Procurement Card (P-Card) Policy and Procedures
Prior to using the Procurement Card, the University’s Procurement Card Policy and Procedures must be reviewed and the Cardholder Agreement signed to ensure proper use.
- General Information
- Purchase Thresholds
- Card Usage
- Personal Purchases
- Allocation and Sign off of Charges
- Billing Address
- Shipping Address
- Small Dollar Purchases
- Splitting Orders
- Cancelled Cards
- Card Security
- Inappropriate Purchases
- Documentation of Charges
- Missing Documentation
- Cardholder Absence
- Transaction Credits
- Erroneous Charges
- Fraudulent Charges
- Outside Reviews and Audits
- Disciplinary Action
General Information
A procurement card (P-Card, Pro-Card) is a credit card issued by Bank of America to Elon University for use in making direct purchases from vendors. The procurement card provides a cost effective, convenient, and decentralized method of purchasing for individuals whose jobs require them to make frequent business-related purchases. The individual named on the card is authorized to make certain business purchases on behalf of the University. Procurement card transactions do not require a purchase order or check request.
Use of the procurement card is a privilege extended to University employees. As with all University privileges, the use of the procurement card can be revoked for inappropriate or unauthorized use.
The University is liable to Bank of America for the charges and remits payment directly to them. Therefore, personal purchases are not permitted.
A procurement card purchase must be used for business purposes only and in full compliance with other University policies. The cardholder is responsible for ensuring that any expense paid by procurement card is not otherwise submitted for reimbursement or used for any inappropriate purpose.
Failure to use the card in compliance with this policy may result in the suspension or revocation of the procurement card and, but not limited to, garnishment of wages, employee termination, as well as the filing of criminal charges.
Purchase Thresholds
A purchase limit applies to each transaction and a monthly limit applies to total purchases.
The maximum approved amount is:
- $2,500.00 per transaction for all purchases excluding travel related charges
- Monthly limit is at the discretion of the cardholder’s supervisor
An increase to a cardholder’s monthly limit requires an email request from the cardholder’s supervisor to the procurement card program administrator (Purchasing Department) indicating the amount of the amount of increase and time period.
Card Usage
Transactions made with the procurement card must be in accordance with all of the University’s policies, procedures and regulations. The card is not intended to be a tool to circumvent existing policy or regulations. All employees issued a P-Card must use it for all business-related expenses, including but not limited to travel, lodging, meals, office supplies, and other authorized purchases. Employees with a P-Card are not to use personal funds (cash, check, credit cards, etc.) for business-related expenses and submit for reimbursement.
Personal Purchases
The cardholder may not make personal purchases on the card. Cardholder understands that her/she shall be personally liable for any improper use of the University procurement card and agrees to obtain a direct credit from the vendor for the improper charge to the procurement card and make payment via another source. The cardholder understands that his/her personal use of the University procurement card may be cause for disciplinary action by the University, including termination and that improper use of the University procurement card may subject the cardholder to criminal prosecution. The cardholder understands that the University may withhold amounts attributable to personal use by the cardholder from any paycheck or other University check which may be payable to the cardholder.
Allocation and Signoff of Procurement Card Charges
It is the cardholder’s responsibility (or their designate) to allocate and sign-off the charges on the procurement card account. The cardholder must know the Colleague account number to be charged and provide an expense description. Transactions must be reconciled by the last day of the the month in which the transaction posted.
Failure to allocate and signoff on the procurement card charges by the last day of each month may result in the following:
- Temporary suspension of procurement card privileges
- Charges being allocated to incorrect Colleague account number
- Depletion of credit limit
Billing Address
The vendor will require the cardholder’s billing address. The address must be as follows:
Elon University
2950 Campus Box
Elon, NC 27244
Phone: (336) 278-5587
Failure to use this billing address may result in the purchase being declined.
Shipping Address
Most items can be shipped directly to the cardholder’s campus box. Larger (over 100 pounds) and freight items should be shipped to the Facilities Management receiving dock making sure that the vendor includes the cardholder’s name and department on the shipping label.
Regular Shipping Address*: Larger (over 100 pounds):
First & Last Name (as used in the directory) First & Last Name (as used in the directory)
XXXX Campus Box Department Name
Elon, NC 27244 803 West Haggard Ave
. Elon, NC 27244
*If a vendor is requiring a physical address, 100 Campus Dr. can be used on an additional line
Small Dollar Purchases
A small dollar purchase is defined as a purchase whose total value does not exceed $2,500.00. For purposes of administrative efficiency, University employees who have been issued a procurement card in their name may use it to purchase items from a vendor when the dollar value does not exceed $2,500.00. This small dollar limit does not apply to purchases associated with travel.
Splitting Orders
Cardholders are expressly prohibited from splitting orders as a way to circumvent the $2,500.00 limitation. Moreover, cardholders shall not encourage vendors to split orders. This is considered inappropriate use of the procurement card and can result in disciplinary action.
Cancelled Cards
A procurement card may be cancelled immediately for any of the following reasons:
- Unauthorized use, inappropriate use or misuse
- Cardholder employment termination
- Cardholder department transfer
The cardholder’s supervisor is responsible for ensuring that employees terminating employment with the University or transferring to another University department return the procurement card and supporting documents to the Purchasing Department prior to their departure or transfer. Procurement cards shall be surrendered upon notification of resignation of the cardholder from the University.
Card Security
It is the cardholder’s responsibility to safeguard the procurement card and the account number with the same degree that the cardholder safeguards his/her personal credit card. Sharing, loaning or otherwise providing the procurement card number to any other individual may result in the cardholder having his/her procurement card revoked.
If a procurement card is lost, stolen or if the cardholder discovers fraudulent charges, the cardholder is responsible for notifying Bank of America as soon as possible. Representatives are available 24 hours a day, 7 days a week at 888-449-2273 (number on the back of card). Outside of the U.S. and Canada call collect at 509-353-6656 (number on back of card). The cardholder is also responsible for contacting the program administrator (Purchasing Department) regarding a lost or stolen card or the discovery of fraudulent charges.
Inappropriate Purchases
An inappropriate purchase is a purchase made using University funds that has no business purpose. Inappropriate purchases can be grounds for disciplinary action by the University against the cardholder.
Documentation of Charges
The University requires sufficient documentary evidence for all purchases made with the procurement card in order comply with its policies, sound business practices, the requirements of external and internal auditors and the Internal Revenue Service. Sufficient documentary evidence includes an original itemized receipt, e-mail confirmation, packing slip, or commercial invoice.
It is the cardholder’s responsibility to obtain and upload a receipt for each transaction posting to your account, allocate the transaction to the correct Colleague account number in the GL01 and GL02 fields, record North Carolina Sales Tax in the GL03 field, provide a description of the transaction, and sign off the transaction in the Works system by the last day of each calendar month. Failure to do so may result in revocation of the procurement card and/or disciplinary action.
Missing Documentation
A cardholder who loses or misplaces an original receipt should make an attempt to secure a replacement receipt from the merchant/vendor. Should this fail, the cardholder must complete the Missing Receipt Affidavit Form in lieu of the original receipt and upload it in the Works system.
Missing Receipt Affidavits will NOT be accepted for the following:
- Airlines
- Hotels
- Subscriptions
- Amazon purchases
- Transportation Services
- Any transaction from an online account (the receipt/ proof of purchase can be accessed through the account or by an email from the site/ account)
Cardholder Absence
It is the cardholder’s responsibility to allocate all transactions to the proper account number and sign off all procurement card charges in the Works system no later than the last day of each calendar month. If the cardholder is out of the office, the cardholder must provide the transaction information to his/her delegate (proxy) to perform the allocation and signoff activities.
Transaction Credits
Transaction credits must be allocated to the same Colleague account number that the original purchase was allocated. The cardholder must obtain a credit receipt from the vendor indicating the credit on the procurement card and upload it to the transaction.
Erroneous Charges
It is the cardholder’s responsibility to contact the vendor if there is an erroneous charge on his/her account. If this does not remedy the situation, the cardholder should immediately contact Bank of America Customer Service at 888-449-2273 (number on back of card).
Fraudulent Charges
It is the cardholder’s responsibility to contact Bank of America directly at 866-500-8262 if there are charges that are unauthorized or unrecognized on his/her account. The disputed charge should be communicated to Bank of America as soon as it is discovered. Do NOT dispute these charges through the Works system.
Outside Reviews and Audits
Cardholder transactions are subject to review and audit by the Program Administrator, Accounting Department, Internal Auditor, or other external auditing agencies. Based upon these audits, cards may be suspended or permanently revoked, or other disciplinary action may be taken.
Disciplinary Action
Serious violations of procurement card policies may result in disciplinary action. Disciplinary action may include, but is not limited to, oral reprimand, written reprimand, card deactivation or termination of employment.