CATEGORY: FINANCIAL AFFAIRS
SECTION: Purchasing
SUBJECT: Procurement Card
EFFECTIVE DATE: April 13, 1998
PAGE(S): 1

SCOPE

This policy explains the purpose and function of the University of Pittsburgh's procurement card. The procurement card has been implemented as part of the effort to reduce the cost necessary to process the large volume of small dollar purchasing transactions, reduce delivery time, and eliminate purchase requisition and order forms.

POLICY

Departments may request procurement cards for individuals within their departments to expedite purchases of small dollar amounts. Department administrators must complete a Cardholder Implementation Form, obtained from the Office of Procurement and Materials Management. The Implementation Form requires department administrators to identify a general ledger account in which to post the transactions, and preset a transaction limit, daily limit, and monthly limit for each Cardholder. Each Cardholder will receive training on the use of the card and a Procurement Card User's Manual for reference on program requirements. Purchases can be made in person, by fax, or via telephone. Each Cardholder is responsible for obtaining receipts, packing slips, etc. Monthly reconciliation of the receipts to the statement is the responsibility of the Cardholder and/or department administrator. Department administrators are responsible for the maintenance of these records, which must be maintained for seven years. University policy prohibits the use of the procurement card for the following purchases:

Refer to the Procurement Card User's Manual for additional restrictions and exceptions. Individual Cardholders are personally responsible for the use and security of their card. Misuse of the procurement card may result in sanctions, including the possibility of termination of employment.

REFERENCE

Procurement Card User's Manual Policy 05-07-01, Travel and Business Expense