Procurement Card Program

Purpose of the Procurement Card__________________________________

This program was established to allow rapid purchases of repetitive or low dollar goodsand services while simultaneously reducing paperwork and handling costs associatedwith these types of purchasing processes.

The Fayetteville State University Procurement Card is a Visa Credit Card issued through Bank of America. The Visa card allows employees to purchase goods and services under the delegated limit directly from vendors.

The card is issued in the university and cardholder’s name. The cardholder is responsible for the security of the card and the transactions.

Activating the card requires a 4 digit PIN which is the last 4 digits of your Banner ID#. You may activate your card by calling the customer service number located on the back of your card.

Your Banner ID# last four will be the security code Bank of America will ask for if you need information on your card.

What is a procurement card?_______________________________________

Cardholders can obtain goods quickly and efficiently

Purchase requisitions and check requests are not required

The number of purchase orders, invoices, check requests, and checks processed are reduced

Eliminates vendor registration form

Benefits of the P-Card___________________________________

How the Program Works_______________________________

Cardholder makes purchase(s)

Cardholder review charges and forwards to Reconciler the original receipts and a signed bank statement.

Reconciler review charges, assigns appropriate fund and account numbers

Department head review charges for accuracy and approves

Reconciler forward Transaction Log, bank statement and original receipts to the Procurement Card Administrator

Procurement card purchases may not exceed $1,000.00/single transaction. Daily and monthly purchase limits are based on issuance per person. Daily and monthly number of transactions are unlimited.

Caution: Do not “split” a transaction. A purchase, exceeding your $1,000.00 single transaction limit, can not be separated into two or more transactions to avoid the P-Card limit. Splitting a transaction will result in the suspension or cancellation of your P-Card.

Note: You can only spend the amount of money you have in your budget. Example: If you have $6,000 in your budget you can only spend $6,000, not $10,000.

How much can I spend?

All vendors accepting VISA are registered with their bank under a specific Merchant Category Code (MCC) identifying the type of services they provide. The university has blocked all categories deemed inappropriate for use such as travel and entertainment categories, ABC stores, off-track betting, etc. The P-Card will be declined if presented to a type of vendor that has been restricted.

The procurement card cannot be used to purchase from vendors that fall under a blocked category on the MCC list. If a particular vendor does not accept the card, please contact the Procurement Card Coordinator. When appropriate the vendor block may be removed allowing the purchase to be completed.

Merchant Category Codes (MCC)____________________________________

It is the responsibility of the cardholder and his / her designated reconciler/budget manager to ensure that their monthly purchasing card transaction log is submitted in a timely manner to the Business Office.

The billing cycle for the procurement cards end on the 5th of each month and the transaction logs are due to the procurement card coordinator on or before the 5th of the following month. If any voucher packet has not been submitted by the due date, the card will be immediately suspended and the cardholder, reconciler, and department head will be notified of the suspension.

Reconciliation Procedures___________________________________

Acceptable Purchases _____________________________________________

• Supplies-Office General • Supplies-Paper Goods & Janitorial

• Supplies-Education • Supplies-Research

• Supplies-Other (including Ammunition) • Computer Consumables

• Subscription, Periodicals • Gases & Chemicals

• Employee Training-Regis. Fees• Food Purchases (meetings with outside

guests/student activities)

• Medical Supplies • Fertilizer

• Farm, Ranch, and Nursery Supplies • Pesticides

• Packing Suppliers • Parts-Motor Vehicles

• Supplies & Material-Roads & Hwy • Parts-Marine Equipment

• Parts-Machinery & Equip • Parts-Lifting Machines

• Parts-Tractors • Shop & Industrial Supplies

• Plants-Local only • Landscaping Supplies

• Building Supplies & Materials • Furnishings & Equipment (non-inv)

• Fabrics & Linens • Computer Parts & Supplies

Advertisements for Staff Computer and Computer related items (see details) Alcoholic Beverages Personal Items Cash Advances Cash or cash equivalents (gift certificates) Computers/Laptops (*Controlled Asset) Consulting or

professional services, i.e. pest control, cleaning services **Controlled Assets Controlled substances or prescription drugs Dues Dormitory charges for students Entertainment

Unacceptable Purchases_______________________________________

IMMEDIATELY report lost or stolen P-Card

The university has an agreement with Bank of America (BOA) for Visa card services. To report a lost or stolen card immediately call BOA Customer Service at 1-800-300-3084. Secondly, contact the Procurement Card Coordinator at 910-672-1199 or Purchasing Director at 910-672-1086. Thirdly, notify your department head/approver.

Lost or Stolen_______________________________

Christine Jumalon, ControllerBusiness and Finance Division

Barber Building – Office 135910-672-1163

lblauser@uncfsu.edu

Ms. Willie McIntyre, Purchasing DirectorBusiness and Finance – Purchasing Department

Barber Building – Office 139910-672-1086

wmcintyre@uncfsu.edu

Valerie Colorado, Procurement Card Coordinator Business and Finance – Purchasing Department

Barber Building – Office 133, Cubical “C”910-672-1199

vcolorado@uncfsu.edu

Who Do I Contact In Case of Questions?_____________________________________________

We encourage you to go online to the Business and Finance Purchasing website to review Purchasing and

Procurement Card Policies in detail. http://www.uncfsu.edu/fsubo/purchasing/index.htm

Thank you

Further Instructions_______________________________________

QUESTIONS