Cornell University Computing and Information Science

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Procurement Card

Procurement Card Prohibited Transactions

Summary:

The CIS BSC will serve as your procurement card coordinator. This includes the release of charges to your Procurement Card from the APPS system and the rention of original procurement card receipts as the responsible point of contact for audit.

How to Access Services:

Email or phone all of your PCard questions to the CIS BSC.

Obtaining a Procurement Card:

• The supervisor notifies the BSC when an employee needs to obtain a procurement card. Note: Supervisors should authorize a procurement card only for an individual whose job requires him/her to make frequent business-related pruchases.
• The BSC will complete the pcard application, obtain necessary signatures and forward to Credit Card Programs for review. Once the application has been approved, Credit Card Programs will send tutorial information via email to the employee.
• Upon completion of training, the employee will receive a notification of completion along with information regarding the bank's credit card agreement. Note: A PCard will not be issued for an invididual until training has been successfully completed.

Department Responsibilities:

• Read and understand the University Procurement Card Policy
  
• The PCard holder obtains receipts for all PCard purchases at the time of the purchase. If ordering over the phone, the cardholder should request that a copy of the receipt be mailed and/or faxed to him/her.
• The PCard holder immediately forwards the original PCard receipt, along with the PCard cover sheet, to the BSC. If an original receipt is not available, the PCard holder will forward documentation to the BSC which states the following:
1. What was purchased (item description and price)?
2. Why was it purchased? How does it relate to research or project (business purpose)?
3. Where was it purchased (vendor name)?
4. When was it purchased (date of transaction)?
5. Document efforts that were made to obtain original receipt.
• Clearly indicate the following on the PCard cover sheet:
1. Business purpose
2. For food orders - complete "Meals Purchased for Business Purpose" form
3. Related project/account information
• The cardholder will review his/her monthly PCard statement for accuracy - all purchases are recognized and all have a legitimate business purpose.

BSC Responsibilities:

• CIS BSC will match up charges to an original receipt (or, if no original receipt is provided, documentation provided by cardholder) and review to ensure that the purchase was authorized and allowable according to university policy.
• Email notification will be sent to the PCard holder for missing receipts.
• If the transaction "auto-clears" (an original receipt was not received within 10 days of the purchase), the card holder will receive notification from CIS BSC.
• The BSC Director will request missing receipts one more time before revoking a card. A PCard will be revoked if it is determined that individuals use their cards for inappropriate or personal purchases.
• The BSC notifies the Department when default account numbers ar no longer valid and are creating transaction errors.

Card Termination:

• Notification must be sent to the BSC by the department when an employee's PCard needs to be cancelled. Reasons for the cancellation should be documented in an email to the PCard Coordinator. Possible reasons for cancellation are: termination of employment, transfer to new department, or supervisor is pulling PCard.
• The PCard holder cuts his/her card and forwards the card to the BSC.
• The PCard holder notifies the issuing bank, US Bank (Within the US-1-800-344-5696; outside the US 701-461-2010(collect)) and BSC IMMEDIATELY if the card is lost or stolen.

PCard Releases