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Scope
This procedure describes the specific University-wide rules governing
the use of the Purchasing Card. The topics covered in this procedure
include: Oracle Responsibilities, Getting a Card, Card Cancellation
or Renewal, Purchasing Card Security, Purchasing Air and Rail Tickets,
Card Reconciliation and Documentation, and Managing the Card in Oracle.
The University Purchasing Card is also sometimes referred to as the
"Corporate Purchasing Card," the "P-Card," the "Procurement Card," the
"UPC," and the "AMEX Card."
The University Purchasing Card is not the University Travel
Card. Please see American Express Travel Card--Policy VI.B.10
for information on using the University Travel Card.
System References [Top]
The forms that pertain to University Purchasing Card Policy and Procedure
are:
Employee Application for University Purchasing Card -- This is a
web form which generates an e-mail that is automatically routed to the
supervisor or department head of the applicant. The supervisor or department
head must then route the e-mail application to the Purchasing Card
Administrator, signifying approval.
Purchasing Card Transaction Log -- This form requires the signature
of the card holder and, in some circumstances, of the card holder's
supervisor also.
Request for Exemption to Monthly Spending Limit -- This is a web
form which generates an e-mail that is automatically routed to the card
holder's supervisor or department head, after which it must be routed to the
Purchasing Card Administrator and the Director of Procurement Services for
final approval.
State Sales and Use Tax Certificate of Exemption - This form
is to be used when claiming the exemption from Virginia sales taxes when
using the University Purchasing Card.
These forms may be obtained from the Procurement
Services web site.
Please see the Procurement
Services web site for additional contact information, the Purchasing
Card training schedule, and for information on any recent changes in
policy or procedure affecting the University Purchasing Card.
Policy [Top]
This procedure corresponds to, and should be read in conjunction with,
Use of the University Purchasing Card -- Policy VII.C.3.
Responsibility [Top]
AP P-Card Holders are those individuals who have the responsibility
to change PTAEO information in Oracle on one or more cards. This
individual may or may not be the same as the individual who actually
possesses and uses the card.
Distribution [Top]
Ownership [Top]
The University Purchasing Card program is managed by the Purchasing
Card Administrator in Procurement Services. The Purchasing
Card Administrator issues cards, conducts training for prospective card
holders, and cancels cards as appropriate.
At the University of Virginia's College at Wise and the Southwest
Center, the UVA-Wise Purchasing Office Director conducts training.
The procedures outlined in this document apply to all UVA locations.
Procedure Steps [Top]
Getting a Card
Prospective card holders must complete and submit the Purchasing Card
application form. This form may be obtained from the
University Forms Directory
or from the Procurement
Services web site. All parts of the online application must be completed
as directed on the form.
The form is electronically routed to the supervisor or department head
specified on the form for approval. By forwarding to the Purchasing Card
Administrator, the approving supervisor or department head certifies that
she/he has read and understands all policies and procedures governing the
card, has based approval on an analysis of the potential type and level of
activity the card holder will have, and will perform an annual analysis
each year of the cardholders activity.
Because the University accepts the liability for all purchases made
with the Purchasing Card, card holders must attend a special training
session before receiving a card.
Please see the Procurement
Services web site for the Purchasing Card training schedule.
Card Cancellation or Renewal
Card holders must return their cards immediately upon the request
of their supervisor or the Purchasing Card Administrator. The Purchasing
Card must also be returned whenever the card holder changes positions
within the University of Virginia or when the card holder is no longer
employed by the University of Virginia.
Card holders who wish to cancel their cards should contact
the Purchasing Card Administrator in Procurement Services by e-mail.
Active Purchasing Cards are automatically renewed each year unless
the card holder requests cancellation.
A Purchasing Card that has had no charges for over six months will
be de-activated unless the card holder can provide reasonable
justification for keeping it active.
Changes to card holder information should be sent by e-mail to the
Purchasing Card Administrator.
Purchasing Card Security
The Purchasing Card may only be used by the person whose name appears
on the face of the card. The Purchasing Card may never be loaned to
another person.
Any card holder who knowingly allows another person to use his or
her card will have the card revoked for a minimum of six months. Repeat
offenses will result in permanent loss of card holder privileges.
Card holders must never fax their card numbers.
Card holders may, however, submit orders by fax -- leaving off the card
number -- and then call the vendor and give the card number over the
telephone.
Card holders must never include their entire card numbers in an email or email
attachment. Card holders may, however, include the last six digits of the card number.
Internet purchases must be made from secure web sites only.
A secure Web site uses a Secure Socket Layer Version 2.0 or greater.
Before submitting payment information to a Web vendor, confirm that
the small padlock icon at the bottom left of your browser window appears
to be "locked" rather than "open" and that the URL in the address window
near the top of your browser window begins with https://.
Unless both of these conditions are present, do NOT use your Purchasing
Card to place an order at that Web site.
If the Purchasing Card is lost or stolen, the card holder must
immediately notify the University Purchasing Card Administrator in Procurement
Services and the card vendor (currently American Express).
Air and Rail Tickets
For ticket purchases exceeding the individual's established transaction
or monthly limit, card holders must e-mail the Purchasing Card Administrator
in Procurement Services with the name of the traveler, the purpose of
the trip, dates of travel, the destination, the exact dollar amount
of the ticket(s) including fees, the name of the vendor selling the
tickets, and the source of funds so that special arrangements can be
made.
Card holders may NOT buy the ticket(s) until the Purchasing Card Administrator
has notified them that their transaction limit has been lifted for this
one-time purchase.
Purchases from the Same Non-Contract Vendor
You must submit a Purchase Requisition if you anticipate purchasing
$5,000 or more per year from the same non-contract vendor and wish to
use the Purchasing Card. Use "Note to Buyer" on the item line to inform
Procurement Services that you are requesting "a zero dollar standing
order to be paid by Purchasing Card." The resulting Purchase Order number
must be recorded in the cardholder's transaction log whenever a purchase
is based on this order.
DMBE-Certified Minority/Woman Quote Requirement
For a non-contract non-over-the-counter purchase, cardholders must locate
a Virginia Department of Minority Business Enterprise (DMBE)-certified Minority-
or Woman-owned (M/W) vendor and obtain one or more price quotations prior to
making the purchase. The number of quotes required depends on the dollar value
of the purchase and is specified in
Guidelines for Competition on the Procurement Services website . The purchase
must be awarded to the lowest responsive and responsible vendor that can meet
all requirements of the purchase. If the cardholder elects not to purchase from
the M/W vendor, the solicitation must be documented on the Purchasing Log and
with either the vendor's printed quote or a completed Phone Quote Summary form,
which can be found on the Procurement Services website under "Forms". Phone quote
documentation must include all of the following:
- vendor name and address
- description of goods or services required
- delivery dates and F.O.B. point
- name of person giving quote
- name of person receiving quote
The results of the solicitation must be documented on the Purchasing Card Log
as instructed in
Using the Purchasing Card - Documenting Purchases on the Procurement Services
website. If no DMBE-certifed M/W woman vendor is available for the commodity to be
purchased, or if the purchase was made from a contract vendor, that must
also be documented according to the same instructions.
Card Reconciliation and Documentation
Card holders must keep all signed and dated packing slips, original
invoices, and receipts for each transaction. Card holders will be required
to provide a written explanation in the comments section of the Transaction
Log for any purchase for which they cannot produce a receipt.
The card holder will receive a statement from American Express every
month. Both the card holder and his or her supervisor must sign the
card statement each month.
The cardholder must separately record each transaction made with the
Purchasing Card on the Purchasing Card Transaction Log. A copy
of the log may be obtained from the University
Forms Directory or the Procurement
Services web site. A copy of the transaction log, with appropriate
invoices and receipts attached, must be signed and dated by the cardholder.
Detailed instructions for completing the log may be found in
Using the Purchasing Card - Documenting Purchases on the Procurement Services
website.
Even if no charges are made in a particular month, card holders
and their supervisors must sign and date a transaction log (in lieu
of a card statement) stating that no purchases were made. Card holders
must then submit this document to their department's fiscal officer.
Card holders must monitor their monthly American Express card statements
to make sure proper charges and credits have been given. The card holder
must reconcile the log with the card statement every month according
to the instructions given on the Purchasing Card Transaction Log form.
If there is a discrepancy between the log and the statement, card
holders are required to call the vendor immediately to issue a credit
or correct the charge. If the vendor disputes the credit, card holders
must contact American Express for a temporary credit until the dispute
has been resolved. Card holders must sign and date the transaction log
every month. Each page of the transaction log must be signed and dated.
Once the monthly AMEX statement and the Purchasing Card Transaction
Log have been reconciled, both the cardholder and his or her supervisor
must sign and date the card statement.
As part of the process of reviewing the cardholder's monthly AMEX statement
and transaction log, supervisors should confirm that merchandise purchased
with the card has not been returned for store credit.
Cardholders who fail to reconcile their monthly AMEX statement to
the transaction log and obtain their supervisor's signature may have
their card permanently revoked.
For air and rail tickets, card holders must attach a copy of
the ticket or a signed and dated travel itinerary and boarding pass
to the transaction log. Card holders must also include a brief description
of the purpose of the trip.
The vendor's web site address (URL) must be recorded on the transaction
log for purchases made over the Internet.
For food purchases, the transaction log must include a statement
describing the purpose of the purchase and who attended the event where
the food was served. All food purchases must be in accordance with Policies
FIN-004 "Business Meals" and FIN-009 "Social Event Meals".
Card holders are responsible for forwarding their receipts and invoices,
transaction log, and card statement to their department's fiscal officer
who will reconcile this package of materials to the monthly Project
by Expenditure Detail (PED) report.
After the reconciliation of the PED report, the receipts, invoices,
transaction log, and card statement must be placed in the departmental
file where it must be retained for three years plus the current year.
Managing the Purchasing Card in Oracle
In Oracle, each Purchasing Card is linked to a particular Project,
Task, Award, Expenditure Type, and Organization (PTAEO).
Each Purchasing Card transaction will default to this PTAEO
unless it is manually changed.
Purchasing Card users should make sure the PTAEO does not default
with any of the following for Project, Award, and Organization:
Project: 101466
Award: SS0006
Organization: 20055
The above Project, Award, and Organization information will appear
when the card's default PTAEO is no longer valid. Cards with the above
PAO information will need to be changed to an appropriate department
PTAEO.
AP P-Card Holders will be able to review the accounting information
for the card or cards for which they are responsible and change the
PTAEO information for each transaction as appropriate.
If a change needs to be made to the default PTAEO, the AP P-Card Holder
must ensure that the PTAEO is changed for every transaction on
the current statement. The AP P-Card Holder must also notify the Purchasing
Card Administrator via e-mail of the required change so that all
future transactions will default to a valid PTAEO.
There will be a specific 5 day period each month during which AP P-Card
Holders can change Purchasing Card PTAEOs. If changes must be made outside
of that time frame, AP P-Card Holders must rely on journal vouchers
in the Grants Management (GM) module to transfer funds.
After the month's transactions have been charged to the PTAEO, the
AP P-Card Holder will no longer be able to access the Purchasing Card
transactions (included in the paid statement) in Oracle, except to review
them in the GM module like other transactions.
Step-by-step instructions for changing PTAEO information may be found
on the ISP
web site under "Oracle Navigation." Only those persons who have
been assigned this specific responsibility under Oracle will be able
to perform this function.
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