 3 years None 8.0 REVISION HISTORY: Date: Rev. Description of Revision: 01-Jul-02 A Initial Release 29-Jul-02 B 5.6 Deleted in flow chart word customer changed to School/Department 22-Aug-02 C Over the entire procedure the word customer changed to school/department D Section 7.0 added protection E Revised flow chart with arrow from 2 nd block to 4 th. ***End of procedure*** Date: 19-Oct-04; Rev. E FIN-P103 Page 5 of 5