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1.0 Purpose
This policy describes the general guidelines for using the University
Purchasing Card.
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 the University Travel Card.
2.0 Policy [Top]
2.1 Ownership
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 cardholders, approves changes to spending
limits, 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.
This policy applies to all UVA locations.
2.2 Introduction
The University Purchasing Card Program is designed to enable authorized
individuals to make official purchases of small dollar goods and services
quickly, directly, and with as little paperwork as possible.
University personnel interested in participating in the Purchasing
Card program must first obtain their supervisor's approval. Student
Resident Assistants who wish to participate in the program must have
prior approval from the University's Residence Life Office. University
Medical Center, UVA Foundation, and non-University employees interested
in participating in this program must be sponsored by a University
department.
The University Purchasing Card may be used for official University
of Virginia purchases only.
The University of Virginia accepts the liability for all charges
made with the Purchasing Card that are consistent with University
Purchasing Card Policy and Procedure.
The University Purchase Card may not, under any circumstances,
be used for personal expenditures, cash advances, or to obtain store
credit.
Cardholders are responsible for following all rules governing
the use of the Purchasing Card.
Individuals who violate University Purchasing Card policy and
procedure may have their cardholder privileges suspended or permanently
revoked, and may face additional disciplinary action including termination
of employment.
2.3 Types of Purchases
The following list is an example of just some of the types of items
that may be purchased with the University Purchasing Card:
Advertisements in newspapers
Air and rail tickets
Books (non-library)
Booth space
Car rental through the University motor pool
Gas and oil for motor-pool or University-owned vehicles
Catering
Conference registration
Express mail service and freight
Laboratory supplies
Magazine and journal subscriptions
Office supplies
Professional organizational dues, fees, and licenses
Unrestricted goods and services
A list of frequently used Purchasing Card vendors may be found on the Procurement
Services web site.
2.4 Spending Limits and Restrictions
Cardholders must comply with the same state procurement regulations
as are in effect for any other means of payment.
In general, purchases made with the University Purchasing Card will
fall below the dollar amount where formal procedures to ensure competition
must be followed. Nonetheless, it is expected that cardholders will
exercise good stewardship of the University's resources and make no
excessive or unnecessary purchases.
There are seven general rules or restrictions
governing the use of the Purchasing Card:
1. Spending Limits Per Transaction and
Per Month
2. Purchases from the Same Vendor
3. Restricted Goods and Services
4. Merchandise Returns
5. Purchasing Card Security
6. Card Reconciliation and Documentation
7. Additional Restrictions
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| 1. |
Spending Limits Per Transaction and Per Month
-- Each card has individually established limits on how
much can be spent per transaction and how much can be spent
per month. |
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At present, the highest available spending limits are $1,999.99
per transaction and $7,500 per month.
Not all cardholders will enjoy the same spending limits because
these are established on a case by case basis by the cardholder's
department.
Once spending limits have been set, cardholders may, with
the approval of their supervisor, request that their monthly
spending limit be raised. The Request for Exemption to the
Monthly Spending Limit form may be found on the
on the Procurement
Services web site or on the
University
Forms Directory.
Cardholders may also apply in advance for a special waiver
when the cost of air or rail tickets exceeds the cardholder's
established spending limits. This procedure is described
on the Procurement
Services website.
Otherwise, cardholders may NOT make purchases that exceed
their established transaction and monthly spending limits. Any
cardholder who authorizes a charge in excess of established
transaction limit may have his or her card suspended for three months.
A second offense may result in permanent revocation of the
card.
Splitting orders for the purpose of circumventing transaction
limits is NOT allowed. Any cardholder who knowingly splits
an order may have his or her card suspended for three months.
Violation of this policy may result in revocation of card
privileges for a minimum of three months. Repeat offenses may
result in permanent loss of card privileges.
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| 2. |
Purchases from the Same Vendor --
Regardless of individually established spending limits, the Purchasing
Card may NOT be used to buy goods or services from the same non-contract
vendor which total $5,000 or more annually. Purchases of this
type require the submission of a Purchase Requisition. Please
see Use of the University Purchasing
Card -- Procedure 7-105 for the special requirements of preparing
a Purchase Requisition for this type of situation. |
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A list of contract vendors may be found on the
Procurement
Services web site. |
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| 3. |
Restricted Goods and Services
-- There are also restrictions on the specific types of goods
and services that may be purchased with the card. |
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The following items may not be purchased with the University
Purchasing Card:
General Restrictions
The University Purchasing Card may NOT be used for any of
the following general categories:
Purchases from an employee of the Commonwealth
Purchases on Medical Center accounts
Gifts under any circumstances
Travel Restrictions
The University Purchasing Card MAY be used to purchase air
and other mass transit tickets, including shuttles.
"Motor Pool" contract car rentals from Enterprise
Virginia
Rent-a-Car and fuel for same are also permitted.
NO OTHER TRAVEL expenses are permitted. This means that
all other car rental expenses, fuel, lodging, limos, and
taxis, etc. are NOT permitted.
Additional Restricted Items
The University Purchasing Card may NOT be used for any of
the following miscellaneous goods and services:
Alcoholic beverages
Ammunition
Automobiles
Bus charters
Carpet
Car rental expenses (other than through the University's
"motor pool" contract with Enterprise Virginia
Rent-a-Car)
Firearms
Flowers
Framing
Furniture
Gifts
Lodging
Prescription drugs
Radioactive materials
Renovation/construction services
Restaurant meals
Security systems
Tent rentals or purchases (non-camping)
Non-mass-transit transportation, such as limousines and
taxis
Window treatments
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| 4. |
Merchandise Returns -- Whenever cardholders
return merchandise they must be sure to produce the original receipt
and specifically request that the vendor credit the return to
the Purchasing Card. Purchasing cardholders must not accept "store
credit" for returned items. Any cardholder who accepts store credit
for returned merchandise may have his or her card revoked. Cardholders
must notify the Purchasing Card Administrator in Procurement Services
if a vendor refuses to credit the Purchasing Card for returned
items. |
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Purchasing Card Security -- The Purchasing
Card may only be used by the person to whom the card has been
assigned. Cardholders may never lend their cards to another person
or use someone else's Purchasing Card. |
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Violation of this policy will result in revocation of card
privileges for a minimum of six months. Repeat offenses will
result in permanent loss of card privileges.
Cardholders must never fax their card numbers to a
vendor or place orders over the Internet unless they
can verify the security of the vendor's web site. Cardholders
must consult the "Purchasing Card Security" section of Purchasing
Card Procedures when dealing with fax or Internet orders.
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Card Reconciliation and Documentation
-- Cardholders must keep records and reconcile their card statements
as prescribed in the "Card Reconciliation and Documentation" section
of Use of the University Purchasing
Card -- Procedure 7-105. Any cardholder who fails to follow
this procedure may have his or her card permanently revoked. |
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| 7. |
Additional Restrictions -- There may
be additional restrictions placed on the use of the Purchasing
Card depending on the cardholder's status. For example, UVa staff
are subject to possible additional restrictions established at
the departmental level; grant holders may be subject to additional
restrictions as part of the terms of their grant; Resident Assistants
are subject to additional restrictions established by the University's
Residence Life Office. |
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Individual cardholders must comply with all additional
restrictions as applicable. |
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Reminder: As a non-profit institution, the University of Virginia
is exempt from sales tax on all goods and services except prepared
foods. It is the cardholder's responsibility to claim
this exemption whenever using the Purchasing Card. The University of
Virginia will not accept liability for such over-payments. The State
Sales and Use Tax Certificate of Exemption Form may be obtained
from the Procurement Services
web site.
3.0 Definitions [Top]
4.0 References [Top]
This policy corresponds to, and should be read in conjunction with,
Use of the University Purchasing Card --
Procedure 7-105.
Please see the Procurement
Services web site for additional contact information, related forms,
the Purchasing Card training schedule, and for information on any recent
changes in policy or procedure affecting the University Purchasing Card.
5.0 Approvals and Revisions
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Previous version in effect from 2/10/97 to 5/03 available
in policy archive.
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