Please write memo based on the PCard Manual

Identify weaknesses, inconsistencies, and missing information in the provided PCardProgram Manual. Write memo (not to exceed two pages) to Dr. Keith Newerla, President of the University Board of Regents, outlining necessary changes, additions, and deletions.

Based on the Mannual

OVERVIEW:

The University Purchasing Card offers many advantages for both the employee and the university:

• Elimination of purchase orders and check requests for purchases less than $2,500
• Reduction of processing and archiving paperwork
• Reduction of postage and mailing costs
• Orders for goods can be made in person, by phone, fax, mail, or on the internet
• Timely shipment of goods
• Expedited payments to vendors
• Opportunities for discounts on Internet orders

GETTING STARTED

You can begin enjoying the advantages of the Purchasing Card as soon as you receive your card. Training in the proper use of the card is required and provided by Procurement to all prospective cardholders. You must schedule a one-hour training session prior to receiving your card.

Your new Purchasing Card will arrive in 7-10 working days following the completion of the mandatory training. Accounts Payable will call you when the card arrives. You can pick up your card in person, have it mailed to your office via interoffice mail, or mailed directly to your home address.

CARD INFORMATION AND AUTHORIIZATION

Purchasing Cards are issued in the name of a University employee and are to be used for university-related purchases only. As a cardholder, you are authorized to sign receipts for purchases made on your card and you may, at your discretion, designate others who may also sign for purchases. You are encouraged to use the Departmental Purchase Log to document who has possession of your card and/or card number at all times.

No personal charges may be made on the card at any time for any reason. In using the card, you are authorizing the commitment of University funds and are accountable in the same way you would be held accountable for authorizing a purchase order or check request. Repeated violations of this policy may result in the suspension or revocation of your Purchasing Card.

CARD CAPABILITIES, LIMITATIONS AND RESTRICTIONS

The Purchasing Card can be used to purchase the same goods that can be obtained using a check request or purchase order, as long as the purchase is under $2,500 and not prohibited by University policy (e.g., alcohol). Purchases over $2,500 must be made via purchase order. Please consult Procurement for assistance in making purchases over $2,500. Repeated violations of this policy may result in the suspension or revocation of your Purchasing Card.

The Purchasing Card may be used for daily transactions up to $2,500 and for a monthly limit of $25,000. The total number of transactions allowed per day is 8 and a monthly limit not to exceed 100. If you exceed any of these limits, the transaction will be denied.

All merchants are classified with a Merchant Category Code (MCC). All merchants with travel-related MCC's are blocked for purchases on the card. This restriction includes expenses for lodging, restaurants, rental cars, airlines, buses, trains, gasoline stations, and parking lots. State law prohibits using State funds to pay for travel expenses.