University of Arkansas

University of Arkansas

Procurement Card Program

What is a Procurement Card?

• A special Visa credit card issued by the University of Arkansas through US Bank to be used for official business purchases.

Who is eligible for a card?

• Any employee with an active wage rate in the BASIS system

Benefits of using a P-card

• Time and monetary savings• Consolidated billing• Less need for small dollar purchase

orders• Internet ordering• 24/7 purchases possible• Ability to get something when you

need it!

With Freedom Comes Responsibility

Spending Limits

• EACH TRANSACTION -The maximum single transaction limit is $2500 (including shipping costs and taxes).

• MONTHLY SPENDING- The maximum monthly expenditure limit is $25,000.

Departments are expected to request a limit that accurately reflects an individual’s usage and to perform a monthly review of each cardholder’s transactions.  

Making A Purchase• Purchasing In Person – The Cardholder takes the P-Card to

the supplier and verifies the supplier accepts the Visa card. • Phone Orders – The Cardholder may telephone an order to a

supplier. • Internet Orders – The Cardholder may use electronic mail to

submit an order to a supplier.

Shipping and Receiving Instructions- It is strongly recommended that goods ordered via the P-Card be shipped directly to your departmental campus address via UPS, Federal Express, or other method suitable for the items purchased unless the package contains hazardous materials which may require special handling.

Non-allowable Charges

• Alcoholic Beverages of Any Kind• Food Purchases-Restaurants• Travel Expenses of Any Kind(Vehicle Rentals,

airfare, restaurants, hotel, registrations, etc.)• Printing of Any Kind• Cash Advances• Gift certificates• Fuel• Personal Purchases• SPLIT PURCHASES

Non-allowable charges cont.

• Campus suppliers--Printing Services & Physical Plant

• State contract items

• See attached list for additional non-allowable charges

University Primary Suppliers

• UA Computer Store (Gateway,Dell, HP)• Staples (office supplies)• VWR International (scientific

supplies/chemicals)

Note: Be conscious of buying from competitors of the University’s primary suppliers. The University receives benefits from these primary suppliers that benefit everyone, so please be supportive of these contracts.

Additional Limitations

• Rebates - Any rebates received by the Cardholder as results of a P-Card transaction shall be deposited back into the appropriate departmental account and documentation reflecting the transaction shall be sent to Business Affairs to image into the FYI system.

• Promotional type items received as the result of a P-Card transaction shall become the property of the University and shall be utilized by the applicable University department.

Circumstances for Decline of Card

• You have exceeded your designated transaction limit

• You have exceeded your designated monthly limit

• You attempt to use the card for a blocked merchant category

Cardholder Responsibilities

• Complete training and sign cardholder agreement prior to issuance of a P-card

• Keep your P-card and account number confidential

• Use the P-card for University business ONLY• Use the delegation form when asking

someone else to make purchases on your behalf

• Understand non-allowable purchases

Cardholder Responsibilities Cont.

• Do not split transactions to avoid maximum dollar limits

• You MUST obtain receipts for EACH transaction and provide to the departmental person responsible for approving the charges in the BASIS system

• No cash refunds for returns• No exchanges

Cardholder Responsibilities Cont.

• Understand that intentional misuse or abuse of the P-card will result in immediate revocation of charging privileges and possible disciplinary and legal action

• Return your P-card to the PCA immediately upon termination of employment or if no longer using the P-card

• Report a lost or stolen P-card immediately to US Bank at 1-800-344-5696 and then to the PCA at 479-575-6279

Card Use Delegation

• The University has developed a procedure so you may delegate the use of your card to someone else if the need arises.

• This procedure is not for continual use of your card by someone else. They should obtain their own card if they are responsible for buying.

• The Cardholder Delegation Form must be completed and attached to the receipt, and sent to Accounts Payable for imaging into FYI.

Lost or Stolen Cards

• Must be reported within 48 hours; please report immediately to US Bank at 1-800-344-5696 (24 hours a day, 365 days a year).

• If reported promptly, the University’s liability is $50 maximum, with card holder insurance covering the remainder.

• Notify the UA Procurement Card Administrator at the first opportunity during normal UA business hours at 479-575-6279.

P-Card Cycle Reconciliation

• All transactions must be approved within the designated monthly cycle and charges reallocated to the appropriate cost center number(s).

• All receipts must be received in the Business Affairs office within five(5) days after the monthly cutoff date.

• NOTE: Regardless of whether an individual approves the charges, US Bank will be paid. Charges that have not been approved will be flagged and subject to audit review and possible suspension of privileges.

Monthly Transaction Cycle

• Begins on the 16th of each month and ends on the 15th of the next month

• All charges must be approved by the cut-off date and receipts imaged into FYI within five (5) days after the monthly cut-off date.

4 Quick Ways to Lose Your P-card Privileges:

– Not approving the charges in the BASIS system

– Failure to forward your detailed receipts for charges and/or credits so they can be imaged into FYI

– Buying items that are not allowable within purchasing regulations & laws

– Making a personal purchase

Consequences of Inappropriate Card Use – 1st offense

• Written warning from the Business office

• Additional training will be offered

Consequences of Habitual Inappropriate Card Use

• Suspension of the card

• User and TARGET approver will be notified by e-mail

• To reinstate privileges:– Memo from user’s TARGET approver giving

adequate justification– If approved by the Business Office, user must

attend P-card training again

Suspected Fraudulent Card Use

• Immediate suspension of card

• User and TARGET approver will be notified by e-mail

• Internal Audit will be notified immediately

• Possible criminal investigation and prosecution

• Termination of employment

P-Card Listserv

• You will automatically be added to the listserv maintained by the Procurement Card Administrator

• Please read ALL messages that the PCA places on the listserv – they are IMPORTANT!!!

Need Help?

Contact the Procurement Card Administrator (PCA) for help:

Name: Connie ObergAddress: UofA Procurement DepartmentPhone: 575-6279Fax: 575-4158E-Mail: [email protected]

The PCA will provide support and assistance to cardholders and campus departments with any problems that may arise.

FAQ’s Forms

• Frequently asked questions are available at www.uark.edu/pcard.

• Cardholder Delegation Form, Disputed Item Form, Lost/Unobtainable Receipt Form and Transaction Log Form are all available at the same website.