University Card Services Administrator

Brittney Kenney– 622.8246cardservices@eku.edu

The University Procurement Card Program has been established as a service to eligible persons within the University community to provide a more efficient method of purchasing and payment of small-dollar goods and services, as well as travel and travel-related expenditures.

The procurement card is a purchasing & payment tool, not a separate program. It is designed to be used in conjunction with existing policies, requirements, procedures and any other applicable University policies and procedures.

Reallocation is REQUIRED See website for allocation schedule

Supervisors Review & Sign Hardcopies Monthly Cardholders Retain Original Documents Record Retention

Sponsored Agreements – at least 3 years, governed by agreement

Other University Funds – 3 years Additional Document Submission

Tier 3 cardholders MUST submit copies of all invoices, receipts and statements each month – CPO 8A

Grant Funded/Sponsored Program cardholders MUST submit copies of all invoices, receipts and statements each month - CPO 38A

Given the nature of online purchases, University ProCards can occasionally become compromised, initiating fraudulent charges.

If you notice an unauthorized transaction on your card, please notify the ProCard Administrator immediately.

The University has 60 from the posting date of a transaction to dispute the charge

If you wish to speed up the process, please include a PNC dispute form with the appropriate information when emailing the ProCard Administrator.

PNC Dispute Form can be found at http://purchasing.eku.edu/procard-forms

In an effort to monitor card usage, University Card Services may periodically request ProCard documentation for a certain time period.

Areas Checked for Compliance Receipts Allocations Supervisor Reviewed Allowable Purchases

A report will be provided to summarize the findingsIf noncompliant, the cardholder has 30 days to return a signed copy of the reviewFinal Report and Response

Provided to Dean/VP

Purchase Limits Tier 1 and 2: $5K/$5K Tier 3: $10K/$50K

Accounting Codes Chart: E Default Settings: Your default settings

should be set to the Org and Account codes that you use MOST frequently

Split Purchases Personal Use Delegation Flowers Coffee/Break Room Supplies Restaurant Meals A full list of restrictions can be found in

the Requirements and Procedures Manual

Allowable: Hotels Airlines Rental Cars Rental Car Gas Airport Parking

Not Allowable Restaurant Meals (unless cardholder has a

Tier 3 card)

Notify ProCard Administrator anytime a cardholder in your department moves

within or leaves the University.Surrender ProcardCancelled by ProCard Administrator

Cardholder Notified Destroy the plastic