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I. |
The purchasing card is a tool to manage
purchasing and accounting resources by concentrating low-dollar purchases
in a less paper-intensive process. Use of the purchasing card results in
campus liability, not personal liability for the cardholder. However, the
cardholder is responsible for maintaining security of the card and for
proper use as outlined here and in the Purchasing Card Cardholder
Manual. |
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A. |
The purchasing card is: |
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1. |
Authority granted by the campus to individual
employees with concurrence of the program or office manager, department
chair and Unit Business Representative |
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2. |
For purchases consistent with the mission of the
campus program, office or department only. |
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3. |
Authorized for individual purchases up to $5,000
contingent on the level of delegation granted to the individual program,
office or department in accordance with procedures contained in sections 3.2.11
or 3.2.5 of this
manual. |
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4. |
Authorized for use with only certain categories
of merchants and commodities |
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5. |
See section
3.3.3
for instruction regarding the use of the Purchasing card at the UWM
Bookstore. |
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B. |
The purchasing card is not: |
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1. |
A means to avoid appropriate procurement or
payment procedures. |
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2. |
A card to access cash or credit. |
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3. |
A travel card. However, it may be used for certain specific travel expenses
when authorized by the department's Unit Business Representative. See UWM
travel regulations section
5.2.5 for
details.. |
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4. |
A right of employment. |
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5. |
For cardholder personal use. |
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II. |
The Campus Department and School/Division/College
is responsible for: |
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A. |
Reviewing and approving Purchasing Card
Applications
for submission to the Purchasing Card Administrator in the Accounts
Payable Office. The Purchasing Card Application and Use Agreement can now be accessed at the BFS
Online Forms Website in Word or PDF format. |
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B. |
Maintaining fiscal oversight for departments
employing the purchasing card as follows: |
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1. |
Review information submitted by the
cardholder(s);
at a minimum this should include comparison of receipts to the purchase
log and/or bi-weekly Elan statement. |
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2. |
Verify purchases are for use in state business
and comply with appropriate rules and regulations. Sign the statement as
certification of such. |
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3. |
Supervisors
must indicate their review of purchases by signing either the cardholder's
statement, the cardholders log of transactions or the summary report of
users and transactions. Whichever document is signed, it must be available for review during
audits of the transactions. |
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4. |
Verify travel related charges have been
authorized. Cross reference to TER to verify consistency and detect any
duplicate charges to UWM. |
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5. |
Send signed record with original receipts to designated
accounting office for each department/division/school /college as
identified by the Unit Business Representative. |
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6. |
For any personal transactions detected, assure that
either the goods are returned for a full credit to the purchasing card, or
the employee reimburses the State, including any applicable taxes charged
to the purchasing card. |
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7. |
If it is determined fraud has occurred on the
card, assure appropriate steps, up to and including dismissal, are taken
to resolve abuse/misuse of the card. |
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C. |
Cooperating with Business & Financial
Services with post audits and corrective control measures. |
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D. |
Authorization to raise an existing Purchasing
Card single purchase limit must be transmitted to the Purchasing Card
Administrator in writing or by email from the cardholder's Unit Business
Representative. The cardholder's department must also have low
dollar order delegation in order to be authorized for a single purchase
limit exceeding $100. The single purchase limit may be set at any
figure lower than $5,000. |
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Email for further information.
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