ACU Purchasing Card Guidelines
The purpose of the Purchasing Card Program is to improve the purchasing process by streamlining small dollar purchases, expanding user flexibility and increasing efficiency.
All ACU employees using the university purchasing card for operational, travel and entertainment purchases.
ACU PURCHASING CARD POLICY STATEMENT
The University reserves the right to terminate a cardholder’s ACU Purchasing Card at any time. Cardholders are responsible for ensuring the proper and secure use of their ACU Purchasing Card, and should respect the card as if were their own. Cardholders are responsible for ensuring that sufficient budget funds exist for making purchases and should only use account numbers that they have received appropriate authorization to use. Any misuse of the card or SDOL (i.e., not in accordance with ACU policy) could result in suspension of the cardholder’s privilege and other disciplinary action under standard University policy. The University reserves the right to change any polices or procedures stated in these guidelines. You will be notified of any changes made.
USING THE ACU PURCHASING CARD
The card can be used in person, by telephone, by fax, via web or by authorizing its use on a mailorder form. When using the Internet, please be sure that the sight is secure and do not forget to print the screen as your documentation. When ordering, be sure to notify the vendor that you are tax exempt (ACU’s Tax ID Number is on the card).
Please email any questions regarding your purchasing card firstname.lastname@example.org
ACU Purchasing Card Maintenance
Sandra Hall - University Purchasing Manager
Geoff Klafter - University Purchasing Assistant
ACU Purchasing Card Payments/Statement/Account Allocation
Meredith Morgan - Accounts Payable Manager
JPMC Customer Service – Program Coordinators
ACU PURCHASING CARD LIMITS
- Limit per month/cycle: $5,000
- Limit per operational transactions: $5,000
- Limit per travel and entertainment: subject only to monthly credit limit
EXAMPLES OF PURCHASES
Use your purchasing card for these types of purchases:
books, periodicals, subscriptions, new letters, audio and video tapes, conference and seminar registration fees, photo processing, art, office supplies, lab supplies, transportation, lodging, meals while traveling, business meals, gasoline for travel, rental cars, catering, etc.
When you want to purchase the following, use the method indicated below instead of your Purchasing Card:
ACU Campus Store & AES
WFF contractual charges
Service and repairs
1099 Reportable Expenses
Metered postage/postage supplies
Method to Use
Inter-departmental transfer or FOAP
Information Technology/Inter-Departmental transfer
Payment Request Form
Please remember that cash advances are not allowed and personal charges, even with the intent of reimbursing the university, are prohibited.
When making a purchasing card purchase, it is recommended that you check as many sources as possible to assure optimal price, quality and delivery.
- Notify the vendor that you will be using your PCard for the purchase.
- Advise the vendor that the university is tax exempt. Should they require a Sales Tax Exemption Certificate, contact University Purchasing or Accounts Payable or a form will be available online at acu.edu/purchasing. Remember that ACU’s Tax ID Number is printed on the purchasing card.
- To guarantee that your order is delivered to you, be sure to indicate that delivery is to be made directly to you at your ACU Box Address.
- Remind the vendor that you will need a receipt or confirmation of your order and that it should be mailed directly to you (not Accounts Payable or University Purchasing). Ask for a vendor confirmation or reference number as well as the name of the person who took your call.
RECEIPTS AND DOCUMENTATION
For any purchase, an original sales receipt, invoice, cash register tape or credit card slip must be retained. If you do not have documentation of a purchase, attach an explanation that includes a description of the items purchased, date of purchase, vendor’s name, IRS required information if a business travel or entertainment expense and reason for the lack of supporting documentation. There are two types of purchases. The documentation of an expense for travel and entertainment is unique. Be sure and provide the proper information.
Operational: For all operational purchases (such as books, office supplies, lab supplies, etc) the proper documentation listed above is all that is necessary.
Travel and Entertainment: For all business travel and entertainment expenses (such as lodging, transportation, business meals, etc, the following IRS-required information should be written on the back of the corresponding receipt (who, what, when and where) :
- Date of transaction
- Amount of transaction
- Location (name, city and state)
- Purpose of travel or business purpose for business meals
- Attendees and their business affiliation (for business meals)
STATEMENT REVIEW AND SUPERVISOR APPROVAL
It is the cardholder’s responsibility to review transactions each month. If you have made any transactions, you should print an expense report from SDOL at the end of the month for review and approval. This is done on-line at https://sdol.mastercard.com/jpmorganchase. The dates of the expense report should be from the 1st day of the month through the last day of the month. Attach the corresponding receipts to the expense report, include the appropriate signatures and return the documentation to Accounts Payable by the second Friday of each month.
Billing Discrepancies and Returns
You are responsible for resolving discrepancies directly with the vendor and requesting that any credit or additional charges be generated for the next billing cycle. If you are unable to resolve a discrepancy, you must fully document the situation, process the dispute form on SDOL. The dispute form can be found under the financial tab in Account Summary. Such claims must be filed in writing within 60 days, acknowledged by JPMC within 30 days, and resolved within 90 days of the original transaction date. When you have returned an item, you are responsible for assuring that a credit appears on a future statement.
Once the supporting documentation has been provided and charges have been verified, you and your supervisor must review and approve the expense report (by signing it). All documentation should then be forwarded to Accounts Payable by the second Friday of each month following the month in which charges are incurred.
Due by the 7th day of the month following the month in which charges are incurred.
Refer to the Smart Data On-Line Quick Reference Guide for cardholders.
- All vendors may not always accept another employee’s card.
- It is always important to notify vendors that ACU is tax exempt.
This will save your departmental budget from paying taxes on your purchases.
- Keep in mind, your entire statement balance is paid each month. Therefore, any disputed or returned items should be posted to your default FOAP. When the credit appears on a future statement, it should be posted to your default FOAP to offset the original transaction. Please follow the instructions in the “Billing Discrepancies and Returns” section.
- Approved paper statements should be sent to Accounts Payable (ACU Box 29110) by the second Friday of each month.