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, independent contractors, or staffing agency 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, independent contractors, or staffing agency employees who obtain approval from the Vice President Business Services and the Business Office. Cardholders are responsible for complying with the terms of the 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 Card usage may be audited and/or rescinded at any time.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
Reviewed and Revised November 20, 2025

2.003 Purchasing Cards Procedure

1. The Vice President of Business Services or their 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 of the college, independent contractors, or staffing agency employees.
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 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.