The Procurement Card Program

Obtaining a Procurement Card

Appropriate Use of the Card

Roles and Responsibilities

The Ordering Process

Credit Card Emergencies

The Procurement Card Program at Duquesne University is managed by the Purchasing Department. The Procurement Card (PCard) is a MasterCard, issued to a specific individual, through Citizens Bank. The card is used by Duquesne University staff and faculty to purchase small-dollar items (maximum of $2,000) for University use.  This card can also be used for University business travel and entertainment (T&E).  The authorized cardholder is able to purchase directly on behalf of Duquesne University, thereby allowing tax-exempt use where applicable. Transactions are paid by Duquesne University to the bank.

Transactions are managed through CentreSuite (Citizens Bank software program for procurement card transaction management.) After a transaction is processed at the point of sale, it is sent to CentreSuite. Depending on the type of expense, PCard or T&E, the transaction is posted to the appropriate default account code in CentreSuite (721005 or 791020). Cardholders use CentreSuite to view, approve, reallocate budgets (if necessary), and process monthly expense reports. Transactions are posted twice monthly to the University General Ledger. Monthly Expense Reports are reconciled against Citizens Bank Statements.

Allowing employees the independence of direct purchasing necessitates the establishment of administrative policies and procedures to define responsibilities. This document provides instruction for using the Procurement Card.

Definitions

Approver/Supervisor: The Approver is the Cardholder’s Supervisor who is responsible for ensuring compliance with procurement card guidelines and purchasing policies established by Duquesne University. See roles and responsibilities for more detail.

Cardholder: University employee whose name appears on the procurement card and who is accountable for all transactions made with that card. See roles and responsibilities for more detail.

CentreSuite:  The software used for procurement card transaction management (cardholders use CentreSuite to view, approve, reallocate budgets (if necessary), and process monthly expense reports.)

CentreSuite Email Notification to Approver:  The email notification sent to the Approver when the Cardholder initiates the electronic Expense report.

Citizens Bank “Statement of Account”: A list of all transactions charged to the cardholder's account during a monthly billing cycle. Citizens Bank mails this statement directly to the cardholder each month. This is a memo statement only and is used to reconcile card activity.

Default Account Number: Department budget number (FOAPAL) that is assigned to a procurement card. This is the budget number designated by the cardholder on the application form. Two account codes are attached to the Default Account Number: procurement charges will default to account code 721005; travel and entertainment charges will default to account code 791020.

Delegate:  The Approver/Supervisor may choose to delegate specific responsibilities to another individual within the department to question transactions and request additional information from cardholders reporting to the Approver/Supervisor. See roles and responsibilities  for more detail.

Expense Report: Report generated through CentreSuite. Business Expense Reports are generated online monthly and routed to Approver/Supervisor for electronic review and approval via email notification.  Procurement card charges require transaction descriptions to explain expenditures.  Travel and entertainment charges must meet IRS requirements (who attended, date of event, business purpose for expense, and location.)  All transactions will be reviewed by the Purchasing Department and Accounts Payable monthly. Internal Audit will perform periodic audits of transactions.

Monthly Transaction Limit: The maximum dollar amount that can be placed on a procurement card during a monthly billing cycle.

Procurement Card: Citizens Bank MasterCard issued to a Duquesne University employee for the purpose of making authorized purchases on the University's behalf.

Re-Allocator:  Person assigned to re-allocate transaction from default FOAPALs to other FOAPALS they have authority to use.  A Cardholder may function as his or her own Re-allocator. See ROLES AND RESPONSIBILITIES for more detail.

Single Transaction Limit: The maximum amount that can be charged at any one transaction. The default limit for procurement card charges is $2,000. There is no single transaction limit for travel and entertainment charges.

Support Documentation: The sales receipt, invoice, packing list, credit receipt, etc. for each charge. Receipts will be sent to the Purchasing Department each month after Expense Report is generated and approved by supervisor.

Transaction: A credit card charge.

Transaction Description: A description of the purpose of each charge entered into CentreSuite by the Cardholder. Transaction descriptions (notes) are mandatory.

Types Of Procurement Cards

Procurement Card.  The standard revolving card with the cycle refreshed monthly, on the 26th of the month. This card can be used for PCard charges only or used for both PCard charges and Travel and Entertainment expenditures.

Ghost Card. A ghost account is issued on a white plastic card with a non-working magnetic strip.  The card does not include the Citizens Bank logo or hologram.  Ghost cards cannot be used at a point of sale; ghost cards accounts are good for phone or Internet purchases only.

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Obtaining a Procurement Card

To obtain a form, send an email request, including prospective cardholder's name and department, to pcard@duq.edu or contact the Purchasing Department (x1722).  Procurement card application

The Procurement Card Application must be signed by the prospective Cardholder and the Cardholder’s Approver/Supervisor. Return the completed form to Lisa Newell, Purchasing Department, 1002 Rockwell Hall.  Seal envelope and mark “CONFIDENTIAL.”

Once the application has been processed and the credit card has been issued by Citizens Bank, the cardholder will be contacted by the Purchasing Department to schedule procurement card training.

The applicant must successfully complete Procurement Card Cardholder training. Cardholders will not receive their card until they attend training. Purchasing policies and Procurement Card procedures will be discussed at training. At the completion of the training session, each cardholder is required to sign a Cardholder Agreement Form before they receive their card.

Card Controls And Liability

Each Procurement Card is set up with the following control parameters.

1. Default Budget (FOAPAL).  Each Cardholder has a default FOAPAL -- identifying a general or grant fund -- that is associated with the Cardholder’s department. All transactions are charged to the default FOAPAL unless the charges are reallocated. Procurement charges will default to account code 721005.  Travel and entertainment charges will default to account code 791020.

2. Maximum dollar amount per transaction.  University policy limits single transactions on procurement card charges to $2,000.  There is no single transaction limit for travel and entertainment charges.

3. Credit Limit. The Cardholder’s supervisor determines the maximum dollar amount that can be spent by each Cardholder during a monthly cycle.  The cycle begins on the 26th and ends on the 25th of each month.  The billing cycle calendar is available on the PCard Web site.

4. Maximum daily number of transactions.  The department determines the maximum number of credit card authorizations that each Cardholder can process within a single day.  The default is 20 on procurement card charges and 10 on travel and entertainment charges.

5. Card Expiration date.  Each credit card is issued for three years.  Cards will be reissued automatically by Citizens Bank when they near the expiration date.

6. Merchant Category Codes.  Procurement cards are further set up to exclude specific Merchant Category Codes, for example, financial institutions, gambling establishments, etc.

LIABILITY ISSUES.  The department is liable for all charges made on procurement cards assigned to their Cardholders.

1. Charges on Lost or Stolen Cards.  The Cardholder department is liable for all transactions made on a lost or stolen procurement card before it is reported lost or stolen to Citizens Bank.  Once reported to the bank by calling Customer Service, the bank will send Duquesne an affidavit and ask that this document be signed and sent back to Citizens Bank indicating that the fraudulent transaction(s) in question are indeed fraudulent.  This will serve as written notice.  This notice must be received by the bank within 60 days of the Transaction Date or two billing cycles, whichever comes first.

2. Sponsored Research Charges.  The Cardholder department is liable for all transactions reallocated to sponsored research funds, including any charges that are unallowable according to the terms of the specific grant/award.

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Appropriate Use Of The Card

The following questions should be considered before making a purchase:

1. Is the purchase appropriate for the University and does it have a valid business purpose?  Particular attention should be paid to the following sensitive items:

1. Official functions
2. Expenditures for alcoholic beverages
3. Break room equipment
4. Conferences
5. Donations
6. Employee appreciation events and gifts
7.  Employee food and related consumables
8. Flowers and fruit baskets
9. Gifts or tokens
10. Fund raising expenses
11. Limousines/taxi cabs
12. Retirement parties
13. Tickets to events

2. Is the purchase allowable on the procurement card? The following purchases are prohibited on the procurement card (list is not all inclusive):

1. Personal Purchases.  Cardholders must report any inadvertent personal purchases to their supervisor immediately.  Reimbursement to the University or a credit transaction from the merchant must be immediately processed.  Documentation shall include proof of merchant credit or copy of reimbursement (General Cash Report – CR1 form.)
2. Cash.  Cardholders cannot use the procurement card to obtain cash, such as money orders or traveler’s checks.  Cardholders are not to receive cash as a credit for the return of an item.
3. Cash-like Transactions.  Cash-like transactions, such as gift cards, are only allowable if purchased in accordance with the University Controllers policy on gifts.
4. Wireless Phones, Smart Phones, Air Cards, Voice and/or Data Service. Cardholders are not permitted to use their procurement card to pay for any wireless services or equipment. Wireless cellular services and equipment are to be processed through the Telecommunications Department.
5. Computer Hardware and Software.  Check with Computer Store first.
6.  Weapons and Ammunition.
7. Construction or Remodeling.
8. Controlled Substances: Ethyl Alcohol, DEA items, Gases.
9. Radioactive Materials.
10. Financial Services.
11. Political Activities.  Political Activity at Duquesne University TAP 27.
12. Passports
13. Parking tickets and traffic violations
14. Laboratory Animals.
15. Lease Agreements.
16. Capital Equipment (tangible property having a value of $5,000 or more and a useful life of two years or more or any expenditure of $5,000 or more for the renovation or remodeling or an existing asset resulting in an increase in the value of the asset.
17. Purchases Prohibited by University Policy or not related to University Business.

3. Does the purchase follow the guidelines of Sponsored Research grant or award (if applicable)?

1. The overall intent of the award.
2. The specific detail of the sponsor’s regulations.
3. Duquesne University policies and procedures.

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Roles And Responsibilities

CARDHOLDER

The role of a Cardholder is to make purchases in accordance with the procurement card guidelines and purchasing policies established by Duquesne University.

Cardholders are responsible for:

1. Completing required Procurement Cardholder training.

2. Activating their credit card account by calling the toll-free number appearing on the front of their card.

3. Ensuring that the guidelines of the Procurement Card Program are followed. Cardholder is responsible for all charges that appear on their card. Follow links to policies:

• Purchasing Policy
• Duquesne University Travel Policy
• Business Meals, Entertainment and Other Social Events Policy
• Gifts from University Funds Policy
• Conflict of Interest Policy, TAP 33

4. Having complete merchant documentation for every transaction.  Cardholders must retain all sales receipts, packing lists, invoices, etc. for each transaction to be used for reconciling transactions with the Citizens Bank “Statement of Account.”

5. Reallocating charges if necessary.  See Re-allocator Responsibilities.

6. Sending the “Statement of Account” with monthly receipts to Purchasing. This is to be completed within 30 days of the end of cycle (25th of each month).

7. Protecting the card at all times to prevent unauthorized use.  Use discretion when allowing someone to use your card and keep a list of everyone authorized to use the card.

8. Contacting the Purchasing Office when a cardholder no longer needs a PCard or leaves the University so the account can be cancelled and the card is destroyed. Procurement cards are not transferable from one person to another!

9. Immediately reporting a lost or stolen card to Citizens Bank and to the Procurement Card Administrator, x1722.  The University is liable for all charges incurred on a lost or stolen card up to when it is reported as such to the bank.  Fraudulent charges can and should be disputed.  If the bank is able to recover fraudulent charges, monies will be credited to the cardholder’s account.

10. Notifying Procurement Card Administrator, x1722 immediately upon transfer or termination of employment.

11. Improper use of the PCard can be considered misappropriation of University funds which may result in disciplinary action, up to and including termination.

Re-allocator

The Re-allocator is the person assigned to reallocate transactions from default FOAPALs to other FOAPALs they have authority to use.  A Cardholder may function as his or her own Re-allocator.  If someone other than cardholder is responsible for re-allocating other cardholder transactions, the following RE-ALLOCATOR application should be completed and sent to the Purchasing Department, 1003 Rockwell Hall.  Follow link:

REALLOCATOR APPLICATION form

Re-allocators are responsible for:

1. Completing required Procurement Cardholder training.

2. Processing online monthly Expense Reports in CentreSuite.  Reports are to be electronically sent to supervisor (Approver) for review and electronic signature.  Original receipts along with “Statement of Account” are to be sent to the Purchasing Office immediately upon approval of monthly Expense Report.  Envelopes are provided for submission of receipts.  Cardholder name, Department, and Expense Report unique number (assigned by CentreSuite) are to be included.

3. Re-allocating each transaction from the default Banner FOAPAL to the appropriate FOAPAL or Banner account number.

Approver/Supervisor

The Approver is the Cardholder’s Supervisor who is responsible for ensuring compliance with procurement card guidelines and purchasing polices established by Duquesne University.

The Approver plays a critical role in ensuring the integrity of the procurement card program at the department level.

Approvers are responsible for:

1. Completing required Procurement Cardholder training.

2. Monitoring the transactions for appropriateness of purchase for assigned Cardholders.

3. Ensuring adequate transaction description (note) for every transaction, including explanation of business purpose for purchases.

4. Identifying possible violations of assigned Cardholder(s).Taking appropriate action if violations are found.

5. Ensuring online Expense Reports are reviewed and approved in a timely manner.

Delegate 

Delegation of Responsibilities by Approver/Supervisor. To ensure the efficient operation of the departmental procurement card program, the Approver/ Supervisor may choose to delegate specific responsibilities to another individual within the department.  This is accomplished by completing the Delegation of Tasks by Approver/Supervisor form and sending it to the Purchasing Department, 1003 Rockwell Hall.  Follow link:

DELEGATION OF TASKS BY APPROVER form

The following responsibilities CANNOT be delegated to another individual:

1. Approve CentreSuite Expense Report of subordinate Cardholder

2. Take appropriate action if violations are found.

3. Signing authority where an Approver signature is required, such as new Cardholder application or changes in monthly spend limits.

The following responsibilities MAY be delegated to another individual:

1. Ensure that every transaction has appropriate transaction description (note).

2. Review the transaction to ensure that purchases:

    a. Are appropriate for University use

    b. If being paid for by sponsored projects, are within the terms of     the sponsored project.

    c. Are within University Purchasing Policies and Procedures.

3. Ensure that the Purchasing Department is notified when Cardholders leave the department or university.

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THE ORDERING PROCESS

Selecting the Merchant

The following questions should be asked before selecting the merchant:

1. Does the Purchasing Office have an established (preferred) vendor for use in procuring the needed good or service?  Logon to DORI and go to the Purchasing Channel for Preferred Vendor information.

2. Is there a University price agreement for the good or service?

3. If there is neither an established vendor nor a University price agreement, does the vendor offer a discount to the University?

Making a PCard Purchase

1. By TELEPHONE

    a. Give the merchant the account number and tax exemption number which is printed on the front of the PCard.

    b. Instruct merchant to send the credit card slip to cardholder.

    c. Request the following information be printed on the shipping label:

• Cardholder Name (first and last)
• Department Name
• The words “CREDIT CARD PURCHASE”

2. By FAX

a. Include all information as outlined above with the exception of the card number. Indicate on the fax that the merchant is to confirm order with cardholder. Credit card number should be given to supplier at this time.

3. By INTERNET

a. When setting up an account with an Internet vendor, cardholders should enter their statement address for “billing.”

4. Items being delivered by UPS, FedEx, DHL, etc. are to be sent to:

Duquesne University
913 Bluff Street
Pittsburgh PA 15219
ATTN: First Name, Last Name, Department

5. PCard credit card orders come into the Central Receiving Department. Since the cardholder places the orders directly with the vendor, Central Receiving does not have any reference paperwork on file. The only information that instructs Central Receiving where to redirect the order on campus is printed on the shipping label.

6. Always retain boxes, containers, special packaging, etc. until you are certain you are keeping the merchandise. Some items cannot be returned without the original packaging material.

Merchandise Returns and Exchanges

1. The cardholder is responsible for arranging returns and credits.

2. If merchandise is to be exchanged, the cardholder is responsible for returning the item and obtaining a replacement as soon as possible.

3. Verify which party is to pay for any return shipping charges.

4. When a credit appears in CentreSuite, it must be reviewed, reallocated (if needed) and a transaction description entered into CentreSuite. The transaction description is to include a reference to the original purchase transaction.

5. All the paperwork from the original purchase and the return/exchange is to be kept together as supporting documentation.

6. Cash cannot be accepted for returned items. All returns must be credited to the PCard account.

PCard Transaction Management

1. Credit card slips, invoices, packing lists, etc. must be kept as support documentation for each transaction.

2. PCard transactions default against the 721005 account code. Travel and Entertainment transactions default against the 791020 account code. Once transactions appear in CentreSuite, it is the cardholder’s responsibility to review the charge, reallocate budget (if required,) and enter a transaction description into CentreSuite for each transaction.

a. Credit card slips, airline ticket verifications, car rental documents, hotel receipts, restaurant receipts, etc. must be kept as support documentation.

b. Transaction descriptions explain the purpose of the charge. Online CentreSuite Transactions Notes are mandatory.

i. General goods and services require business purpose for transaction.

ii. Travel and Entertainment transactions must meet Internal Revenue Service (IRS) regulations. 

1. Date(s) travel and/or entertainment occurred.

2. Who was entertained? Persons or groups (Names, titles, and business relationship).

3. What was the event?

4. Where was the event?

5. Business Purpose of event?

c. If a particular charge or credit does not appear in CentreSuite, it should be checked against the Citizens Bank Statement of Account. If the charge or credit does not appear within 60 days after the original charge was made, the Cardholder must notify the Purchasing Department.

3. At the end of each billing cycle, cardholders must process an online Expense Report including notes (description of transaction). Cardholder will route Expense Report electronically to supervisor within CentreSuite for electronic approval within 30 days of cycle end. CentreSuite assigns a unique Expense Report number to the report.  Cardholders will send original receipts and Statement of Account to the Purchasing Department in an envelope that is provided with the following information:  Cardholder Name, Department, Expense Report Number, and month/year of report cycle.

4. When the cardholder receives the monthly Citizens “Statement of Account”, the Expense Report transactions must be reconciled with this bank statement.

5. Scan or copy receipts and file in office.  Reference online Expense Report number.

RESOLVING DISPUTES

The following steps are to be followed if a cardholder finds an unauthorized charge or a discrepancy on their Citizens Bank Statement of Account.

1. Contact the merchant to resolve the error. If the merchant agrees an error was made, a credit will be issued. Make a note as a reminder that a credit is to be issued either within the transaction description for the charge or on the Citizens Bank Statement of Account

2. If the merchant does not agree that an error was made, call Credit Card Services Chargeback Department at 1-877-945-4060 for assistance.  A representative will help the cardholder identify the merchant.  If the transaction is still in question, the representative will place the item in dispute.  A dispute form will be forwarded to Purchasing and upon return receipt, the claim will be investigated.

3. Maintain copies of all documentation regarding the disputed charge with the copies of corresponding Citizens Bank Statement of Account and CentreSuite expense report.

4. The dispute process is limited to 60 days from the purchase date or two billing cycles, whichever comes first.  If the dispute is not resolved within that time frame, it becomes void and the merchant retains payment.

PROCUREMENT CARD SECURITY

1. It is the Cardholder’s responsibility to keep their PCard and account number secure at all times.

2. Keep the Card in a secure location.

3. Do not write the account number where it can easily be seen.

4. Keep reports and Citizens Bank “Statements of Account” securely filed.

5. Do not fax the card number to merchants.

6. Use discretion when allowing someone to use your card.

7. Keep a list of everyone authorized to use the card.

8. If you suspect fraudulent use, notify Citizens Bank immediately, and then notify the Purchasing Department.

LOST, STOLEN OR DAMAGED PROCUREMENT CARD

1. If a card is lost, stolen or damaged, the Cardholder must IMMEDIATELY notify Citizens Bank at 1-888-356-8378 Customer Service representatives are available 24 hours a day.

2. Notify the Purchasing Department after reporting the incident to Citizens Bank.

3. A new card will be issued to the Cardholder.

4. A card that is found after being reported lost or stolen must be properly destroyed.

5. A damaged card should also be properly destroyed.

Cardholder Transfer Within The University

1. Cardholders transferring to a new position within the same department can continue to use the same card with Department Head approval.

2. Cardholders transferring to a new department may continue to use their existing PCard if authorized by the Department Head. The Purchasing Department must be notified so the PCard can be properly reassigned within CentreSuite to the new department budget (FOAPAL).

Cardholder Separation From The University

1. Before leaving the University, cardholders must return their PCard and corresponding transaction reports and support documentation to their Supervisor.

2. The Supervisor is then to contact the Purchasing Department so the account can be reconciled and the PCard cancelled.

3. If the Cardholder is also the Department Head, the card, transaction reports and support documentation must be given to the cardholder’s immediate supervisor who will contact Purchasing to reconcile the account and cancel the card.

Canceling A Card

1. Immediately notify Linda Roos (ext. 6359) or Lisa Newell (ext. 1722).
2. Properly destroy the card.
3. Citizens Bank will be notified and the PCard account within CentreSuite will be closed.
4. Submit final billing cycle transaction receipts and Statement of Account to Purchasing.

Changing Card Limits

1. Contact the Purchasing Department (ext. 1722) for a copy of the PCard Maintenance form or print the form from the PCard Web site.  This form is used to increase or decrease card limits.
2. Return the completed form to Lisa Newell, Room 1002 Rockwell Hall.

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CREDIT CARD EMERGENCIES

 In the event of a PCard credit card emergency, contact Citizens Bank immediately, and then call the Purchasing Department (ext. 1722 or 5660) as soon as reasonably possible.

Citizens Bank
24 hour Worldwide Card Member Services
Customer Service:  1-888-356-8378

Disputes (Credit Card Services Chargeback Department): 1-877-945-4060

Card Member Services (when calling within USA or Canada):  1-800-443-0164

Card Member Services (outside of USA):  Call collect 1-636-722-7111