UNIVERSITY OF PITTSBURGH POLICY 05-02-12

CATEGORY:              FINANCIAL AFFAIRS
SECTION:                  Purchasing
SUBJECT:                 Procurement Card
EFFECTIVE DATE:   June 1, 2009 Revised
PAGE(S):                   2

I.    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.

II.   POLICY

      Departments may request procurement cards for individuals within their departments to

      expedite purchases of small dollar amounts.  Department administrators must complete a

      P-Card Request form, obtained from the Payment Processing Department.

      The P-Card Request 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,

      by Web portal, 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 or the length of the grant (plus three years) if research funds are being used.

      Airline tickets are permitted to be purchased with the procurement card.  The procurement

      card holder is responsible for maintaining a copy of the email receipt with the name of the

      traveler, airline, flight numbers, total flight cost and form of payment.  The airline ticket must

      also be reported on the Travel and Business Expense Report.  (See Policy 05-07-01.)  All

      airline travel must be redistributed to the proper subcode with a reason stated for travel.

      Conference registrations should be purchased with the procurement card.  If a problem

      occurs while paying for the conference, contact the Procurement Card Administrator

      immediately for assistance.

      University policy prohibits the use of the procurement card for the following purchases:

      -     Advertising Services                           -     Hazardous Materials

      -     Alcohol                                                -     Hotels

      -     Animals                                               -     Internal Departmental Charges (IDCs)

      -     Cash                                                   -     Motion Picture-Video Creation

      -     Caterers                                              -     Personal Purchases

      -     Controlled Substances                       -     Radioactive Materials

      -     Drugs, Prescriptions                           -     Testing Laboratories

      -     Fuel, Gasoline                                     -     Travel/Entertainment

      -     Gases                                                  -     Vehicle Rentals

      -     Gifts and Contributions                        -     Weapons/Ammunition

      The University will allow purchases on the procurement card for flowers, or balloons, providing

      the cardholder has written approval from the Chancellor, Provost, Senior Vice Chancellor,

      Executive Vice Chancellor, Vice Chancellor, Dean, Academic Director, or Responsibility Center

      Head.  If multiple purchases are to be made, the approval letter should state why the policy

      exception is requested and the total amount of anticipated purchases.  This letter must be

      updated each fiscal year.

      Purchases may not be split into multiple transactions or orders to avoid the pre-established

      limits for spending authority.

      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.

III.  REFERENCES

      Procurement Card User’s Manual

      Policy 05-07-01, Travel and Business Expense