Transcript Oregon State University Procurement Card Program

Used to Procure Goods & Supplies
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Office supplies
Operating supplies
Computer hardware and software (noncapitalized <$5,000)
Teaching and research materials or supplies
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Furniture & Equipment (non-capitalized
<$5,000)
Conference registrations
Subscriptions to newspapers, journals &
periodicals
Books and reference materials
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Materials for minor repairs
Limited services (see list on Pcard website)
Allowable dues and memberships
(see FIS website – link given on information page for definition & information of allowable
membership)
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Authorize users of the procurement card, ensure
all users have taken and passed the OUS policy
Pcard knowledge test. Keep the User Agreement
updated accordingly and submit updated copies to
Business Affairs
Keep the card and number secure (i.e. locked in
office) Budget Authority may retain this
responsibility.
Report lost or stolen card or suspected fraud
immediately to US Bank and Campus Program
Administrator
Dispute incorrect charges directly with US Bank
within 60 days of the statement date.
◦ The bank will send paperwork for you to verify the
disputed charges – this paperwork must be returned
to the bank in the time allotted or the dispute will be
reversed and dismissed.
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Notify Campus Program Administrator should
Budget Authority, Custodian or Users change.
Agreements must be re-completed annually
and when there is a change in Budget
Authority or Custodian. (New Card numbers
must be issued).
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Departmental & User Agreements are due in
Payables by January 31st Every Year .
User Agreement ‘user lists’ (2nd page
agreement) must be updated of user as
changes happen & copies sent to Campus
Program Admin to be added to original
agreement as an addendum.
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Maintain required Activity Log or Spreadsheet of
Transactions which must include Transaction Date,
User Name, Vendor Name, Purchase Description and
Amount.
Obtain receipts for all transactions: charge slips,
packing slips, order forms. A web purchase
confirmation may be used if print out contains:
◦ Vendor name
◦ Date
◦ Description and quantity
◦ Cost
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Have charges reviewed by Budget Authority and
submit signed and dated bank statement to your
Business Center for scanning into NOLIJ.
There should be a signed statement in NOLIJ for
every month in which there were transactions
posted to the card.
Card Activity Logs should be scanned into NOLIJ
monthly under Supporting Documentation for each
card.
Backup Documents for the transactions should be
scanned into the corresponding Z# Invoice in
NOLIJ.
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Take and pass the OUS Pcard policy knowledge test
Read and sign the User Agreement
Maintain understanding of Pcard policies &
purchase only allowable goods and supplies
 Unallowable expenses will be considered a personal
liability to the card user
 Inappropriate use will result in revocation of card use for
the individual card user and possible card suspension for
the department
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Obtain receipts for purchases made and submit
them to card custodian in a timely manner (i.e.
upon return of the card)
Safeguard the card and card number
Report loss or theft of card immediately to Card
Custodian
This person may also be the Card Custodian
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Responsible for reviewing and distributing
transactions in Banner Pcard Module FAAINVT
Makes any necessary corrections to posted
transactions (Z# invoices) in Banner by JV
Reconciles the monthly transactions to the bank
statements (this can be done by running the
Appworx FAR0470 report for the card)
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This person will receive the Banner notifications
in regard to: “Z” Invoice numbers of posted
transactions, transactions that need to be
distributed, or transactions that need a Banner
vendor number added before they can post (in
the case of a 1099 reportable account code being
used)
 If the vendor is not a current Banner Vendor. they will
contact the vendor to get the Tax ID & information
needed to set the vendor up in Banner
 If the vendor ID is not available to them, they will contact
the Campus Program Administrator who may be able to
help research this information
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Responsible for requesting Pcard for department use
by signing Application Form which is submitted to
Campus Program Administrator
Responsible for authorizing credit limit for each card
Assigns Card Custodian & ensures that they have
taken and passed the OUS Pcard policy knowledge
test.
Assigns the Banner Account Manager / Banner
Business Manager
Authorize expenditures
Review and Approve expenditures by personally
signing bank statement each month
 Ensures collection of reimbursement should an
unallowable purchase be made
“3 strikes you’re out” rule applies
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Please review prohibited account code
list on PCard website (link given on
Information page)
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Awards and prizes
Hosting, refreshments
Travel
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Meals
Lodging (conference/seminar lodging is
the exception, there must also be a
conference registration)
Entertainment
Inter-departmental expenses (from one OSU
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Inter-Institutional Expenses (payments to
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entity to another)
other OUS institutions – U of O, PSU, WOU, SOU, EOU,
OIT or OUS divisions must be done by InterInstitutional JV)
Licenses
Gifts
Personal purchases
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US Bank Customer Service 1-800-344-5696 * to bypass
automated service
◦ Card activation/verification information =
 phone # 541-737-4262
 Address and zip code are from your statement
 Social Security # is OSU Tax ID# 936001786
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Campus Program Administrator
Rose Hamilton
541-737-0650
mailto:[email protected]
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OSU purchasing card website
http://oregonstate.edu/fa/businessaffairs/accountspayable/purchasingcard.php
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PCard Forms available on OSCAR
https://oscar.oregonstate.edu/Resources/SubNav.aspx?NavPage=20&submenu=T20
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OUS Fiscal Policy Manual - Purchasing – Procurement Cards
http://www.ous.edu/cont-div/fpm/proc.70.100.php
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OUS Pcard Knowledge Test Registration
http://www.ous.edu/cont-div/procurement/index.php
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Account Code List & Tax Reportable Codes
http://www1.ous.edu/owfp/plsql/fpm.index_list
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OUS Financial Administrative Standard Operating Manual/Purchasing
http://www.ous.edu/cont-div/fasom/sec13/sec1301.php
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OSU Fiscal Operations – Policy & Procedures Manual
http://oregonstate.edu/dept/budgets/FISManual/FIS1402-12.htm
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US Bank Access Online Web Based Training
https://wbt.access.usbank.com/
Contact OSU Program Administrator for current password to access online training