Purchasing Card Training Program Changes Updated 10/2009

P-Card Program Changes General Information Transaction and Credit Limits Documentation Violations Contact Information Full P-Card program information can be accessed on the Purchasing website at

General Information

University Purchasing Card BeforeNow First National Bank Visa First National Bank MasterCard The Cardholder will receive a new card to use and will need to turn in their old card. An online P-Card Agreement will need to be completed.

P-Card Action Requests BeforeNow Paper formOnline form This is currently under development. Once completed, requests can be completed and routed online.

Paying the P-Card Transactions BeforeNow Paper-based process Online transaction reconciliation Reviewing and approving transactions will take place online.

Transaction and Credit Limits

Transaction Limits BeforeNow Preapproval required when an item was $1,000 or more Preapproval required when total transaction is $2,500 or more Brings us in line with the majority of higher education institutions. Exemptions still in place for airfare and lodging transactions. Transactions cannot be split to avoid the preapproval requirement.

Credit Limits BeforeNow Whatever amount was requested New guidelines to make credit limits more uniform Standard credit limits of $2,500 and $5,000 Credit limits of $10,000 or more (in increments of $5,000) will need VP approval to keep in line with University policy

Credit Limits, Continued BeforeNow Revolving limit, must be paid before available Limit automatically refreshed at start of new cycle Full credit limit available on the first day of the new billing cycle Should result in less requests for temporary limit increases

Documentation

Receipts/Invoices BeforeNow Kept in department except for required originals attached to CCDAF Kept in department except for required originals attached to P-Card Routing Form Required receipts/invoices now sent on P- Card Routing Form A specially commissioned report which pulls and organizes transactions that need paperwork to be sent on, i.e. Lodging, transactions using grant funds, transactions $2,500 or more.

P-Card Travel and Entertainment Report (P-Card TER) BeforeNow Sent to Controller’s Office with receipts Kept in department Required receipts/invoices now sent on P- Card Routing Form Must be completed and kept in department in case of audit Transaction descriptions will need to be entered during online transaction review

Violations

Policy and Procedure Violations BeforeNow Not specifically addressed Violations section added to revised P- Card Policy Brings us in line with best practices for P- Card programs Will give direction to the University on how to handle the issues

Contact Information

Jarrod Morrison Credit Card Coordinator Phone (402) Fax(402) Contact the Credit Card Coordinator with any questions about the policy or procedures of the Creighton University P-Card Program.