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The University of Missouri Purchasing Card Policy Manual

Revised May 8, 2014

Table of Contents

1. Program Overview

1.1 Purpose

1.2 Program Benefits

1.3 Credit Card Company

2. Purchasing Card Controls

2.1 Purpose

2.2 Reason for the Policy

2.3 Departmental Internal Controls

2.4 Responsibilities of Department Administrative Heads

2.5 Responsibilities of Cardholders

2.6 Responsibilities of Approving Officials

2.7 Issuance of Purchasing Card

2.8 Purchasing Card Limits

2.9 Purchasing Card Security

2.10 Lost, Stolen, Misplace Cards or Fraudulent Charges

2.11 Cardholder Terminations and Transfers

3. Purchasing Card Policies and Procedures

3.1 Responsible Authority

3.2 Allowable Purchases

3.3 Purchasing Card with Transportation Privileges

3.4 Student Purchasing Card

3.5 Payment Solutions

3.6 Prohibited Purchases

3.7 Campus Specific Purchasing Card Requirements

3.8 Required Documentation

3.9 Transactions Requiring Special Documentation or Approval

3.10 Splitting or Stringing Purchases

3.11 Sales Tax Exemption

4. Penalties

4.1 Responsibility

4.2 Cardholder Penalties

4.3 Department Penalties

Purchasing Card Program Key Contacts
 
Forms:

 

 1. Program Overview

 1.1 Purpose

The University of Missouri purchasing card program is designed to provide a more efficient means of making routine purchases and payments by reducing paperwork, allowing for more control and responsibility at the school or department level, and streamlining the purchasing cycle. This manual outlines the benefits of the program, describes the responsibilities of cardholders and fiscal managers, and enumerates the program's policies.

Cardholders use the purchasing card to purchase allowable goods and services but billing and settlement are centralized. All transactions are automatically loaded into the accounting system, thus reducing the need for purchase requisitions, petty cash, invoices, and vouchers. To ensure proper account information, the cardholder and unit administrator need to routinely review transactions and make needed adjustments to accounting codes and descriptions using a webbased application.

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 1.2 Program Benefits

  • Streamline the processes for small dollar orders and payments.
  • Enable employees to be more efficient and focus on their core missions.
  • Reduce paperwork and processing time in the employee's department as well as Procurement and Accounting.
  • Provide cost savings through consolidated payments (one monthly payment to MasterCard versus multiple vendor payments) which guarantees faster payments to the vendor.

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 1.3 Credit Card Company

The University utilizes a Master Card and has selected JPMorgan to provide the purchasing card program. PaymentNet offers a web based software solution that simplifies and accelerates the reconciliation process.

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2. Purchasing Card Controls

 2.1 Purpose

Effective controls provide schools and departments with reasonable assurance that institutional objectives have been achieved through sound financial management. Procurement Operations is available to assist departments with training, technical assistance and financial/operational reviews regarding the purchasing card program.

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 2.2 Reason for the Policy

Responsibility for financial control and stewardship of the purchasing card program rests with each department. The department is responsible for ensuring that each cardholder is performing their purchasing duties with competence and honesty, and for monitoring the effectiveness of the accountability structure. Through effective controls, a department can:

  • Safeguard University assets.
  • Prevent, detect, and correct errors and irregularities.
  • Ensure reliability of financial information.
  • Ensure compliance with purchasing card policies and procedures.
  • Maintain appropriate records in a safe and secure location.

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 2.3 Department Internal Controls

Each school or department should establish internal controls sufficient to regulate the department's purchasing card activities. The responsibility for appropriate use of the card lies not only with the cardholder, but also with the approving department. The purpose of the controls is to prevent errors or fraudulent use of the card. The Department's internal controls should include:

  • Approving purchasing card applications.
  • Setting appropriate transaction limits and card usage for each requested purchasing card.
  • Reviewing all charges billed to a cardholder's card to ensure that the charges are verified, appropriate and reconciled by someone other than the cardholder.

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 2.4 Responsibilities of Department Administrative Heads

  • Designate approving officials and cardholders.
  • Establish monthly and transaction spending limits and card usage for each department cardholder.
  • Approve applications.
  • Ensure that employees who will be issued a purchasing card or have been delegated responsibilities under the purchasing card program meet all program requirements and have duties commensurate with the established spending limits.
  • Ensure that all employees abide by the purchasing card program policies and procedures.

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 2.5 Responsibilities of Cardholders

  • Participate in University purchasing card training and sign the cardholder agreement to acknowledge the responsibilities of the use of the purchasing card.
  • Abide by all purchasing card policies and procedures when making purchases. Abuse or misuse of this privilege can subject the cardholder to disciplinary action, up to and including dismissal from the University.
  • Ensure the physical security of the purchasing card and protect the account number.
  • Immediately report lost or stolen cards to JPMorgan, cardholder's approving official, and Procurement Operations.
  • In the event of a name change, cardholder should fill out the section titled 'Name Change' on the Online Outlook UM PCard Change Form. All appropriate signatures are required on the form before forwarding the online form to UM Procurement Pcard.
  • Provide required documentation for each purchase. Forward documentation to the approving official.
  • Review and verify all transactions that have posted to PaymentNet. Sign Cardholder Statement of Account (PeopleSoft).
  • Identify disputed items and contact merchant directly to resolve disputes.
  • Abstain from splitting or stringing charges to circumvent delegated authority levels. (See Section 3.10)
  • Cards may be left active while a cardholder is on leave from the University to allow for pending or reoccuring charges to post.  During the leave, the card may not be shared with other individuals to make purchases on the cardholder's behalf during his/her absence.
  • Upon termination of employment or transfer to another position in the University, discontinue use of the purchasing card and return the purchasing card to the approving official. Additionally, review and reconcile all outstanding purchasing card transactions prior to termination or transfer.

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 2.6 Responsibilities of Approving Officials

  • Participate in University approving official training and sign cardholder agreement to acknowledge the responsibilities of the use of the purchasing card.
  • Routinely monitor purchasing card activity of cardholders. Ensure compliance with purchasing card policies and procedures. Immediately report any abuse or misuse of purchasing cards to Procurement Operations.
  • Review and reconcile all cardholder transactions in PaymentNet on a regular basis. Adjust Mo Codes/PeopleSoft accounts as appropriate. These transactions are received on a daily basis from the bank through PaymentNet at www4.paymentnet.com. Approving officials, or other designated individuals, must reconcile the individual receipts to the on- line transaction file. Approving Officials may delegate on-line editing of cardholder transactions. However, all Approving Officials are required to sign the Cardholder Statement of Account (PeopleSoft) as verification that the cardholder's transactions were appropriate and in accordance with policies and procedures.
  • Collect all documentation and follow the University's guidelines for retention. For further information contact Records Management at www.umsystem.edu/ums/fa/management/records/guide/.
  • Track disputed items to ensure proper credit is received. Any discrepancies in billing must be marked as disputed charges using the PaymentNet system. The dispute form is submitted to JP Morgan online. Disputes can be processed up to 60 days from the end of the first billing cycle in which the transaction occurred.
  • Cardholder Statement of Account PeopleSoft must be printed for each cardholder for a billing cycle and signed by both the cardholder and approving official. Billing Cycles run from the 25th of one month to the 24th of the next month. The exception is if the 24th falls on a weekend or holiday, the billing cycle will end on the closest business day (this will be the next business day if a holiday falls during the week). Review, sign and approve Cardholder Statement of Account PeopleSoft. Fax (573-884-1293) or email (process for emailing statements) Cardholder Statements of Account (PeopleSoft) by the 10th of the month via the Imaging system. New billing cycle dates are posted on the Procurement Services websites each fiscal year. If unique circumstances occur and the approving official is unable to submit documentation by the designated due date, he/she should communicate with Procurement Operations in writing prior to the tenth (10th) of the month.
  • In case of employee transfer or termination, ensure the cancellation of the purchasing card by submitting the Outlook online Cancellation Form to UM Procurement Pcard. (See Section 2.11)

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 2.7 Issuance of Purchasing Card

  • The University in coordination with JPMorgan issues the purchasing card.
  • The purchasing card will include the name of the cardholder, department, and institution.
  • The Purchasing Card Cardholder Application Form, including the Purchasing Card Agreement, must be completed and approved before the card will be ordered. Application/Agreement will need to be scanned and emailed to UM Procurement Pcard.
  • Cardholders will be required to complete the online training tutorial and test before a card will be issued.
  • The Purchasing Cards for the new cardholders will be mailed via campus or courier mail after receipt of passing the quiz.
  • Cardholder must sign the back of the purchasing card in order for the card to be valid. The Purchasing Card Receipt Form must be returned to the Procurement Operations Department. If Procurement Operations does not receive the form by designated date, the limit on the card will be set to $1.00 until form has been received.
  • Cardholder must be a University of Missouri faculty or staff member. Under unique circumstances, a non-University employee, or student may have a business need to obtain a purchasing card. The department must submit the Appointment Request form for approval to the Procurement Operations Office when a non-University employee card is being requested.
  • Cardholder's approving official or other designated person must have participated in training and have Internet access to PaymentNet to review and approve monthly cardholder transactions.
  • Cards expire every three years on the last day of the expiration month. The expiration month is embossed on the front of each card. Cards are automatically reissued to cardholders who have used their cards within 12 months prior to expiration. JPMorgan sends the cards to the Procurement Operations Office. Cardholders are required to complete the online training tutorial and test to insure the cardholder has been made aware of any changes in policy since the card was originally issued. Notification is sent to the cardholder stating the card will be arriving by campus mail along with the Purchasing Card Receipt form. The Purchasing Card Receipt form will need to be signed and returned to the Procurement Operations Office within 10 days of receipt. If the receipt form is not returned within the designated date the card will be set to $1.00 until the form has been received. back to top

 2.8 Purchasing Card Limits

The maximum dollar limit shall not exceed $5,000 per transaction. Each department is responsible for setting the appropriate per transaction limit with the individual cardholder's responsibilities and purchasing activity.

The monthly maximum limit is $15,000. Limits over $15,000 may be requested if a business need exists. Any requests for limits over $15,000 must be submitted in writing for approval by Procurement Operations. Each department is responsible for setting the appropriate monthly transaction limit with the individual cardholder's responsibilities and purchasing activity.

Annually, Procurement Operations will provide each department with a Purchasing Card Utilization Report. The report will provide, by department, each cardholder's name, card limits, and previous calendar year transaction history. The purpose of the report is for departments to manage their purchasing card program including, for example, verifying that cardholders are correct, ensuring that purchasing card limits are appropriate relative to cardholder activity, and canceling any inactive or unneeded cards. Departments must respond to Procurement Operations within 30days of receiving the report, verifying that all cards are needed and limits are set appropriately. Card cancellation and change requests are to be made on the Utilization Report Change Tab or by using the online Outlook form UM PCard Change Cancellation. Purchasing Card Change/Cancellation Form. Departments not responding to Procurement will have cards temporarily suspended until verifications have been made. Annually, Procurement Operations will analyze cardholder activity to determine that spending limits are consistent with usage. Where exceptions are noted, Procurement Operations will work with the Departments to set appropriate limits.

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 2.9 Purchasing Card Security

The University purchasing card should always be protected. The card should be kept in a secure location. The only person authorized to use the purchasing card is the cardholder whose name appears on the face of the card. Under no circumstances may a cardholder allow another individual to use his or her purchasing card.

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 2.10 Lost, Stolen, Misplaced Cards or Fraudulent Charges

In order to protect the University's interest, lost or stolen purchasing cards must be reported to JPMorgan (1-800-270-7760), the cardholder's approving official, and Procurement Operations. The cardholder can be liable for all charges incurred until the card is reported lost, stolen or misplaced.

In the case of fraudulent charges, JPMorgan often catch suspicious charges before the cardholder notices any activity on his/her card. JPMorgan will contact the cardholder directly at which time the cardholder will need to verify the charges in question. A temporary block is placed on the card until the charges have been verified by calling JPMorgan Fraud Team at 1-888-307-2990 or by calling Customer Service at 1-800-270-7760. It is the responsibility of the cardholder to work directly with JPM to resolve the issue.

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 2.11 Cardholder Terminations and Transfers

Cards must be canceled within 48 hours after the cardholder's final billing cycle for faculty or staff members who terminate employment, transfer to another department or assume different duties that do not require the use of the purchasing card. Cards must be canceled within 48 hours of termination for faculty or staff members terminated for disciplinary reasons. The approving official must collect the card at the time that the employee leaves as a part of the exit interview.

A Purchasing Card Cancellation Form must be sent to UM Procurement Pcard. Departments should either cut the card in half through the 16 digit account number or shred it.

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3. Purchasing Card Policies and Procedures

3.1 Responsible Authority

The authority to set and enforce purchasing card policies and procedures lies with Procurement Operations or Procurement Services. When a business case exists, exceptions to the purchasing card policies and procedures may be granted upon request from a department and with written approval from Procurement Operations or Procurement Services. Procurement Operations may impose stricter requirements than those stated in this policy manual.

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 3.2 Allowable Purchases

The University purchasing card may be used for non-capital equipment, supplies, and services costing less than $5,000 (including any applicable tax and shipping) when not prohibited. For purchases or payments where the purchasing card is the preferred method of payment see the Procure/Payment Method for Expenditures-Reference Guide.

All purchases must be made in accordance with established University policy. All purchases made with the purchasing card must be for expenses associated with official university business. Use of the purchasing card for unauthorized, inappropriate, or personal items may result in penalties as indicated in the University Purchasing Card Policy Manual, Section 4, Penalties.

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 3.3 Purchasing Card with Transportation Privileges

The University of Missouri purchasing card can include the ability to purchase certain transportation services, as defined below. Policies and procedures for the use of the purchasing card apply when used for transportation purchases. Responsibility and accountability for transportation purchases reside at the department level.

A. Obtaining Transportation Purchasing Ability

To obtain transportation purchasing ability for a new Purchasing Card:

  • Use the Purchasing Card Application and Agreement Form. Fill out the required information and indicate a need for transportation purchasing.
  • Obtain the necessary approvals and submit the form to Procurement Operations for processing.

To obtain transportation purchasing for an existing Purchasing Card:

  • Use the Purchasing Card Change Form found in Outlook to indicate Transportation purchasing should be added to a card.
  • Obtain the necessary approvals and submit the form to Procurement Operations for processing.
B. Allowable Transportation Purchases
  • Airline Tickets
  • Rail Tickets
  • Airport shuttle services arranged in advance
  • Bus charters on prior approved contracts when authorized by Procurement Services
  • Rental Cars- (Enterprise and National Car Rental only)
  • Allowable transportation purchases may be purchased for non-employees when the University pays their travel (e.g. candidates on recruiting visits).
C. Guidelines
  • The cardholder is the only person authorized to make purchases using his/her card
  • When using a travel agency, the use of a contracted agency is preferred because of reduced transaction fees.
  • Transportation purchases may also be made through the Internet when available and appropriate
D. Required Documentation
  • Itinerary/Invoice/Rental Car Contract
  • Business purpose of the trip, which is required for tax purposes should be recorded in PaymentNet in Transaction Notes including the complete spelling of any acronyms (this information is available through drilldown in web financial reports after the monthly upload to PeopleSoft). Additionally, it is recommended that the cardholder also record business purpose in Comments in abbreviated form because this information prints on the monthly Statement of Account (PeopleSoft)
  • In addition to the business purpose of the rental car the number of days the vehicle is rented needs to be recorded in the comments field of the PaymentNet system for reporting purposes
  • Approval is required by the traveler's administrative superior or designee as determined by each campus.
E. Rental Car Insurance

An individual renting a vehicle contractually assumes liability for any loss or damage to that vehicle regardless of fault. Rental car agencies offer collision damage liability coverage (CD/LDW) for a daily fee however, this coverage is automatically provided either by the Purchasing Card when used to rent the vehicle or by the university's self-insured program; Enterprise/National have agreed to include the CD/LDW at no charge. Risk and Insurance Management recommend that you always use your Purchasing Card when renting a car as it provides physical damage coverage at no cost to the University. Enterprise/National Car Rental Agencies are the primary insurance provider on the rented vehicle. If you do not use the purchasing card the university's self-insured program pays for the physical damage to the rental car.

When renting a vehicle in the United States or Canada, you should accept all options for accidents as you are covered by Enterprise/National Car Rental Agencies. When renting a vehicle in any country other than the United States or Canada, Risk and Insurance Management recommend that you purchase the insurance option.

F. Reporting Rental Car Accidents and Injuries

All accidents involving rented vehicles are to be reported immediately to Enterprise/National and to the appropriate campus contacts. See contact listing at http://www.umsystem.edu/ums/fa/management/risk/contacts/ regardless of the amount of damage or extent of injury. This report should be completed by using the Vehicle Accident Report Form UM-5, which can be found at: http://www.umsystem.edu/ums/fa/management/records/forms/risk/. Reports must be initiated by the driver of the vehicle involved in the accident, or a passenger if the driver is incapacitated, and submitted to the employee's department as soon as possible following the accident. It must be typed for signature of both the driver and the department head or supervisor.

The University Police Department (if accident is on campus) and/or Local Police Department are to be notified immediately after the accident occurs so they may respond appropriately.

In addition to reporting the accident the following items must be submitted with the UM-5 form:

  • Rental Agreement
  • Charge card receipt
  • Police report (if applicable)
  • Rental Car accident report
  • Front and back copy of renter's drivers license

The campus contact will forward the report to the University's third party claims administrator listed below within 72 hours after the accident:

Corporate Claims Management, Inc (CCMI)
770 Spirit 40 Park
Chesterfield, MO 63005
Phone: 800-449-2264 or 636-519-0330

If you have any questions or need additional information on reporting accidents, or other policies on insurance contact your campus contact or Risk and Insurance Management website.

Note: Departments are responsible to verify on travel vouchers that transportation expenses claimed were NOT charged to a Purchasing Card.

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 3.4 Student Purchasing Card

The Student Purchasing Card is designed to provide a more efficient means of allowing students in selected departments to make small dollar in-store university purchases. For more information, please see The Student Purchasing Card Policy Manual.

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 3.5 Payment Solutions

The purchasing card is designed to be a tool for making both purchases and payments. At times there may be a benefit to the University to expand the use of the card to make purchases or payments which may require an exception to the purchasing card policies and procedures. Such exceptions must be pre-approved in writing by Procurement Operations or Procurement Services.

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 3.6 Prohibited Purchases

  • Cash Advances
  • Construction, Renovation or Installation Services (Unless appropriate documentation is obtained)
  • Computer Hardware and Software (prohibited by St. Louis campus only)
  • Leases/Rentals requiring a signed agreement (unless a master agreement is on file with Procurement Services)
  • Maintenance/Service Agreements requiring a signed agreement (unless a master agreement is on file with Procurement Services)
  • Software Licensing Agreements requiring signatures (unless a master agreement is on file with Procurement Services)
  • Personal items or loans
  • Medical Services
  • Any item(s) that can be purchased from Show-Me Shop Vendors
  • Systems Furniture under contract (prohibited by St. Louis campus only)
  • Purchases involving trade- in of University property (unless prior written approval is provided by Procurement Services)
  • Travel Expenses (e.g. lodging, meals)
  • Services of sole proprietorships, individuals, or non- incorporated businesses (Unless appropriate documentation is obtained)
  • Professional and Consulting Services
  • Internet purchases requiring agreement to online terms and conditions (e.g. E-bay, other survey sites excluding Survey Monkey)
  • Any purchase categories blocked through the purchasing card Merchant Category Codes (MCC) as determined by Procurement Operations.
  • Intellectual Property (e.g. photography services, webpage/software development)

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 3.7 Campus Specific Purchasing Card Requirements

Each campus may impose stricter requirements than those stated in this policy manual. Each campus has adopted specific requirements regarding the purchase and or payment of certain items (e.g. telecommunications, catering). For further information see the Procure/Payment Method for Expenditures - Reference Guide.

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 3.8 Required Documentation

A receipt or substitute documentation must support each purchase. If a receipt shows a limited amount of information or only has part numbers, added information from the Cardholder is beneficial.

The preferred documentation is listed below in order of preference:

  1. An original receipt from the vendor including:
    1. Supplier Name
    2. Transaction Amount
    3. Date
    4. Itemized description of item(s) purchased.
  2. Copies or facsimiles of the original receipt.
  3. A packing slip or other documentation received from the supplier.
  4. A screen-print or order confirmation e-mail, when making Internet purchases, or a copy of an order- form that was mailed to a supplier to request an item.
  5. If a cardholder is unable to obtain the above listed preferred documentation, a completed Replacement Receipt Form shall be completed documenting the transaction and verifying it was for official business. Purchases over $5 must have the letter from JP Morgan proving a request for receipt was made and the bank was unable to provide it before a Replacement Receipt Form will be accepted. Requested receipts from JP Morgan can take one to two months to receive. A $5 fee may be charged.

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 3.9 Transactions Requiring Special Documentation or Approval

  • Alcoholic Beverages - At times there are legitimate expenditures for alcohol related to the promotion of the University's interests. A statement explaining how this expenditure benefits the University must be provided in the PaymentNet system for each purchase of alcohol products.
  • Dues - Use of University funds for organizational memberships and dues may be permitted for institutional memberships in organizations that provide educational or professional service of value to the institution or to one of its component parts. Generally, University funds may not be used to pay individual personal membership dues, unless needed to discharge University responsibilities, or which provide educational, professional and other services of value to the institution. The purpose of the membership, the complete name of the organization and the name of the member should be clearly described in the PaymentNet System.
  • Food for Human Consumption - Food can be purchased for a University sponsored event/meeting as long as there is sufficient documentation to support the charge.  Documentation should include the receipt and the specific business purpose of the meeting/event, names or titles of individuals attending and their relationship to the University (e.g., donor, job candidate and the institution/company represented when applicable) or names of groups/committees and approximate number attending (e.g., approx 30 fiscal officers).  If the Approving Official attends the event/meeting, his/her supervisor must also sign the statement for approval.
  • Food for Non-Human Consumption- If food is purchased for non human consumption the purpose must be provided in the PaymentNet system.
  • Fuel - Whenever possible fuel should be purchased from the University Gas Station using a University issued fuel card. (University gas station is located on the Columbia campus) The Kansas City, Missouri S&T and Columbia campuses utilize the JP Morgan fleet card. The St. Louis campus allows the use of the purchasing card to outside vendors to purchase gasoline for a University vehicle. The license number of the vehicle for which gas was purchased must be entered in the PaymentNet system. If fuel is purchased for other reasons it must be documented in the PaymentNet system.
  • Hazardous or Radioactive Materials - Items which may be flammable, corrosive, reactive, explosive, toxic or radioactive are considered hazardous and may be purchased with the Purchasing Card, but only by or on behalf of a person who is authorized or approved. These purchases must be reported and documented in the PaymentNet System and in accordance with the appropriate campus requirements.
  • Incidental Expenses - Certain exceptions to incidental expenses can be made including, for example, flowers, personal convenience items, holiday decorations, and greeting cards. (See UM Business Policy Manual, Section 217). Unusual items that do not have an obvious University purpose must have a statement in the PaymentNet system explaining how the items will benefit the University.
  • Third Party Payment Providers - If a third party payment provider is being used, including for example PayPal provide documentation as to what the item was and whom the actual item was purchased from in the PaymentNet system.
  • Logo/Licensed Items - Any item bearing one or more of the University designs, seals, trade names and symbols that have come to be associated with the University of Missouri, University of Missouri-Columbia, University of Missouri-Kansas City, University of Missouri-Rolla, or the University of Missouri-St. Louis. Items that are to be printed may be purchased with prior approval of the appropriate campus licensing and trademark office. Items that are pre-printed can be purchased without prior approval from the appropriate campus licensing and trademark office and must be documented in the PaymentNet System.
  • Transportation - Business purpose of the trip, which is required for tax purposes, should be recorded in PaymentNet in Transaction Notes including the complete spelling of any acronyms (this information is available through drilldown in web financial reports after the monthly upload to PeopleSoft). Additionally, it is recommended the cardholder also record business purpose in Comments in abbreviated form because this information prints on the monthly Statement of Account (PeopleSoft). For rental cars include the number of days the vehicle was rented. Approval is required by the traveler's administrative superior or designee as determined by each campus.
  • Gift Cards - IRS Guidelines view Gift Cards to be equivalent to Cash.  Cards are not to be purchased with the PCard unless Accounting Services has verified the program has been approved in accordance with BPM – 220 Gift Card Policy and the card needs cannot be met utilizing the purchasing options within Show Me Show.  In such case, a Supply Chain CRM must provide purchase exception approval.  Approval and Exception documentation must be kept with the PCard transaction receipt.
  • Information & Telecommunications - Purchases must be in accordance with BPM-1204.

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 3.10 Splitting or Stringing Purchases

The splitting or stringing of purchases with the University purchasing card is prohibited. Splitting or stringing is the practice of committing multiple purchasing card transactions to circumvent delegated authority levels, bypass University competitive bidding requirements, or avoid maximum delegated authority levels.

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 3.11 Sales Tax Exemption

The University is tax exempt and should not pay sales tax. The University's tax exempt number is on the front of each purchasing card. There are some states that comply with our tax exempt id.  For a listing of states see the controllers website at www.umsystem.edu/ums/fa/controller/accountingservices-NonMOsalestaxinfo. Some suppliers may request a copy of the tax exempt form. A copy can be found at www.umsystem.edu/ums/fa/management/travel-tr106. The cardholder is responsible for insuring that sales tax is not charged at the time of purchase. If sales tax is charged by mistake, the cardholder's department may decide if the cardholder must contact the vendor to request a refund.

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4. Penalties

 4.1 Responsibility

Cardholders are responsible for and accountable to the University for all purchases made with the purchasing card and they must adhere to all University and department policies regarding its use. All purchasing card purchases should be for official University business only. Cardholders may not make non-University travel arrangements with the Purchasing Card. Any employee who fails to use the purchasing card properly or abuses the use of the purchasing card shall be subject to cardholder penalties listed in section 4.2 and, in addition to the penalties outlined herein, may be subject to personnel disciplinary action, up to and including dismissal. The University will seek restitution for any inappropriate purchases made with the card. All cases of misuse or abuse of the purchasing card must be documented by the department and Procurement Operations shall be informed in writing.

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 4.2 Cardholder Policy Violations

When policy violations by a particular cardholder are identified during the Approving Officials review of the monthly transactions, the following process shall be followed:

  • If a single abuse occurs by a particular Cardholder, the Approving Official issues a warning and informs Procurement Operations in writing.
  • In the second instance of abuse, the Approving Official notifies Procurement Operations and suspends the card for at least one (1) billing cycle.
  • If problems continue after the card is reinstated, the Approving Official shall request cancellation or suspension of the card up to one (1) year.
  • An Approving Official can skip all of the steps if the incident is severe enough, suspend the card permanently and exercise disciplinary action, up to and including dismissal based on the facts and circumstances of the violation.

Procurement Operations can impose the same penalties stated above if problems are found during department reviews. If warnings are issued by Procurement Operations, the Cardholder and Approving Official will be notified. The Vice Chancellor, Dean, or Department Head will also be notified if the card is either temporarily or permanently suspended.

If an Approving Official is not the Cardholder's supervisor, he/she has a responsibility to notify the Cardholder's supervisor of any policy violations.

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 4.3 Department Penalties

Procurement Operations may impose penalties for any of the following occurrences:

  • If transactions are not reviewed in the PaymentNet System and signed statements are not provided to Procurement Operations by the 10th of each month.
  • Repeated Cardholder abuse and/or department abuse.
  • Improper Documentation

 

When penalties are imposed by Procurement Operations, the following process will occur:

  • At the first instance, Procurement Operations will issue a warning to the Approving Official and will turn the problem over to Internal Auditing if it is severe enough.
  • If things are not corrected after a second review, Procurement Operations will contact the Vice Chancellor, Dean, or Department Head and cards for the entire department may be suspended for at least one (1) billing cycle.
  • After a third review, Procurement Operations may cancel the cards up to one (1) year.

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Purchasing Card Program Key Contacts

 

Finance Support Center Contact Number's

Columbia - (573) 882-3201
Kansas City - (816) 235-1371
Missouri S&T - (573) 341-4266
St. Louis - (314)516-5366
Toll Free - 877-752-3334

P-Card Inbox 

 
Luz Oliveros

Procurement Support Specialist
1105 Carrie Francke Drive
Columbia, Mo 65211
(573) 882-1572
email

 

Lori Zoeller

Procurement Support Specialist
1105 Carrie Francke Drive
Columbia, Mo 65211
(573) 882-8196
email

 

Brenda Reifschneider

Coordinator eCommerce
1105 Carrie Francke Dr.
Columbia, Mo 65211
(573) 882-0874
email

Reviewed 2014-11-26.

Finance Support Center
  • Finance Support Center
  • Finance Support email
  • Hospital and Clinics: 884-1234
  • Missouri S&T Campus: 341-4266 or 877-752-1117 (after hrs)
  • UMKC Campus: 235-1371
  • UMSL Campus: 516-5366
  • UMSYS, UOEXT, MU Campuses: 882-3201
  • Toll Free All Campuses: 877-752-3334
  • Finance Support Center may be unavailable Mondays from 2:30-3:30pm for staff meeting.