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The Procurement Card Internal Control Structure Procurement Card User Agreement The
As a major public institution, The Ohio State University is held to a high level of accountability for its business practices. Accordingly, every reasonable effort must be made by all employees to ensure that funds are used in a responsible and appropriate manner consistent with the Universities mission, applicable law, and ethical practice. Employees who have been delegated the authority and privilege to purchase goods and services on behalf of the University using a PCard must agree to abide by: ü The Ohio State University’s Accountable Plan as set forth by Purchasing and Accounts Payable policies and procedures; ü PCard policies and mandatory requirements as referenced at www.osupcard.com; ü Additional policies set forth by the cardholder’s department and/or college area. Standard Use Policies The issuance of a PCard is for the convenience of the department and the staff member. The PCard should never be used by any unauthorized personnel. In addition, those authorized to use a PCard will abide by all university and college policies and procedures. All PCard purchases must have prior approval from a designated signatory before making a purchase. Finally, it is the PCard Users responsibility to ensure that the vendor does not charge sales tax. PCard Users must obtain the credit for any inappropriate sales tax charge. Violations of University, PCard or department/college policies and procedures can result in the PCard being revoked. Based on the severity of the fraudulent or misuse of the PCard, corrective action can include the following: ü Notification in writing to cardholder; and/or, ü Personal restitution for any inappropriate charges; and/or, ü Temporary loss of privileges; and/or, ü Permanent revocation of card; and/or, ü Termination and/or possible criminal action.
Business Meals Involving Alcohol Business meals involving alcohol must
be pre-approved. All alcoholic purchases must be made separately
using personal funds which will then be reimbursed according to the guidelines
of reasonable and acceptable limits using departmental discretionary funds.
For information regarding serving alcohol at university event, visit http://legal.osu.edu/alcohol.html. Standard PCard User Purchasing Procedures Prior to any purchase, PCard User must: 1. Complete a “College Purchase Request” form and acquire supervisor approval. 2. Purchaser takes approved “Purchase Request” form to Delegated Buyer for processing.
3. Take “Purchase Request” and “PCard Transaction” form to Pcard Holder to acquire PCard. 4. After PCard Holder has issued Pcard, make authorized purchase. After tax-exempt purchase has been made,
PCard User must: 1. Sign and date “Pcard Transaction” form. 2. Return itemized receipt, and, if applicable, the obligation to pay (copy of the credit card slip), “Purchase Request” and “PCard Transaction” form to PCard Holder within two business days of making purchase. Important Policies and Procedures Websites |