Purchasing Policy and Procedure
facilitate purchases for low dollar and contract items quickly
The current dollar
limit per Purchasing Card transaction is $5,000. This limit
can be set for each individual card, and departments can obtain
a higher transaction limit by justifying the need.
Liaisons (Liaisons are departmental p-card reviewers) are
required to take an on-line training course prior to receiving
a Purchasing Card or authority to act as the departmental
Liaison. Course material for the on-line training consists
Reference Guide and
The Training Manual details the Purchasing Card program, the
Quick Reference Guide details information about how to use
the bank's website and the Forms page contains all of the
Purchasing Card forms.
must maintain a monthly Transaction Log for each purchasing
card transaction that occurs during the month and reconcile
to the bank's monthly transaction statement. The Cardholder
submits their Transaction Log and associated invoices or cash
register receipts to the Liaison by the 10th of the month
following the reconciliation period. The Liaison signifies
that the transactions are reasonable, appropriate and that
the Transaction Log balances to the bank's statement by signing
the monthly Transaction Log. Departments must retain the invoice
or cash register slip, Transaction Log and monthly bank statements
for five years.
map to an object/sub-object code in Advantage based on the
merchant category code of the supplier.
o Each month the department Liaison reviews each Cardholder's
Services reviews all Purchasing Card transactions daily.
are periodically audited by the University's Comptroller
The following is a list of goods and/or services that are not allowable purchases with the University’s Purchasing Card. Purchasing
Card purchases of goods and/or services from the following
list shall be considered a violation to Purchasing Card policies
and procedures and may jeopardize further Purchasing Card
of any type, dead/alive
Equipment (items costing more than $5000)
o Cash Advances
Supplies (paper/plastic products, i.e., cups, paper plates,
plastic utensils, napkins, etc. Items that are not directly tied to a authorized
University sponsored function)
o Furniture from any vendor other than Walsh Bros. or HON from Corporate Express.
prohibited by State or Federal law (like fireworks or controlled
from University employees
o Purchases in which a University employee
has a conflict of interest, and that employee participates
in the purchase process
Payment Services/Fast Food Restaurants/Restaurants
and Precious Metals
and/or Installation services that may impact/disturb Asbestos
Containing Material (ACM) or Presumed Asbestos Containing
purchases to circumvent the $5000 Limit
exceptions to the above list shall be handled on an individual
basis and shall be directed to the Purchasing Services contact
prior to incurring the expenditure.
Sponsored accounts have additional restrictions.