MURC Purchase Card P-Card Policy Procedure

MURC Purchase Card (P-Card)

Policy & Procedure Manual Read thoroughly n Covers most questions n P-cards are a privilege that may be revoked for violations of the Purchase Card Policies and Procedures Manual n The Manual is available on MURC’s web site. n

Card Issuance n n n Application Eligibility – by Request of the PI and Dean for full-time employees only NO students, temporary employees, contract employees or volunteers Card Holder Agreement signed NO Delegation – no one else may use your card Keep your card secure – you are personally responsible

Card Activation Call the number on the sticker to activate n Contact Bill Byrd (Purchase Card Coordinator) at 696 -6324 with questions n

Maintenance Changes must be submitted to Purchase Card Coordinator at MURC n Notify us immediately to cancel a card, or if Cardholder is transferred or terminated n IF LOST or STOLEN – notify financial institution first at 1 -800 -316 -6056 then notify MURC Card Coordinator at 6966324 n

Instructions for Use Transactions less than $5, 000 n OFFICIAL MURC use only n Personal charges are prohibited n Stringing of payments is prohibited n Do not store P-card with your personal credit cards n

Restricted Items n n n n n Alcoholic Beverages Cash Advances Legal Services Firearms Capital Equipment(=>$5, 000) Radioactive Materials Live Animals Insurance n n n n Memberships Tax Reportable Services Telephone/Cell Phone Services Travel Related Expenses except for hotel, registration fees, air fare & vehicle rental Building Leases Utilities Contracts other than Statewide Flowers or Gifts

Tax Reportable Services Any service that might be a contract with the Individual or Sole Proprietor n Individuals or Sole Proprietors n Contact MURC Card Coordinator for assistance n

Sales/Use Tax MURC is exempt from sales and use tax n Tax ID Number on Card n Keep extra copies of Tax Exempt Certificate n Copy request available on our website at http: //www. marshall. edu/murc n

Ordering Secure Internet Sites Only n Fax or Phone n Only items allowable by the Grant (call Compliance if unsure) n

End of Project Orders Do not use 30 days before end of Project n Items unable to be charged to Grant will go to the Default Fund n

Default fund n Each Purchase Card is assigned a default Fund for any purchases charged to the card that cannot be paid by the Grant or are not sufficiently documented. This is typically a cost recovery or revenue fund.

Documentation n Receipts/Invoices ¨ ¨ ¨ n n n Itemized (Description, unit cost, quantity) Name of Vendor Transaction Date SDOL Cost Allocation Report SDOL Account Statement Report Receiving Reports Retain copies of records for 3 years after the year the Grant is completed Default Fund will be use for any transaction with insufficient supporting documentation

Reconcilement n n n Due 1 st business day of the month You can start reconcilement in SDOL at any time Send to MURC ¨ ¨ ¨ Completed Reconciliation Form with your signature Original Monthly Printed Statement (received in the mail) Signed Cost Allocation Report (both PI and cardholder) All Original receipts attached to 8. 5 x 11 paper Any other necessary backup Default Fund will be use for transaction with insufficient supporting documentation

Disputed Items Process n n Contact Vendor Complete Dispute form and forward to MURC Card Coordinator Report Fraudulent charges immediately Sales Tax disputes over $5. 00 ¨ Contact Vendor ¨ Complete Dispute form and forward to MURC Card Coordinator n Disputed Item Payment to Default Fund

Post-Audit Random Audit of Records n Enforce Compliance n Must retain records for 3 years after the year that the Grant was completed n Block Grants are completed at the end of the last year of the grant n

Fraud and Misuse Privilege to use Purchase Card n Disciplinary Action for Misuse n ¨ Loss of Privilege ¨ Termination ¨ Prosecution by MURC or the granting agency ¨ Civil action to collect any amounts deemed fraudulent