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Purchasing Card Program

Purchasing Card Policies Overview

Purchasing Card Use:  The card works just like a personal credit card, except the university pays all charges in full. It is to be used only for the purchase of supplies, unless exceptions are specifically approved by the Program Administrator. Spending parameters for each card are set at $2,500 per transaction.

Card Set-up:  Applicant completes a Card Application and submits it to his/her appropriate Department Head and Vice President for approval and completion. The application is then sent to the Program Administrator.

Cardholder Liability:  The Purchasing Card is a corporate charge card and will not affect your personal credit. It is your responsibility to ensure that the card is used within stated guidelines of the Card Manual as well as University Policies and Procedures. Failure to comply with program guidelines may result in permanent revocation of the card, notification of the situation to management, and appropriate disciplinary action.

Allocation of Purchasing Card Charges to University Departments:  A standard budget account is assigned to each purchasing card issued and all card transactions will be charged to that budget in the absence of notification otherwise.

Audit:  The State Budget and Control Board – Materials Management Office will conduct procurement audits on a three-year rotational basis to include review of card use and maintenance. Additionally, there will be periodic departmental audits performed by the Program Administrator.

Lost, Misplaced or Stolen Purchasing Cards:  Report any lost or stolen Purchasing Card immediately to Bank of America toll-free at 1-800-538-8788. Representatives are available to assist you 24 hours a day, 365 days a year. Be sure to notify your Department Liaison and the Program Administrator about lost or stolen cards at the first opportunity during normal business hours.

Last Published: September 14, 2011 9:56 AM
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