Purchasing Card Program Policies and Procedures
GENERAL POLICIES AND PROCEDURES
Purchasing Cards will only be issued to individuals, in the individual's
name, (there will be no departmental cards).
- Cardholder must be an employee of the University.
- Only one Purchasing Card may be issued in an individual's name.
- Purchasing Cards will not be transferable between individuals or University departments.
- A default University account number (department/fund) will be assigned to each
Purchasing Card. Each Cardholder will be assigned to a Departmental Liaison.
- Departmental Liaison may be liaison for him/herself.
- Departmental Liaison may be auditor for more than one department/fund.
- Employee's Department Head must approve the request for a card, assign the default
account number, assign the Departmental Liaison for the Cardholder and submit information
to the University Purchasing Card Coordinator.
- Department Head approval delegates transaction authority to the Cardholder.
- Bank of America to be paid once a month from prepaid expense account.
- Departmental bills will be distributed electronically to Department Liaisons on the
purchasing Card System. Liaisons will have the capability to and will be responsible for
overriding default account number, identifying transactions subject to use tax, and
- Departments will be responsible to assure credit card charges are accurate on the
monthly accounting reports.
Agency - Winthrop University who arranges with the card issuer,
Bank of America, for the issuance of Purchasing Cards to approved University employees and
agrees to accept departmental liability for the employees' use of the cards.
Cardholder - an employee of the University who is approved by
his/her department head to use the Purchasing Card to execute purchase transactions on
behalf of the University.
Card Issuer - Bank of America's services were contracted for by the
State of South Carolina, to issue Visa Purchasing Cards to University employees, to bill
the University for all purchases made on the cards, and to collect payment from the
University on behalf of the vendors.
Department Head - University official who must approve employee's
request for a Purchasing Card, assign Departmental Liaison, designate default account
number for purchases on the Purchasing Card, and submit application to the University
Purchasing Card Coordinator. Department Head approval delegates transaction authority to
Departmental Liaison - an employee in each department responsible
for proper use of the Purchasing Card within that department. Each Cardholder will be
assigned a Departmental Liaison and the liaison will be responsible for reviewing
transactions of individual Cardholders to make sure the transactions are classified as an
appropriate University expense.
Purchasing Card Coordinator - the central coordinator located in
Procurement Services who coordinates the Purchasing Card program for the University and
acts as the University's intermediary in correspondence with the card issuer.
Vendor - the merchant from whom a Cardholder is making a purchase.
The Cardholder must only use the Purchasing Card for legitimate business
purposes. The Purchasing Card may not be used for entertainment, cash, and other
categories as included in the Blocked Vendor list included in these polices and
procedures. Misuse of the card will subject Cardholder to disciplinary action in
accordance with University Policies and Procedures relating to disciplinary action and
termination for cause. The Cardholder must:
- Ensure the Purchasing Card is used only for legitimate business purposes.
- Maintain the Purchasing Card in a secure location at all times.
- Not allow other individuals to use the Purchasing Card.
- Adhere to the purchase limits and restrictions of the Purchasing Card and ensure the
total transaction amount of any single transaction does not exceed
limit established on card unless authorized by the
appropriate University procurement official.
- The Purchasing Card may NOT be
used to reserve or pay for hotel accommodations that pertain to
Purchasing Card may NOT be used to purchase computers, including
laptops and tablets
Card may not be used to initiate cell phone plans, changes, or
upgrades without authorization from the
University's cell phone
Card may not be used to purchase gift cards, stored value cards,
calling cards, pre-paid cards, or similar products.
- Obtain all sales slips, register receipts, and/or Purchasing Card slips
(with appropriate justification documented on the
receipt) and provide same
to Departmental Liaison for reconciliation, approval and allocation of transactions.
If receipt has been lost and a duplicate cannot
be obtained, it is the cardholder's responsibility to document the
purchase via a "missing receipt form" and cardholder's supervisor
must sign. Use of this "missing receipt form" more than three
times in one fiscal year will result in suspension of card
- Notify Departmental Liaison if the default account number should be changed on an
- Attempt to resolve disputes or billing errors directly with the vendor and notify Bank
of America if the dispute or billing error is not satisfactorily resolved.
- Ensure that an appropriate credit for the reported disputed
item(s) or billing error
appears on a subsequent Cardholder Memo Statement.
- Verify charges on the monthly VISA statement, sign,
forward VISA statement to immediate supervisor
for review and signature, and provide same to liaison.
- Not accept cash in lieu of a credit to the Purchasing Card account
- Immediately report a lost or stolen card to Bank of America at 1-888-449-2273 (24 hours
a day, 365 days a year).
- Immediately notify Departmental Liaison and/or University Purchasing Card Coordinator of
a lost or stolen Purchasing Card at the first opportunity during business hours.
- Return the Purchasing Card to Departmental Liaison upon terminating employment with the
University or transferring Departments within the University.
DEPARTMENTAL LIAISON RESPONSIBILITIES
Each Department Head must designate one or more Departmental Liaisons for
his/her department. The Department Head will assign a Departmental Liaison for each
Purchasing Card application approved for his/her employees. A Departmental Liaison may
also be liaison for his/her own card. The Departmental Liaison must receive training
before any individuals in the department may receive a Purchasing Card. Responsibilities
- Collecting original copy of vendor receipts and original copy of purchasing card
receipts from Cardholders and reconciling to Bank of America billing statements.
- Retaining all charge slips and receipts for audit by internal and external auditors.
missing receipts for audit
- Approving and/or updating default account number on Purchasing Card System of individual
Cardholder account in advance of the monthly default cut-off date for approvals
established by the University Purchasing Card Coordinator.
- Identifying transactions which require the submission of use tax to the South Carolina
Department of Revenue.
- Attempting to resolve any disputes with vendor and/or Bank of America not resolved by
- Notifying University Purchasing Card Coordinator in 3 to 5 days of any unresolved
disputes, noting the reason for dispute.
- Requesting the University Purchasing Card Coordinator to change default account for
individual cards as needed and approved by Department Head.
- Notifying University Purchasing Card Coordinator of lost or stolen cards.
- Requesting University Purchasing Card Coordinator to cancel a Cardholder's card
e.g.(terminated employees, transferring departments, loss of purchasing card privileges)
as approved by Department Head.
- Collecting canceled cards from Cardholders and forwarding to University Purchasing Card
UNIVERSITY PURCHASING CARD COORDINATOR RESPONSIBILITIES
The Director of Procurement Services will designate a Purchasing Card
Administrator, who is responsible for the over-all Purchasing Card program.
- University liaison with Bank of America.
- Reviewing Department approved applications for completeness of required information.
- Submitting completed application to Bank of America and receiving Purchasing Card from
Bank of America.
- Training Departmental Liaisons before releasing Purchasing Cards.
- Training Cardholder before releasing Purchasing Card.
- Having Cardholder sign Cardholder agreement, signifying agreement with the terms of the
Purchasing Card program.
- Handling disputed charges/discrepancies not resolved by Cardholder or Departmental
- Initiating change of Purchasing Card default account number upon request of Department
Liaison as approved by Department Head.
- Securing revoked Purchasing Cards and submitting information to Bank of America.
- Receiving Bank of America bill and electronically distributing to Departmental Liaisons.
- Electronically notifying Departmental Liaisons of Bank of America billing distribution
and advising Liaison of cut-off date for approvals.
- Processing upload of bill to accounting for charging individual departments.
- Reviewing usage of Purchasing Card data for appropriateness.
Criteria to receive a University Purchasing Card is as follows:
- Applicant must be an employee of the University.
- Applicant's request for a Purchasing Card must be approved by his/her Department Head.
- Applicant must be assigned a Departmental Liaison selected by his/her Department Head.
- Employee must attend a training session before he/she may be issued a Purchasing Card.
- Each individual Cardholder must sign a Cardholder agreement in the presence of the
University Purchasing Card Coordinator.
The Purchasing Card is a corporate charge card which will not affect the
Cardholder's personal credit, however, it is the Cardholder's responsibility to ensure
that the card is used within stated guidelines of the Purchasing Card Cardholder Manual as
well as University Policies and Procedures relating to the expenditure of University
funds. Failure to comply with program guidelines may result in permanent revocation of the
card, notification of the situation to management, and further disciplinary measures that
may include termination.
The University Purchasing Card Coordinator is required to close an account
if a Cardholder: (a) transfers to a different University department, (b) moves to a new
job in which a Purchasing Card is not required; (c) terminates University employment or
(d) for any of the following reasons which will also subject Cardholder to disciplinary
action in accordance with University Policies and Procedures relating to disciplinary
action and termination for cause.
- The Purchasing Card is used for personal or unauthorized purposes.
- The Purchasing Card is used to purchase alcoholic beverages or any substance, material,
or service which violates policy, law or regulation pertaining to the University.
Purchasing Card is used to reserve
or pay for hotel accommodations that pertain to employee travel.
- The Cardholder allows the card to be used by another individual.
- The Cardholder splits a purchase to circumvent the limitations of the South Carolina
Consolidated Procurement Code.
- The Cardholder uses another Cardholder's card to circumvent the purchase limit assigned
to either Cardholder or the limitations of the South Carolina Consolidated Procurement
- The Cardholder fails to provide Departmental Liaison with required receipts.
- The Cardholder fails to provide, when requested, information about any specific
- The Cardholder does not adhere to all of the Purchasing Card policies and procedures.
LOST, MISPLACED OR STOLEN PURCHASING CARDS
Cardholders are required to immediately report any lost or stolen
Purchasing Card to Bank of America toll-free at 1-888-449-2273 (24 hours a day, 365 days a
year). The Cardholder must also immediately notify his/her Department Liaison and/or the
University Purchasing Card Coordinator about the lost or stolen card at the first
opportunity during normal business hours.
The Purchasing Card is to be used only for the purchase of supplies.
Winthrop University's spending parameters for each Visa purchasing card issued is set at
$1,500 to $2,500 per transaction with a maximum of $10,000 per month per card. Some individuals are
only authorized to spend $500.00 per transaction with a maximum of $10,000 per month per
card. The University, through Procurement Services, will adjust limits as
determined by demonstrated need.
Should the Purchasing Card be erroneously declined by a vendor, the
Cardholder should immediately contact the University Purchasing Card Coordinator for
assistance. If purchase is being made outside of normal University business hours, the
employee must find an alternate payment method or terminate the purchase and contact the
University Purchasing Card Coordinator during normal University hours.
Emergency transactions over $2,500 may not be handled with the Purchasing
Card due to State procurement regulations. For any transaction which does not meet the
spending controls assigned to the card, the Cardholder must contact Procurement Services
Vendors will issue all credits to the individual Purchasing Card account
for any item they have agreed to accept for return. This credit will appear on a
subsequent statement. Under no circumstances should a Cardholder accept cash in lieu of a
credit to the Purchasing Card account.
UNRESOLVED DISPUTES AND BILLING ERRORS
The Cardholder is responsible for contacting the vendor to resolve any
disputed charges or billing errors. If the matter is not resolved with the vendor, the
Cardholder/Departmental Liaison should
- Contact Bank of America at 1-888-449-2273 directly for assistance.
- Mail or fax to Bank of America at 1-602-597-2980 a signed "Dispute Form" to
document the reason for the dispute if form is requested by Bank of America.
- Contact the University Purchasing Card Coordinator for assistance if an acceptable
resolution is not obtained.
- The total amount billed by Bank of America will be charged to the individual
departmental accounts and credits for disputed transactions will be posted to departmental
accounts when the credit appears on the Bank of America billing.
SECURITY AND STORAGE
Cardholders should always treat the University Purchasing Card with at
least the same level of care as one does their own personal credit cards. The card should
be maintained in a secure location and the card account number should be carefully
guarded. The only person entitled to use the card is the person whose name appears on the
face of the card. The card may not be lent to another person for any reason.
The Departmental Liaison assigned to each Purchasing Card will maintain
the Cardholder's original copies of vendor receipts/packing slips/charge slips and
cardholder's billing statement. All other documentation concerning the Purchasing
Card program will be maintained by the University Purchasing Card Coordinator located in
Procurement Services. This documentation includes, but is not limited to, applications,
Cardholder agreements, agency billing statements, reconciliation of accounting
statements, and copies of transmittals and correspondence with Bank of America.
VENDOR SET UP
Procurement Services will conduct a study of frequently used vendors for
purchases under $2,500 which qualify for use of the Purchasing Card by Cardholders. If a
vendor frequently used by University employees does not accept the Visa card, the
University will assist in recruiting the vendor to take the necessary steps to begin
acceptance of the card and provide this information to Bank of America. Cardholders should
contact the Departmental Liaison or University Purchasing Card Coordinator when
encountering vendors who do not accept the card.
The University has adopted the State of South Carolina Blocked Vendor List
with adjustments. Transactions will be blocked at the point-of-sale level at these vendor
PURCHASING CARD SET UP AND CLOSURE
All contact with Bank of America for card set up, maintenance and closure
(except for reporting lost or stolen cards) will be handled by the University Purchasing
Card Coordinator who is located in Procurement Services.
Card Set Up
University employee completes a University Purchasing Card application
and submits to his/her Department Head for completion and approval.
Department Head completes the application by providing the name of the
Departmental Liaison and default account number to be assigned to the card.
Department Head signature approval delegates transaction authority to
Approved application is to be sent to the University Purchasing Card
University Purchasing Card Coordinator reviews application for
completeness and submits application to Bank of America in format approved by Bank of
Upon receipt of the Purchasing Card from Bank of America, the University
Purchasing Card Coordinator will conduct a training session with the Cardholder prior to
issuing the card.
Cardholder signs Cardholder Agreement signifying agreement with the
terms of the Purchasing Card program. Card Maintenance
Cardholder must immediately report the lost/stolen card to Bank of America
at 1-888-449-2273. Cardholder must also notify the University Purchasing Card Coordinator
who will follow up with Bank of America.
Departmental Liaison is to secure Purchasing Cards from terminated
employees and employees who transfer to another University department. The Departmental
Liaison will immediately notify the University Purchasing Card Coordinator by phone of the
termination or transfer. A request for closing the Cardholder account will be submitted to
Bank of America by the University Purchasing Card Coordinator within 2 days of receiving
the notification . All Purchasing Cards are to be returned to the University Purchasing
Card Coordinator for disposal.
University Purchasing Card Coordinator will notify Bank of America
immediately of all revokes and closures.
RECONCILIATION, APPROVAL & ALLOCATION OF BILLING
Receipt and Payment of Bank of America Billing
Bank of America will electronically bill the University within seven (7)
days after the close of the billing cycle on the 27th of each month.
Allocation of Purchasing Card Charges to University Departments
A default University
budget informaiton has been assigned to
each Purchasing Card issued. Bank of America will submit monthly an electronic billing
statement to the University and all Purchasing Card transactions will be charged to the
default budget number unless adjustments are made as follows:
Departmental Liaisons review and
confirm purchases via BankofAmerica's WORKS
System. Liaisons are notified automatically via email by WORKS
when there is a task to perform..
- Departmental Liaisons will change default account number, if necessary.
- Departmental Liaisons will identify transactions requiring payment of use tax.
- Departmental Liaisons will approve electronic bill in advance of the monthly default
cut-off date for approvals established by the University Purchasing Card Coordinator.
- Departmental Liaisons will assemble and retain Cardholders statements, charge slips and
receipts for audit by internal and external auditors. Receipts for purchases made from
Federal funds must be maintained for 7 years and all other receipts for 3 years.
- University Purchasing Card Coordinator will process upload of the departmental charges
to accounting for charging individual departments.
- The total amount billed by Bank of America will be charged to the individual
departmental accounts and credits for disputed transactions will be posted to departmental
accounts when credit appears on the Bank of America billing.
Winthrop University's internal control policies and procedures are as
- Submit vendor receipt/packing slip and charge slip to Department Liaison. If order
is by telephone/fax, the Cardholder should supply a copy of the order blank or a
description of order to Departmental Liaison.
- Indicate alternate account number for purchases to be charged if different than
the default account number assigned to the Purchasing Card.
Department Liaison will:
- Match Cardholder receipts to electronic billing.
- Enter alternate account number, when applicable.
- Identify transactions requiring the payment of use tax.
- Approve charges to department fund in advance of the monthly default cut-off date for
approvals established by the University Purchasing Card Coordinator.
- Retain all receipts and vouchers for audit by internal and external auditors. Receipts
for purchases paid from Federal funds are to be maintained for 7 years. All other receipts
to be maintained for 3 years.
University Purchasing Card Coordinator will:
- Establish and notify Departmental Liaisons of monthly cut-off date for approvals.
- Make periodic audits of card use and charges for appropriateness through the use
of the Purchasing Card System. Areas to be monitored include, but not limited to,
compliance with SC Consolidated Procurement Code, compliance with Purchasing Card
regulations, compliance with University regulations, and sales and use tax charges.
Non-use of card by cardholders will also be monitored.
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