Goals
The program is designed to help you better manage low-dollar
supply purchases and bring may benefits to you, the College and our vendors.
It is a fast, flexible purchasing tool that provides an extremely efficient
and method for purchasing and paying for supplies with a total value of $1,500
or less. The Purchasing Care will enable you to purchase non-restricted commodities,
by telephone or in person, directly from the vendors. It will eventually eleminate
the need for issuing may low dollar purchase orders.
General Policies and Procedures
Purchasing Cards will only be issued to individuals, in the individual's
name, (there will be no departmental cards).
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Cardholder must be an employee of the College.
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Only one Purchasing Card may be issued in an individual's name.
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Purchasing Cards will not be transferable between individuals or College
departments.
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A default College account number (department/fund) will be assigned to
each Purchasing Card. Each Cardholder will be assigned to a Departmental
Liaison.
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Departmental Liaison may be liaison for him/herself.
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Departmental Liaison may be auditor for more than one department/fund.
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Employee's Department Head must approve the request for a card, assign
the default account number, assign the Departmental Liaison for the Cardholder
and submit information to the College Purchasing Card Coordinator.
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Department Head approval delegates transaction authority to the Cardholder.
- Bank of America to be paid once a month from prepaid expense
account.
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Departmental bills will be distributed electronically to Department Liaisons
on the purchasing Card System. Liaisons will have the capability to and
will be responsible for overriding default account number, identifying
transactions subject to use tax, and approving bill.
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Departments will be responsible to assure credit card charges are accurate
on the monthly FRS reports.
Guidelines for Usage
Follow these general guidelines when using your card or account number to make
a purchase.
- Detemine if the intended supply purchase is within spending and vendor guidelines.
- For face-to-face transactions, provide the vendor with your purchasing card;
for telephone orders, give the vendor you account number and expiration date.
- For orders by telephone, web, or fax provide Department Liaison with a copy
of the order form or descitription of the order.
- Obtain a copy of the charge slip, sales receipt and/or packing slip and
provide to the Department Liaison.
Contract information for lost, misplaced
or stolen cards.
For lost, misplaced or stolen cards call Bank of America immediately and use
the following number 1-800-538-8788.
Contract information for disputed charges
on a card
For disputed charges on a card call Bank of America immediately and use the
following number 1-800-538-8788.
