Purchasing Card (P-Card) Guidelines

Utilization of P-Cards has been established to provide departments with a convenient and efficient way to make small dollar purchases under $1,500 and can be used to purchase most of the same goods and services that can be obtained using a check request or purchase order. Refer to the Purchase Goods and Services Guidelines. The P-Card may be used for point-of-sale, telephone, fax and internet purchases. The University’s tax exempt number is embossed on the front of the P-Card since most purchases made on the University’s behalf are tax exempt.

P-Cards are issued in the name of the individual responsible for making purchases on behalf of the University. The P-Card is not intended as a personal credit card nor is it tied to the cardholder’s personal credit. The P-Card is not intended to circumvent requisitions and purchase orders, but as a method to supplement existing procurement processes.

Who is Eligible?

P-Cards are only available to full-time employees in good standing and on active pay status. Only one (1) P-Card will be issued to an employee at any time.

P-Cards are not available to temporary employees; graduate assistants; students and student-athletes; contractors; consultants; volunteers; or anyone not a full-time Marymount University employee.

How to Apply?

Complete the Purchasing Card Request Form to submit your request.

Applications for P-Cards will be reviewed and approved by the employee’s immediate Supervisor, the department’s Associate or Assistant Vice President (AVP), or the college Dean.

What’s my Limit?

The credit limit will be set for a maximum single swipe transaction limit of $1,500, and a maximum overall monthly limit of $3,500.  Requests above $25,000 require Senior Vice President /Chief Financial Officer (SVP/CFO) approval.

Responsibilities

Cardholder Responsibilities

Accountable for all activity on the Card.
Card use only for appropriate University business and in accordance with the P-Card Policy.
Reconcile all charges, upload receipts and provide detailed transaction description by the 5th business day of the month following the month in which the transaction was made. Cardholders may assign delegates to assist in this process, but the responsibility ultimately remains with them.  
Comply with all terms contained in the cardholder application.  
Complete P-Card training.
Not allow other individuals to charge or authorize expenses on their card.  
Confirm all charges appearing on their account are accurate and comply with policy.  
Make purchases with preferred and/or contracted vendors whenever possible.  
Ensure that Sales Tax is not applied to their purchases (where applicable). 
Keep the P-Card safe and secure at all times.  
Contact Procurement and Payable Services and United Bank immediately when fraudulent charges have occurred, or cards have been lost or stolen.  
Retain all documentation not uploaded to Workday, in compliance with the University’s Records Retention Schedule.  
Cooperate with University audits of Procurement Card transactions
Upon leaving the department or University, or at the direction of Procurement and Payment Services, destroys the Card and notifies their supervisor so that appropriate action may be taken to close the account or remove the employee as an authorized user.

Approver Responsibilities

Enforces Purchasing Card Policy.
Approve all transactions in the Workday system by the 10th business day of the month following the month in which the transaction was made. Supervisors may assign delegates to assist in this process, but the responsibility remains with them.  
Ensure proper use of the P-Card by the Cardholders they supervise.  
Review all transactions and inquire about charges that are not within policy.  
Confirm all purchases and expenses have a valid and documented business purpose, are supported by appropriate documentation, and include acceptable comments to explain the purchase in the Workday system. 
Communicate P-Card guidelines and policies to the Cardholder.  
Monitor all communications provided by Procurement and Payment Services.
Cooperates with bank investigations of suspected fraud or University investigations into suspicious activities.
Request account suspension for Cardholders on extended leave or terminated.

Monthly Reconciliation Deadlines

Cardholders: 5th business day of each month.
Late reconciliations will result in a 30-day Card suspension (first offense); 60-day Card suspension (second offense); or 12-month Card suspension (third offense).
Supervisors: 10th business day of each month.
Late reconciliations will result in a Cardholder 30-day Card suspension (first offense); 60-day Card suspension (second offense); or 12-month Card suspension (third offense).
Reconciliation failures will be reported to divisional Vice Presidents for corrective action.
Charges not reconciled by the monthly deadlines will trigger an automatic P-Card suspension.
Unreconciled charges will post to the departmental ledger. All unreconciled charges must be transferred by journal to the appropriate account code within no less than two accounting cycles and in all cases by the fiscal year close.

Receipt Retention

Receipts for goods and services generated by P-Card transactions are considered financial records of the University.
If an original receipt is not available, the following types will be accepted:
Faxes or photocopies
Screen prints or confirmation e-mails for web purchases
PDF scanned copies of the original receipt
Original itemized receipts and supporting documentation must be uploaded into Workday and matched with the appropriate transaction.
If the Cardholder did not retain a receipt, the vendor must be contacted for a copy.
If the vendor is not able to provide a copy, the Cardholder must complete a Missing Receipt Affidavit. This will take the place of the missing receipt.
Three (3) instances of missing or lost receipts during one (1) academic year will result in loss of P-Card privileges for one (1) year.
P-Card receipts and supporting documentation uploaded into Workday will be maintained for the required time period in compliance with the Accounts Payable Records section of the Records Retention Schedule.

Disputes, Discrepancies, Returns and Refunds

Cardholders must resolve any discrepancies directly with the vendor and to request credits or additional charges be generated for the next billing cycle.
If unable to resolve these discrepancies, the Cardholder must contact United Bank to dispute any charges. A dispute can be initiated by calling United Bank at 1-800-242-7600. This number is also on the back of the P-Card. Charges can only be disputed with United Bank within 60-days of the statement closing date.
If a refund or credit is due as a result of merchandise return or cancelled travel arrangements, it must be posted as a credit to the account. Cash refunds are not allowed.
The cardholder’s department is liable for all charges made on procurement cards assigned within the department.

Lost or Stolen Cards

Lost or stolen cards must be reported immediately to United Bank by calling 1-800-242-7600. This telephone number is available 24 hours/7 days a week.
The cardholder must also report a lost or stolen card to the Procurement Card Administrator. Failure to do so exposes departmental liability for fraudulent and/or unauthorized charges.

P-Card Audit

Audits of P-Card transactions may be conducted randomly and without notice.

Appeal Process

An appeal for a cancellation of a P-Card is permitted and must be in writing to the SVP/CFO.
If it is determined that a P-Card will be reinstated, the Cardholder will be required to be in compliance moving forward. Any additional violations will result in permanent cancellation of all P-Card rights and appropriate personnel action will be taken.

P-Card Policy

Refer to the P-Card policy for Allowable and Prohibited Purchases.