POL 2.003 Purchasing Cards
Purpose
The purpose of this policy is to establish guidelines for a purchasing card program to streamline the purchasing process including requisitioning, procurement, receiving, and payment processing for low-value purchases.
Cardholder Responsibilities
Purchasing cards shall only be issued to college employees. Each card is issued in the name of the cardholder and any purchases made against the card are the responsibility of the cardholder. Purchase cards may be issued to employees who obtain approval from the Vice President Business Services and the Business Office. Cardholders are responsible for complying with the terms of a Purchasing Card Cardholder Agreement and the college’s policies and procedures. Card usage may be audited and/or rescinded at any time.
Card Usage
• Purchasing cards shall be used for the purchase of goods and services for the official business of the college.
• The purchasing card is not intended for personal use.
• The purchasing card is not intended to avoid or bypass appropriate purchasing or payment procedures; rather, it complements the existing processes available. • Violation of these policies and procedures may result in revocation of the purchasing card.
• Fraudulent use of the purchasing card may result in disciplinary action, up to and including termination and prosecution, and personal liability of the cardholder.
Program Management
Business Office personnel shall be responsible for the issuance, accounting, monitoring, and retrieval of college purchasing cards.
Approved October 9, 1997
Revised March 16, 2006
Revised September 18, 2014
Revised September 12, 2024
To view the procedure, go to PRO 2.003 Purchasing Cards