4. Procurement Card (PCard)

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    I. Purpose

    A.  The Procurement Card (PCard) is a purchasing method whereby approved users in a campus department are issued a commercial MasterCard.  Each MasterCard is printed with the CSU name/logo, the name of the individual cardholder (faculty/staff) and CSU’s State of Colorado tax exemption number.  Interested departments should contact Procurement Services or visit the PCard website for more information and program instructions.

    II. Policy

    A.  PCard may be used to place orders up to $3,000 per transaction for goods from local and non-local vendors (unless a higher amount, up to $5,000, has been approved for the cardholder by Procurement Services).

    B.  Cardholders are prohibited from artificially splitting a purchase to circumvent their single transaction limit.

    C.  PCard can be used for the purchase of services up to $3,000 per transaction from local and non-local vendors (unless a higher amount, up to $5,000, has been approved for the cardholder by Procurement Services) when the contractor DOES NOT require a contract to be signed by the University. When acquiring personal services (labor, time or effort) with PCard, it is the ordering department’s responsibility to request and obtain an insurance certificate from the vendor showing general liability, worker’s compensation, employer’s liability, and auto liability coverages (see the Procurement Services website for instructions and coverage amounts).  In addition, all transactions for services MUST be reallocated to a proper services object code.

    D.  All written agreements requiring the University’s signature MUST be processed by Procurement Services, regardless of dollar amount.

    E.  The PCard is a point-of-sale payment method only and should not be used to pay invoices after-the-fact.

    F.  Purchases made with PCard are considered Small Dollar Purchases which are defined in CSU Procurement Rules as the purchase of materials, equipment or services where the aggregate total is less than $10,000 per fiscal year. If the purchase is subject to the Davis-Bacon Act or Service Contract Act, the aggregate total may not exceed $2,000 per fiscal year.

    III. Procedures

    A. Cardholder Responsibilities. Cardholders are responsible for:

    1. Knowing and applying all the rules related to the PCard program as stated in the PCard Program Handbook

    2.  Reporting a lost or stolen card IMMEDIATELY to JP Morgan Chase Bank at 1-800-316-6056. Your department has full liability for all purchases made before a card is reported lost or stolen. After contacting JP Morgan Chase Bank about a lost or stolen card, also notify the CSU PCard Help Desk at 970-491-5752 or email the PCard Help Desk, procurement_pcard_help_desk@mail.colostate.edu.

    3.  Making purchases for your department within the most current policies of the PCard program as well as CSUS Fiscal Rules, Colorado State University Procurement Rules, the Colorado State University Financial Rules and this manual.

    4.  Reviewing e-mail notifications for unauthorized transactions.

    5.  Ensuring merchant documentation is complete and available for every transaction and giving that documentation to the Reallocator.

    6.  Signing the statement of account for each cycle that had transactions.

    7.  Turning in your PCard to the department Approver upon termination of employment with either the department or CSU, or upon request of the department authority.

    B.  Approver Responsibilities.  Approvers (Fiscal Officers) are responsible for ensuring the integrity of the PCard program by:   

      1. Knowing and enforcing compliance of the rules of the PCard program as stated in the PCard Program Handbook.

    2.  Reviewing e-mail notifications and questioning unusual transactions appearing on these e-mail notifications.

    3.  Ensuring that every statement is reviewed and approved.

    4.  Ensuring there is complete documentation for every transaction.

    5.  Determining if there were PCard violations and ensuring appropriate action is taken by the Department if violations are found.

    6.  Ensuring, if applicable, that purchases are allowable under the terms of the sponsored program account for which the purchase was made.

    7.  Reviewing and signing statements.

    8.  Notifying the PCard Program Administrator immediately should any Cardholder under his/her approving authority leave the employment of the department or the University, or for any other reason regarding loss of cardholder status.  In addition the approver must collect and destroy all cards from such cardholders.

    C.  Reallocator Responsibilities.  Reallocators are responsible for:

      1.  Reallocating transactions on-line from the default account and object code (as necessary).

    2.  Informing the department Approver of transfer or termination.

    3.  Assisting Approvers, as needed, to ensure the integrity of the PCard program.

    4.  Printing monthly Cardholder statements from the Kuali Financial System (KFS).

     

    IV. Authorization

    Authority to use the PCard is open to all colleges and departments.  Departments are responsible for the order, control and receipt of goods and services. Requests for cards with official function/hospitality access require Dean, VP, or their designated Hospitality Approver authorization.