Purchasing Card Program

Yes, I already have one. Now that you have a Purchasing Card, here is what you need to know to use it. If you need an additional card for a new or existing account, click here. General Guidelines Individual cardholders are responsible for ensuring that all purchases are for official university business purposes only. Purchases must be made in accordance with the laws of the State of Texas, the purchasing procedures of the Texas A&M University System, and the authority specifically delegated to the cardholder's department. Be aware that some vendors allow only the cardholder whose name appears on the Purchasing Card to use the card. Employees do not personally pay their Purchasing Card bills and the program does not affect a cardholder's credit rating in any way. However, the Purchasing Card program does carry corporate liability and individual responsibility as set forth on the Cardholder Purchasing Card Agreement form which cardholders must sign before they are issued a Purchasing Card. State law forbids separating large purchases into multiple invoices which appear to be within delegated limits. Texas A&M-Commerce may not pay for goods before the goods are actually received. (Vendors should not charge the cardholder's account before the goods are shipped.) It is the cardholder's responsibility to ensure receipt of goods and follow up with vendors to resolve any delivery problems, discrepancies, and/or damaged claims. When ordering other than "in person," instruct the vendor to send a receipt for the Purchasing Card purchase directly to the cardholder's department together with the merchandise. Texas A&M-Commerce is exempt from paying sales taxes on purchases made from a vendor in the State of Texas. Cardholders should carry a Texas A&M-Commerce Texas Sales and Use Tax Exemption Certification form for use with their Purchasing Card. Duties and Responsibilities Program Coordinator Approve and process requests for Purchasing Cards. Is knowledgeable about the program's guidelines and related forms, and is the primary contact for a cardholder with questions about or problems with the program. Texas A&M-Commerce Program Coordinator: Travis A. Ball, Assistant Director of Purchasing 903-886-5060 Travis_Ball@tamu-commerce.edu   Account Manager (or designee) Is responsible for designating cardholders and approving their monthly Bank of America Purchasing Card statements to ensure that all purchases follow Texas A&M-Commerce guidelines. Approves requests for changes in a cardholder's credit limits. Cardholder The person designated by the Account Manager to be issued and utilize a Purchasing Card. Is responsible for following the purchasing guidelines of Texas A&M-Commerce in regard to purchases, selection of vendors, security of the card and monthly reconciliation of logs and statements. Ensures receipt of purchased goods and follows up with vendors to resolve any delivery problems and discrepancies. Transaction Limits The single transaction dollar limit for a Purchasing Card is the same limit which applies to a cardholder's delegated purchasing authority: All Cards: $3,000.00 It is important to remember that a total "transaction" includes not only the item(s) purchase price, but also taxes (if applicable), freight/delivery charges, and installation. Purchases may not be separated into multiple invoices in order to appear to be within these single transaction dollar limits. Monthly Credit Limits Monthly spending/credit limits are established Program Administrator and adjusted by the Program Coordinator at the request of a cardholder's Account Manager and Department Head, in writing or via email. Acceptable Purchases   Books Conference Registrations Entertainment (excluding alcohol) - Cardholder must then indicate "Who, What, Where, When, Why" on the Transaction Log. Janitorial Supplies* Lab Supplies* Medical Supplies* Office Supplies* Postage Professional Memberships & Dues (local funds only) Registration Fees for Training Courses and Seminars Safety Supplies* Services provided by a Corporation (except consulting or other 1099 reportable services) Subscription Supplies Tool/Hardware Travel/Transportation Expenses for Students only (except air fare) Videos * When using State funds, card holders are required to abide by TIBH set-a-sides, State of Texas Term Contract, QISV merchandise, and TDCJ manufacture goods before purchasing these items with the ProCard.  Unacceptable Purchases   Items for Personal Use Alcohol Animals Computer Hardware Computer Software Capital/Controlled Equipment** Cash Advances, Instruments or Refunds Controlled, Hazardous, Radioactive Materials Fuel   Printing/Copying Services provided by a sole-proprietor or partnership, consulting, or 1099 reportable services Social Club Dues Travel/Transportation Expenses for Faculty and Staff   ** Controlled equipment is defined as the following: facsimile machines, stereo systems, cameras, video recorders/players, televisions, projectors, computer equipment, computers, printers, cellular/portable phones, firearms, furniture, and copy machines.   If you need further clarification regarding "controlled equipment", please call the Purchasing Department at 903-886-3000. ProCard Transactions The single transaction limit is $3,000.00. 1) Identify the type of item by Commodity Class or against the list provided on page 14 of this user’s guide to see if the purchase is allowed using the ProCard. 2) Determine if the transaction is an acceptable use of the card, and if it is within the cardholder's spending limit. 3) Departments should check the State of Texas Term Contract for goods when using state funds. If item is on state contract, then the ProCard should not be used.  A requisition must be completed and forwarded to the Purchasing Department for processing. 4)     Departments should check if the items are considered QISV (Qualified Information Systems Vendor). If so, departments are required to purchase such items through an authorized vendor. 5)     Departments are required to comply with the TIBH  and TDCJ set-a-sides. 6)     Departments are required to verify the Taxpayer status of the supplier prior to doing business with that supplier and retain evidence of verification in the department by visiting http://open.cpa.state.tx.us/. The vendor must be in good standing with no holds in order to do business with the University. 7) Call, fax or visit the vendor; to place your order. 8) If order is by mail, specify cardholder name, company name, department name and shipping instructions. Also, specify the Purchasing Card number, expiration date and name as it appears on the card. 9) Confirm pricing and freight. 10) Request that a hard copy of the pricing, and freight be faxed to the cardholder and/or included in the shipment of items. 11) Request that the supplier indicate your name and the words “ProCard” appear on all packing lists and box labels. This will enable the receiving department to facilitate delivery of your order.   Internal Order Transaction Log The cardholder/department is responsible for maintaining a Purchasing Card Internal Order Transaction Log containing the information listed below. Purchases should be recorded on the log as they are made, and a new log should be used for each monthly billing cycle: Card Number (Acct. # & Support Acct. #) Card Holder Name and Signature Statement closing date Transaction Date Cross Reference Number for attached documentation Vendor Name Vendor Number (required only on State Funds cards) Class/Item Commodity Codes (required only on State Funds cards) Description Dollar Amount of Purchase Date Received Reconciliation Date Name of Person/Persons that Reconciled the Log with the Statement Returned, Credited, or Disputed Item information (if any) Departmental signature approval   Additionally, the following documentation must be retained and kept with the log: Sales Receipts Packing Slips Credit Card Receipts/Slips Other information or correspondence related to the purchase   The log shall be reconciled to the monthly Bank of America statement within seven days of receipt of the statement. Any discrepancies identified shall be promptly investigated and resolved by the cardholder/department. Documentation of any action taken to resolve a discrepancy must be recorded as an attachment to the log. Statement and Payment Information Cardholders will receive a monthly statement from the Bank of America. A consolidated departmental report is available from the Texas A&M University-Commerce Accounts Payable if requested by the account manager. Requests should be e-mailed to: Accounts Payable Carol Arrington Carol_Arrington@tamu-commerce.edu The Bank of America provides one summary billing to Financial Services, listing all transactions during the period by each cardholder. Accounts Payable pays the summary billing in full and charges the account designated for each card. (The payment cycle ends on the 5th of each month and Accounts Payable is required to pay Bank of America within thirty days. Vendors are paid by Bank of America within 24-48 hours of your transaction.) For State Fund transactions, departments must complete and submit a AP500 within 8 days of receiving their Bank of America statement. These AP500's  must be "red tagged" so they will be processed by Accounts Payable immediately. A separate AP500 is required for the monthly statement total of state funds transactions. Vouchers must be made payable to the Bank of America. Use the following information when preparing the voucher: Bank of America VIN 18606452654 Reimburse ID 37517517510 (Texas A&M-Commerce VIN) Object Code (one line item for entire statement) 6250 Supporting documentation must accompany the AP500, including the original Internal Order Transaction Log (reconciled) and all corresponding receipts. Cardholder should keep a copy of the Log and receipts.   Returns, Credits, and Disputed Charges Should a problem arise with a purchased item or charge, every attempt shall be made to first resolve the issue directly with the vendor. The returned, credited or disputed item shall be noted on the Internal Order Transaction Log. Returns: Contact the vendor and obtain approval and instructions for return. (Note that some vendors may charge a restocking or handling fee for returns.) All returns should be documented on the transaction log. Disputed Charges: If an unauthorized charge appears on a monthly statement, the cardholder should contact the vendor and attempt to resolve the problem. All disputed charges should be documented on the transaction log, including copies of any correspondence with the vendor. Credits: Credit for returned goods or incorrect charges should appear on the cardholder's statement no later than the following month. All expected credits should be documented on the transaction log. If a cardholder cannot resolve a disputed item directly with the vendor, the cardholder shall: Complete the Statement of Disputed Item form and forward it to the Program Coordinator, who will then contact the Bank of America. Bank of America will place the charge in a "Statement of Dispute" and the account may be given a provisional credit until the vendor presents documentation supporting the transaction. If the support documentation provided by the vendor is valid, the transaction will be re-posted to the account and the dispute considered closed. If the vendor is unable to provide valid support documentation, or if fraud is otherwise suspected, the card will be blocked immediately by Bank of America. Provisional credit, if issued, will remain in effect, and an investigation of the charge will continue. A new card will then be re-issued to the cardholder, if appropriate. If it is later determined that the charge is legitimate, the transaction will then be reposted to the new account.   The Purchasing Department will assist, as necessary, in any dispute resolution efforts. Audit of Logs and Records The Internal Order Transaction Logs, the monthly statement, and all supporting documentation become "official records" and shall be maintained in the department in accordance with Texas A&M-Commerce Record Retention Schedule. Purchasing Card records are subject to audit by the General Services Commission, the State Comptroller, the cardholder's departmental accounting office, the Department of Purchasing Services, Internal Audit, or other external entities (such as the State of Texas Auditors and Public Accounting Offices).   Card Cancellation When a cardholder terminates employment with Texas A&M-Commerce, the department has the specific obligation to reclaim the purchasing card and return it to the Program Coordinator prior to the employee's termination date. Likewise, the Purchasing Card must be returned to the Program Coordinator when the cardholder transfers to another department or agency within the Texas A&M University-Commerce. Non-compliance to State and University purchasing procedures will be grounds for cancellation of a cardholder's Purchasing Card. Lost or Stolen Purchasing Cards If a Purchasing Card is lost or stolen, immediately contact JP Morgan Chase Service Department at 1-800-890-0669. After contacting Chase, notify the Program Coordinator and your Department Head. Prompt, immediate action is necessary to minimize Texas A&M-Commerce's liability for fraudulent use of the card. Texas A&M-Commerce is responsible for all charges made on a stolen card until it has been cancelled by JP Morgan Chase.