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POL 2.003 Purchasing Cards

College purchasing cards shall only be issued to employees and trustees of the college. Purchasing cards shall be used for the purchase of goods and services for the official business of the college.

Approved October 9, 1997

Revised March 16, 2006

PRO 2.003 PURCHASING CARDS 

  1. The chief financial officer or his/her designee is responsible for the issuance, accounting, monitoring, and retrieval of college purchasing cards as well as ensuring compliance with the purchasing card policy.
  2. Purchasing cards shall be issued only to employees and trustees of the college.
  3. The purchasing card will be used solely for the purchase of goods and services for the official business of the college.
  4. The cardholder using the purchasing card must reconcile all purchases made with the business office. Information provided shall include the goods or services purchased, date of the purchase, cost, and the official business for which the expense was incurred.
  5. The cardholder issued the card is responsible for its protection and custody and shall immediately notify the chief financial officer or his/her designee if the card is lost or stolen.
  6. Cardholders issued a purchasing card are required to adhere to the guidelines outlined in the cardholder agreement and guide.
  7. Cardholders must immediately surrender the card upon termination of employment or trusteeship, or at the request of the chief financial officer.
  8. Failure to comply with this policy may result in disciplinary action as established in POL 5.055, Discipline.