used to procure goods & supplies. office supplies operating supplies computer hardware and...
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Oregon State University Purchasing Card Program
Used to Procure Goods & Supplies
Allowable Card Uses
Recommended Uses
Office supplies Operating supplies Computer hardware and software (non-
capitalized <$5,000) Teaching and research materials or supplies
continued...
Recommended UseContinued…
Furniture & Equipment (non-capitalized <$5,000)
Conference registrationsSubscriptions to newspapers, journals &
periodicalsBooks and reference materials
continued...
Recommended UseContinued…
Materials for minor repairs Limited services (see list on Pcard website) Allowable dues and memberships
(see FIS website – link given on information page - for definition & information of allowable membership)
Custodian Responsibilities
Authorize users of the procurement card, ensure all users have taken and passed the OUS policy Pcard knowledge test. Keep the User Agreement updated accordingly and submit updated copies to Business Affairs
Keep the card and number secure (i.e. locked in office) Budget Authority may retain this responsibility.
Report lost or stolen card or suspected fraud immediately to US Bank and Campus Program Administrator
Dispute incorrect charges directly with US Bank within 60 days of the statement date.◦ The bank will send paperwork for you to verify the
disputed charges – this paperwork must be returned to the bank in the time allotted or the dispute will be reversed and dismissed.
Custodian Responsibilities
continued...
Notify Campus Program Administrator should Budget Authority, Custodian or Users change.
Agreements must be re-completed annually and when there is a change in Budget Authority or Custodian. (New Card numbers must be issued).
◦ Departmental & User Agreements are due in Payables by January 31st Every Year .
User Agreement ‘user lists’ (2nd page agreement) must be updated of user as changes happen & copies sent to Campus Program Admin to be added to original agreement as an addendum.
Custodian Responsibilities Continued…
continued...
Custodian ResponsibilitiesContinued…
Maintain required Activity Log or Spreadsheet of Transactions which must include Transaction Date, User Name, Vendor Name, Purchase Description and Amount.
Obtain receipts for all transactions: charge slips, packing slips, order forms. A web purchase confirmation may be used if print out contains: ◦ Vendor name ◦ Date◦ Description and quantity ◦ Cost
continued...
Custodian ResponsibilitiesContinued…
Have charges reviewed by Budget Authority and submit signed and dated bank statement to your Business Center for scanning into NOLIJ.
There should be a signed statement in NOLIJ for every month in which there were transactions posted to the card.
Card Activity Logs should be scanned into NOLIJ monthly under Supporting Documentation for each card.
Backup Documents for the transactions should be scanned into the corresponding Z# Invoice in NOLIJ.
User Responsibilities
User Responsibilities Take and pass the OUS Pcard policy knowledge test Read and sign the User Agreement Maintain understanding of Pcard policies &
purchase only allowable goods and supplies Unallowable expenses will be considered a personal
liability to the card userInappropriate use will result in revocation of card use for
the individual card user and possible card suspension for the department
Obtain receipts for purchases made and submit them to card custodian in a timely manner (i.e. upon return of the card)
Safeguard the card and card number Report loss or theft of card immediately to Card
Custodian
This person may also be the Card Custodian Responsible for reviewing and distributing
transactions in Banner Pcard Module FAAINVT
Makes any necessary corrections to posted transactions (Z# invoices) in Banner by JV
Reconciles the monthly transactions to the bank statements (this can be done by running the Appworx FAR0470 report for the card)
Banner Account Manager/Banner Business Manager Responsibilities
This person will receive the Banner notifications in regard to: “Z” Invoice numbers of posted transactions, transactions that need to be distributed, or transactions that need a Banner vendor number added before they can post (in the case of a 1099 reportable account code being used)
If the vendor is not a current Banner Vendor. they will contact the vendor to get the Tax ID & information needed to set the vendor up in Banner
If the vendor ID is not available to them, they will contact the Campus Program Administrator who may be able to help research this information
Banner Account Manager/Banner Business Manager Responsibilities continued…
Budget Authority Responsibilities
Budget Authority Responsibilities
Responsible for requesting Pcard for department use by signing Application Form which is submitted to Campus Program Administrator
Responsible for authorizing credit limit for each card Assigns Card Custodian & ensures that they have
taken and passed the OUS Pcard policy knowledge test.
Assigns the Banner Account Manager / Banner Business Manager
Authorize expenditures Review and Approve expenditures by personally
signing bank statement each month Ensures collection of reimbursement should an
unallowable purchase be made
Unallowable Uses
Unallowable Uses of Departmental Procurement Cards
Please review prohibited account code list on PCard website (link given on Information page)
Awards and prizes Hosting, refreshments Travel
“3 strikes you’re out” rule applies
continued...
Unallowable Uses Continued… Meals Lodging (conference/seminar lodging is
the exception, there must also be a conference registration)
Entertainment Inter-departmental expenses (from one OSU
entity to another) Inter-Institutional Expenses (payments to
other OUS institutions – U of O, PSU, WOU, SOU, EOU, OIT or OUS divisions must be done by Inter-Institutional JV)
Licenses Gifts Personal purchases
Information
US Bank Customer Service 1-800-344-5696 * to bypass automated service
◦ Card activation/verification information = phone # 541-737-4262 Address and zip code are from your statement Social Security # is OSU Tax ID# 936001786
Campus Program Administrator Rose Hamilton 541-737-0650mailto:[email protected]
Information
continued...
Information Continued… OSU purchasing card website
http://oregonstate.edu/fa/businessaffairs/accountspayable/purchasingcard.php
PCard Forms available on OSCARhttps://oscar.oregonstate.edu/Resources/SubNav.aspx?NavPage=20&submenu=T20
OUS Fiscal Policy Manual - Purchasing – Procurement Cardshttp://www.ous.edu/cont-div/fpm/proc.70.100.php
OUS Pcard Knowledge Test Registration http://www.ous.edu/cont-div/procurement/index.php
Account Code List & Tax Reportable Codes http://www1.ous.edu/owfp/plsql/fpm.index_list
OUS Financial Administrative Standard Operating Manual/Purchasinghttp://www.ous.edu/cont-div/fasom/sec13/sec1301.php
OSU Fiscal Operations – Policy & Procedures Manualhttp://oregonstate.edu/dept/budgets/FISManual/FIS1402-12.htm
Information Continued…
US Bank Access Online Web Based Training https://wbt.access.usbank.com/
Contact OSU Program Administrator for current password to access online training
