UO Procurement Card Policy and Procedures

All roles associated with the PCard Program need to read and understand the UO PCard Policy.

Effective: July 1, 2008
Revised: February 2, 2018

Overview
1. Definitions
  1. Budget Authority: A UO dean, director, division or department head who is responsible for the budget of the department or division of UO that has authorized one or more PCards.
  2. Card Custodian: The individual responsible for safeguarding the PCard of a department or division of an institution, maintaining complete and accurate records of PCard use, and preparing reconciliations between the documents supporting charges on the PCard and the statement of charges received from the PCard vendor in compliance with institution and UO policies.
  3. Card User: An individual authorized to procure goods and/or services with the department PCard.
  4. Credit Limit (Monthly): The dollar limit on total credit card charges allowed during one month that is established for each The dollar limit may vary from PCard to PCard.
  5. Corporate Travel and Entertainment Card: A personal credit card issued to an individual UO employee under the US Bank Corporate Travel Card Program. These credit cards are administered through UO Business Affairs and may be used to pay for reimbursable business travel expenses.
  6. Institution: University of Oregon
  7. PCard: Procurement
  8. Duck Depot Card: A specific type of procurement card set up solely for use on the UO Duck Depot e-Procurement system.
  9. PCard Program Administrator or Program Administrator: The individual who is responsible for the administration of the PCard program. The Program Administrator is responsible for ensuring that the institution's PCard policies are compliant with UO policy, that the policies established by the institution are implemented, and that the PCard procedures are being followed.
  10. Program: Procurement Card
  11. PCS: UO’s Department of Purchasing and Contracting
  12. Single Purchase Limit: The dollar limitation for an individual purchase on a PCard, issued by US Bank directly to Card Custodian.
  13. Statement of Account: The monthly listing of all account transactions for a PCard, issued by US Bank directly to the Card Custodian.
  14. UO: University of Oregon.
  15. Vendor: A company from which a Card User is purchasing materials, equipment, and services under the provisions of this policy.
2. Who Should Know This Policy?
  All roles associated with the PCard Program, including, but not limited to Budget Authorities,Card Custodians,and Card Users need to read and understand PC01 UO Procurement Card Policy and Procedures (“UO PCard Policy”).
3. Background
  University of Oregon maintains contract with US Bank to provide VISA credit cards, called PCards, for the Program. US Bank issues PCards for use by UO campus departments. Each card is assigned to a departmental Card Custodian. Authorized departmental Card Users purchase goods and services using the PCard. A department’s UO PCard is a credit card in the name of the university (UO) and department (Index number) and can be used as a means of payment for any type of goods or services in any amount, provided that PCS Policy requirements for competitive bid and contract coverage are met and the department’s PCard credit limits have been set accordingly.
4. Authority
  The UO Vice President for Finance and Administration has authorized UO department of Purchasing and Contracting Services to implement and maintain the campus wide Program. The Director of Purchasing and Contracting Services acts in the role of Program Administrator, but can delegate Program Administration responsibility within the PCS department.
  Within each UO department, Budget Authorities are responsible for designating departmental employees’ purchasing authority. Budget Authorities wishing to implement the Program in their department shall designate a Card Custodian, as well as Card Users.
  Budget Authorities, Card Custodians, and Card Users are responsible for compliance with the Program policies and procedures. Card Custodians are responsible for training Card Users with regard to the UO PCard Policy.
  Card Users charge purchases for the department to the PCard. Such purchases must comply with UO policies and UO Administrative Rules governing purchasing and PCard usage.
5. References
How to Participate in the Program
1. Obtain a PCard
  To obtain a PCard or Duck Depot Card, the department or division must submit a PCS PCard Intake Sheet (“Intake Sheet”) to PCS. The department must specify on the Intake Sheet the address that US Bank should use for forwarding the department’s monthly PCard statement. The address specified must be to a secure location within the department. Signing the Intake Sheet not only attests to a review and understanding of PCard policy/procedures but also documents the completion of required PCard online training.
  NOTE 1: A Card Custodian may also be a Card User.
  NOTE 2: A Budget Authority may not be a Card User.
  NOTE 3: A Budget Authority Designee may also be a Card User.
  NOTE 4: PCS will not release a department PCard until all individuals listed on the Intake Sheet have completed the required online training (See Section 9).
2. Changes to PCard Authorization
  1. Card Users - Adding/Deleting/Other Modifications. To add, delete, or otherwise modify a PCard user or authorization, the Card Custodian is to provide an updated Intake Sheet to PCS to authorize the changes.
    Newly added Card User(s) must successfully complete required training;
    When a PCard authorized UO employee terminates/separates from a department or the department otherwise wishes to delete a Card User (including Card Custodian and/or Budget Authority), the Card Custodian must remove such employee(s) from the list of authorized Card Users by notifying PCS in a timely manner of the termination/separation, and by submitting an updated Intake Sheet.
3. Individual Transaction and Credit Limit Information
  Individual transaction limit: PCard Default $5,000/Duck Depot PCard Default $25,000
  Daily number of transactions allowed: No Limit
  Monthly credit limit: PCard Default $5,000/Duck Depot PCard Default $25,000.
  Based upon departmental request, the Program Administrator may approve higher monthly credit limits. Many UO departments have PCard/Duck Depot PCard annual spend cycle that exhibit peak season effects. Card limits should be set to adequately cover normal monthly peak required spend. To initiate the process for establishing credit limits higher or lower than default values, the Card Custodian would submit an Intake Sheet to PCS for processing.
  
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Using Your PCard
1. General
  Purchases from vendors that accept credit card payments may be charged to a PCard, except as prohibited by this policy. Duck Depot PCards are to be used solely on the UO Duck Depot e-Procurement system. The Program permits the purchase of goods, from a vendor of choice, if their value is below the individual transaction limit for the applicable PCard. However, UO policy also requires departments to secure the maximum or best value purchase at all dollar levels. Competitive quotes may not be required, but they may be a means of ensuring a best value purchase.
2. Prohibited Use and Non-Chargeable Account Codes
  1. General. The PCard cannot be used for cash advances or for personal or non-business related purchases.
  2. Non-chargeable Account Codes – Travel. PCard cannot be used to cover individual traveler’s expenses related to UO business travel due to UO reporting responsibility and potential IRS tax withholding/reporting. Alternate forms of payment are available for individual travel expenses, including:
    1. Booking with a UO contract travel agency who will charge the UO credit card they have on file;
    2. UO Travel and Entertainment card, which is issued in the traveler’s name;
    3. Personal credit card or;
    4. Requesting a UO travel advance. Individual business expenses are reimbursed through the travel reimbursement process. Contact the Travel department for clarification and guidance when needed for a possible exception. If an exception is approved, retain support documentation and explanation for post-transaction review. In cases where the Travel department has reviewed and approved the travel arrangement in question as conforming with Travel Policy, PCard can be used as a means of payment. Examples might include internet-only airfare specials (provide agency comparison quote). In cases where individual travel expenses are charged to the PCard, the travel arrangements must be made by department staff, subject to review by the Card Custodian and Budget Authority for Policy compliance as part of the monthly PCard statement reconciliation process.
    5. PCard can be used for the initial deposit for an airline group, defined as 10 or more passengers traveling the same itinerary, and arrangements are made through a UO contract travel agency or the airline group desk directly. Group leaders who assume responsibility for expenses for a student group or team travel may use the PCard for contracted group expenses such as a motor coach or a contracted hotel room block. All Travel policy rules apply to any expense charged to the PCard.
    6. PCard cannot be used for Moving/Relocation expenses. In specific Moving/Relocation cases where vendor payment becomes problematic, PCard can be used as a means of payment with written Business Affairs Office review and approval.
  3. Non-Chargeable Account Codes – Capital Outlay. In general, UO employees cannot use the PCard for capital outlay (40XXX account codes) due to tax-exempt bond funding compliance requirements. There may be exemptions to this prohibition on use of PCard for Capital Outlay items - specifically those that are not tax-exempt bond funded. Past examples have included items purchased for Library 40190 and Construction in Progress (Equipment) 40199. Please contact PCS for review and written exemption.
  4. Non-Chargeable Account Codes – Foreign Intangibles. PCard may not be used for software, subscriptions, or royalties from a foreign vendor or services from a foreign person or entity to be used or performed domestically (in the USA), due to IRS 1042-S compliance requirements. PCard may be used to purchase physical goods from foreign vendors. A useful rule is that if the item in question from a foreign vendor can be put in a box and shipped for delivery, a PCard may be used for payment.
  5. Non-Chargeable Account Codes – Awards, Prizes, Gifts, and Gift Cards. Due to IRS W-2/1099-Misc/1042-S reporting requirements, any purchase for an award, prize, or gift, whether a cash equivalent such as a gift card (or certificate) or an item of a value above $50 (per person) cannot be purchased on the PCard. Payment must be processed by AP through Banner following the procedures and text requirements outlined in the Business Expense Guidelines under awards - employee recognition or prizes employee and non-employee. See funding restrictions for awards - employee recognition posted in the University Fiscal Policy.
3. Problem Purchases
  1. If purchases using the PCard are found to be unacceptable, not satisfactory, received wrong, damaged and/or defective, duplicate order, etc., the Card User is responsible for returning the unacceptable items or for making other satisfactory arrangements to remedy the issue(s).
  2. If an item purchased using the PCard is returned, the Card Custodian is responsible for verifying the appropriate credit is reflected on the department’s PCard monthly statement. If the vendor has not replaced or corrected the item by the date the Card User receives his/her monthly statement, then the purchase of that item will be considered in dispute. The Card Custodian must contact PCS by email at pcard@uoregon.edu about any dispute within thirty (30) days of receipt of the monthly statement of account.
    
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Documenting Use of Your PCard
1. General
  For each purchase on the PCard, the Card User making the purchase shall obtain and provide to the Card Custodian itemized purchase documentation. Examples of such documentation include sales slips, cash register receipts, invoices, order forms, reconciliation records, receiving reports, and shipping address. The documentation maintained generally arises out of the normal course of business and it should support a clear determination of what was ordered, what was paid for, and what was received. Charge slips that do not include an itemization of purchases are inadequate documentation. Items purchased on PCard where the University department business purpose may not appear obvious to an independent third-party auditor require additional business purpose documentation that specifies Who, What, When, Where, and Why (relevant department business purpose). Please see PCS for clarification/guidance regarding specific items.
2. Inadequate Documentation
  When no other adequate documentation exists, such as when making a telephone purchase, the following information shall be maintained to support PCard transactions: date of purchase, vendor name, item description, amount, shipping address, and the name of the Card User.
3. Documentation Monthly Statement
  The Budget Authority and the Card Custodian are responsible for ensuring that the documentation required under this section is attached to the department’s monthly PCard statement, as required under Section 5.
  
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Monthly Statements
1. Master Billing
  Each month, Business Affairs receives and pays a master bill from US Bank for all campus PCard and Duck Depot PCard charges. The Concur system allocates PCard expenses to user input account coding via an automated Journal Voucher process. The Duck Depot system allocates Duck Depot expenses to user input account coding via an automated Journal Voucher process.
2. Departmental Monthly Statement
  At the end of each billing cycle, US Bank sends a monthly statement of account that lists the department PCard transactions for that billing period to the department’s Card Custodian. Card Custodians can view their transactions and statements at any time via US Bank Access Online data system. PCard transactions electronically route to the department Card Custodian’s profile in Concur. Duck Depot PCard paper statements route to the department Card Custodian.
3. Reconciliation of Charge Receipts
  Within 30 days of receipt of the monthly statement, the Card Custodian must reconcile Card User charge receipts and charges reported by US Bank on that monthly statement. To reconcile charges to the monthly statement, the Card Custodian shall check each transaction listed on the monthly statement against the purchase documentation (See Section 4: Documenting Use of Your PCard). The original sales documents (packing slip, invoice, cash register tape, credit card slips, etc.) for all items listed on the monthly statement must be uploaded and attached to the relevant line item in Concur. Duck Depot e-Procurement system retains all Purchase Requisitions and Purchase Orders for Duck Depot PCard transactions.
4. Verification of Reconciliation Completion and Review
  1. The Card Custodian is responsible for ensuring a monthly PCard statement reconciliation is prepared in Concur for all charges and credits. After completing the reconciliation, the Card Custodian must Approve and forward to the relevant Budget Authority each monthly statement in Concur attesting that all charges are valid and were initiated by an authorized Card User. If the Card Custodian cannot attest to all charges, the Card Custodian must not submit the statement, and immediately notify PCS and the applicable Budget Authority of the outstanding issues. In NO case may a Card Custodian review their own charges.
  2. Duck Depot e-Procurement system retains all purchase records and handles the accounting Journal Vouchers per user coding input. Card Custodians must review the paper monthly US Bank Duck Depot Card statements to verify that no fraudulent charges have been made; sign, date, and forward to Budget Authority for review.
  3. The Budget Authority must review the monthly statement (in Concur for PCards, paper statements for Duck Depot PCards) and the monthly reconciliation prepared by the Card Custodian. After reviewing the monthly PCard statement reconciliation in Concur, the Budget Authority approves, at which point the system will file the report on record and run the automated Journal Vouchers (JV). The Budget Authority may send the PCard statement back to the Card Custodian in Concur for further development or to other approvers, if required. The Budget Authority must review Duck Depot PCard statement to verify that purchases made were in support of department business needs; sign, and date. If the Budget Authority cannot attest to all charges, whether PCard or Duck Depot PCard, the Budget Authority must note the nature of the PCS Policy nonconformance, along with the corrective action taken.
5. Credits for Disputed Items
  Any refund or adjustment obtained from the vendor for a disputed PCard item will show up in Concur and must be coded to the Index/Account Code required to offset the original purchase expense. Refunds/Credits on Duck Depot PCard transactions must be manually JV’d; Credit the Index/Account Code that the expense was charged to originally and Debit the department’s Duck Depot PCard Index, and account code B0191.
6. Credits for Third-Party Fraud Charges
  If a fraudulent charge shows up on your department PCard statement in Concur, “park” that item in your department PCard Index/Account Code A3105 (Account Receivable – PCard Fraud). When you get the offsetting Credit from US Bank in Concur (often in the next statement period), code the bank Credit to your department’s PCard Index, and account code A3105, in order to resolve to zero. If a fraudulent charge shows up on your department’s Duck Depot PCard, manually JV this amount from your department’s card Index, and account code B0191, to your department Duck Depot PCard Index, and account code A3105. When you receive the offsetting Credit from US Bank, JV this amount to A3105 to resolve to zero.
  
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Card Security
1. PCard Physical Custody
  The Card Custodian is responsible for the physical custody of the PCard. The Card Custodian is also responsible for the physical security of the PCard account number. These security duties of the Card Custodian shall not be delegated. However, a department may designate a back-up Card Custodian in the event the Card Custodian is unavailable.
2. Procurement Card Physical Security
  The PCard shall be stored in a locked space when not in use.
3. Card User Security Responsibilities
  It is Card User’s responsibility to safeguard the credit card and the account number when using the PCard. The Card User must not allow unauthorized individuals to have access to or use the PCard or its account number. The Card User should only have physical custody of the PCard for a period of time sufficient to make a purchase for the department. A Card User cannot maintain physical custody of the PCard for more than 24-hours, unless Budget Authority has provided written authority.
4. Card Verification.
  “See UO Staff ID” must be on the signature block of the PCard to ensure Card User verification.
5. Lost or Stolen Cards.
  If the card is lost or stolen, Card Custodian must immediately notify PCS at 541-346-2419/pcard@uoregon.edu, and US Bank at (800)344-5696.
6. Close or Cancel Account.
  To close or cancel an account or card, submit an Intake Sheet to PCS at pcard@uoregon.edu.
  
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Post Audit Internal Reviews
1. Audits.
2. UO Internal Audit and/or Purchasing Contracting Services department will conduct random PCard statement audits in order to verify department compliance with PCS and UO Policy. Department Card Custodian will be requested to provide PCard documentation, per the criteria below:
  Monthly card bank statement of PCard charges for past six months;
  Receipts for all charge line items
Procurement Card Misuse Violations
1. PCards are issued for business use only and may not be used for personal purchases. All purchases made via PCard must be in conformance with PCS Policy. If non-conformances are found, they must be categorized into one of two types: (1) Unintentional non-conforming purchases; and (2) intentional misconduct.
  1. Nonconforming purchases (unintentional errors) should be dealt with by noting the corrective action taken with the employee who made the nonconforming purchase.
  2. Intentional misconduct must be dealt with in accordance with the University’s policies and procedures on employee discipline for financial misconduct, up to and including, termination of employment and criminal prosecution, if warranted.
2. If external fraud (i.e. not by the department) is identified on a PCard, Program Administrator and/or Card Custodian, will facilitate the resolution of the fraudulent transaction(s). The compromised PCard account will be closed and Program Administrator will have US Bank issue a new PCard to replace the compromised PCard.
Procurement Card Program Training
1. All authorized individuals listed on the department PCard must have successfully completed the PCard online training and test prior to submitting the Intake Sheet to PCS. PCards will not be released until all individuals have successfully completed the PCard online training and test. To register for the Procurement Card (PCard) Policy Procedures online training visit MyTrack.
Detailed Roles Responsibilities
1. Card User
  Specific PCard Program responsibilities include, but are not limited to:
  1. Checks PCard in and out from Card Custodian.
  2. Secures the PCard and account number when in Card User’s possession.
  3. Makes PCard purchases in compliance with Program Policy and Procedures. Collects and submits to Card Custodian appropriate purchase documentation for each PCard transaction.
  4. Informs Card Custodian of transaction disputes and PCard administrative changes (i.e. when they will no longer act as an authorized Card User for the department).
  5. Informs Card Custodian, PCS, and US Bank, immediately regarding lost/stolen PCards.
  6. Resolves purchase returns and problem purchases.
  7. Personal responsibility for non-business charges.
2. Card Custodian
  Specific PCard Program responsibilities include, but are not limited to:
  1. Manages physical custody and security of the PCard and account number.
  2. Maintains complete transaction records.
  3. Reconciles monthly statement of PCard transactions.
  4. Ensures all authorized PCard roles have taken the PCard online training.
  5. Maintain records of department training.
  6. Notifies PCS of any changes to PCard authorized Users.
  7. Resolves problem purchases/disputes.
  8. Communicates all necessary information with Card Users, including policy nonconformance.
  9. Ensures compliance with UO PCard Policy and Procedures.
  10. Monitors department PCard transactions for appropriate use and potential fraudulent activity.
  11. Complete and submit PCard statements to department Budget Authority monthly. Journal Voucher all expenditures monthly to the appropriate account.
3. Budget Authority.
  Budget Authorities are accountable for the following:
  1. Making sound business decisions based on financial resources allocated to the unit.
  2. Ensuring that financial matters are conducted in accordance with sound business practice, generally accepted accounting principles, and in compliance with applicable laws, regulations, and procedures.
  3. Maintaining and reviewing adequate records that document decision-making in accordance with Program requirements and good judgment.
  4. Ensuring that any delegation of authority is judiciously made, formally documented, and communicated to the appropriate offices at the UO.
    Specific Program responsibilities include, but not limited to:
    1. Authorizes PCard application by signature;
    2. Identifies Card Custodian and Card Users;
    3. Reviews Card Custodian PCard transactions (unless delegated);
    4. Reviews monthly reconciliation and monthly statement and approves the monthly statement to indicate that the goods and services purchased were in accordance with PCS Policy. If nonconformance is found, document what corrective actions were taken;
    5. Ensures overall compliance with PCS PCard Program policy and procedures;
    6. Ensures that department Card Custodian has executed the Journal Vouchers (noted in 11.2.3 above), to the account appropriate for the goods or services purchased.
4. Procurement Card Program Administrator.
  Delegates Program duties as necessary. Specific Program responsibilities include, but are not limited to:
  1. Acts as primary liaison with US Bank and UO administration;
  2. Approves initial PCard application;
  3. Requests PCards from US Bank;
  4. Disseminates PCards to Card Custodians;
  5. Provides PCard training materials to departments;
  6. Processes Lost/Stolen PCards and updates;
  7. Performs conformance reviews and follow-up;
  8. Communicates review results to Card Custodians, Budget Authorities, and other UO staff, as appropriate;
  9. Addresses potential fraudulent transactions, including reporting, analysis, determinations, resolution and follow-up;
  10. Revokes, suspends or cancels PCards;
  11. Maintains records of:
    1. PCard requests.
    2. Credit Limits.
    3. PCard Authorizations.
    4. PCard Training.
    5. Budget Authorities, Card Custodians and Card Users, including changes/additions/deletions.
    6. Lost/Stolen/Destroyed PCards.
    7. Onsite Reviews.
      
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Purchasing and Contracting Services Menu

Table of Contents

Definitions

Who Should Know This Policy?

Background

Authority

References

Obtain a PCard

Changes to PCard Authorization

Individual Transaction and Credit Limit Information

General

Prohibited Use and Non-Chargeable Account Codes

Problem Purchases

General

Inadequate Documentation

Documentation Monthly Statement

Master Billing

Departmental Monthly Statement

Reconciliation of Charge Receipts

Verification of Reconciliation Completion and Review

Credits for Disputed Items

Credits for Third-Party Fraud Charges

PCard Physical Custody

Procurement Card Physical Security

Card User Security Responsibilities

Card Verification.

Lost or Stolen Cards.

Close or Cancel Account.

Audits.

Card User

Card Custodian

Budget Authority.

Procurement Card Program Administrator.