Max dollars per transaction - $3, Max dollars per month - $10, Max number of transactions per day – 10 Max number of transactions per month – 100 All these limits are coded into the Purchasing Card Remember: You (the cardholder) are the ONLY person authorized to make purchases with your Pcard

1. Check to see that your name and spelling of your name on the purchasing card is correct. 2. Turn the card over and sign on the white strip. 3. Activate the card today by calling the number listed on the sticker on the front of your card. 4. Once the card is activated, peel off the removable strip on the front of your card.

Supplies – any items needed for the day-to-day operation of your department such as office supplies or items needed for maintenance & repair. Conference & registration fees. Membership dues & fees that are departmental or institutional only. This excludes personal memberships. Subscriptions

Library acquisitions for your department, i.e., books, CDs, DVDs, movies, etc. Postage (not KSC Mail Services) – US Postal Service, FedEx, UPS, etc. Printing & Copying (not KSC printing or if a bid has been done by College Relations).

1. Conference & Registration Fees 2. Conference Packages 3. Lodging (including reasonable telephone calls) 4. Business Meals (meals eaten alone do not qualify as business meals). 5. Vehicle Rentals (when leaving from KSC, use our contracted vendor – U-Save Auto Rental) 6. Gasoline (for fleet and rental vehicles only) 7. Transportation to & from airline or hotel (i.e., shuttle service, taxi, metro lines) 8. Parking fees

 Advertising  Air/Rail  Alcohol (regardless of intent to reimburse the college)  Animals  Automotive repairs  Awards, gifts, prizes  Equipment – AV or IT related  Cash Advances  Construction/Renovation  Consulting Services  Donations  Entertainment & Hospitality  Flowers  Gasoline Hazardous Materials  KSC Dining Commons  KSC Bookstore, Computer Store or Mail Services  Lease or rentals (real property & lease purchases)  Meals  Movies  Personal items (regardless of intent to reimburse the college)  Purchase from an employee or where a conflict of interest exists  Radioactive materials  Services: Professional or personal  Telephone Equipment  Weapons or ammunition

 If you find that you have to make purchases on a regular basis that are on the unauthorized list, talk with your Account Manager. Under certain circumstances exceptions can be made to allow these purchases.  Your Account Manager can request an exception via with the business details justifying the request.  Remember: The exception is not in effect until approved. Request the exception to policy well in advance of the purchase to allow time for it to be processed.

If a supplier should request a business address as verification of your account with the bank, use the following: Keene State College 229 Main Street, Keene NH (603) 358-____ (use your campus phone #) If your card is denied, call the bank’s customer service number, , immediately. Contact Tammy LaFreniere or Renee Harlow if the bank cannot assist you.

√ Individuals contact the KSC approved vendor (Milne or Accent)* and make their travel arrangements. *The travel Agency can reserve hotel & car rental, however, the traveler must present their Pcard upon arrival at the hotel and/or car rental agency.

Notes: When an individual calls the travel agency to make travel arrangements, the following information is Needed: **Important: No one can approve his/her own travel arrangements. Date of Departure Date of return Originating City Destination City Number of Travelers Names of Travelers Passenger phone number Transfers to/from the airport Any physical disabilities Excess baggage requirements

Approvals: Suggested Process 1. Domestic Travel: A. Travel vendor will the itinerary to the traveler and Purchasing. B. Traveler forwards itinerary with the FOAPAL and business purpose to the Dean/Department Head (or his/her designee) to obtain approval. C. Dean/Department Head forwards the itinerary with his/her approval to Purchasing.

2. Foreign travel: A. Travel vendor will the itinerary to the traveler and Purchasing. B. Traveler sends the itinerary with the FOAPAL and business purpose to the Dean/Department Head and the Vice-President (or their designee). C. The Dean/Department Head and the Vice-President will forward the itinerary with their approvals to Purchasing.

3. Faculty Enhancement: A. The traveler forwards the itinerary with the Dean/Department Head’s pre-approval to the Faculty Enhancement Administrator. B. Foreign travel must also be approved by the Vice-President or President. C. The itinerary with the approvals is then forwarded to Purchasing.

Once all approvals have been obtained and forwarded to Purchasing – Purchasing will call or the travel agency with the authorization to book the tickets and send a confirmation to the traveler. Please Note: 1. Purchasing can not authorize the tickets until all required approvals are received. The travel agencies can not hold the price of a ticket until we notify them to book the flight.

2. All tickets are non-refundable to insure that we are getting the lowest fare possible. It is important that you get your approvals as soon as possible so that you don’t lose the airfare that has been quoted by the agency. 3. The individual who is traveling can not approve his/her travel. The Dean/Department Head or Faculty Enhancement Administrator and the Vice- President or President (when required) must always approve the travel documentation.

4. When Purchasing receives the notification that the charge for the tickets has been processed - Purchasing will electronically charge each appropriate department FOAPAL (Account). 5. The charge will appear on the monthly budget reports.

Advantages of this system: 1. Uses faster, more efficient communications. 2. The travel agencies have an 800 number that can be reached 24/7. 3. Administrative Assistants won’t have to enter requisitions into Banner.

The Administrative Assistant can make the hotel reservations for you. However, your card may be required when you check in or out of your room. Note: When you check into the hotel, we encourage you to present a second card that can be used for any/all incidental items or services that are not allowed on the KSC Travel Pcard.

When using the internet, be sure you are on a secure website. Print out your reservation information before closing from the site. Hotel room and tax charges, reasonable phone charges and internet hook up may be charged to the card. All other expenses, including but not limited to, room service, mini-bar service, movies, spas, etc. must be billed and paid separately by the traveler.

Meals are reimbursed at the standard per diem meal allowance rate for the destination travel location. Travelers may not mix reimbursement between the per diem allowance and actual expense on a given trip, except in the case of business entertainment meals.

Listed below are some examples of business/entertainment meals: Group Travel Meals Departmental Meetings Business Meetings with Colleagues Dinners with potential students, donors or prospective employees.

1. Per Diem Allowance (Preferred) A. Based on the federal meal & incidental expense (M&IE) per diem rate. B. The time, place and business purpose of travel must be substantiated when using the USNH Personal Reimbursement forms. C. The rate must be adjusted if the traveler is not entitled to a full day’s per diem. (Based on travel times.) D. No receipts required for reimbursement up to the per diem allowance.

2. Actual Expenses A. Original receipts are required for all meal expenses, regardless of amount. B. Generally, tips in excess of 15% to 20% of meal cost will not be reimbursed. C. Costs incurred for meals must be reasonable.

Business Entertainment Meals – Per Diem allowance doesn’t apply: 1. IRS regulations pertaining to business meals require: A.Original receipts for meals. B.Names of the guest(s), including title, or other designations including business relationship to the traveler. C.Business purpose, place, date and amount of the expenditure.

USNH does not reimburse for the following: 1. Alcoholic beverages 2. Meals eaten alone or in lieu of those included in conference registration fees 3. Tips in excess of 15% or 20% of meal cost 4. Meals for spouse or other personal travel companion without documented valid business purpose and pre-authorization

Personal Vehicles: 1. Use of personal vehicles for college business is not encouraged. 2. Personal vehicles used must be adequately insured for public liability insurance protection. A. Traveler responsible to insure their own vehicle B. Traveler won’t be reimbursed for collision losses during business use of a personal vehicle C. USNH doesn’t provide any comprehensive or collision for personal vehicles used on business 3. Carpooling is encouraged.

Rental Vehicles: When departing from KSC, use U-Save (our contracted vendor). If using a Pcard, the Cardholder must be listed as the primary driver on any/all rental forms. When using a Pcard, the traveler should decline the CDW (collision damage waiver) and LDW (liability damage waiver). USNH will not reimburse for CDW or LDW charges.

Some exceptions are: The rental period exceeds 31 days Cargo vans & high end specialty vehicles In the above instances, the traveler must purchase the vehicle rental insurance. If traveling outside the U.S., the traveler should contact JPMorgan Chase at prior to travel, if they have questions regarding insurance coverage.

Separate the lost & stolen portion of the tri-fold from your Pcard name and number. Keep the lost & stolen number in a secure and accessible place Protect the card – never leave it in view. The card should be kept in a locked desk drawer or file cabinet when not in use. Comply with all policies & procedures.

Remember, the Pcard is for your use only! Never loan your card or account number to anyone to use, including your supervisor, others in your department or a student worker. Stay within the established card limits and within the allocated department budget. It is a violation to split a payment into more than one transaction to allow a purchase over your card limit to be processed. If you need your limit increased, please contact your Account Manager.

Review transactions via daily. Your will receive notification of each purchase, generally within 2-3 days after the purchase has been made. These notifications as well as your monthly statement, come from “Banner Pcard”. You must verify that each transaction is valid. A transaction that you do not recognize is often the first indication that your account number has been stolen.

When you receive a daily notice, review the FOAPAL information carefully. If there are changes required, i.e, account changes or if another FOAPAL is being charged, please notify Tammy LaFreniere or Renee Harlow by forwarding the information to Please do not just reply to your . The reason for making these changes is so that your expenses are correctly reflected in your budget.

Some examples of account codes that should be changed from your default code are: Conference Fees – Non-Employee Travel – Rentals (including vehicles) – Meals – 719XXX Memberships & Dues If you have any questions regarding these or other changes, call Tammy LaFreniere – or Renee Harlow –

Transaction Amount Foapal-Default Account Sweep Date Vendor Name

Card number (last 6 digits) Foapal - Default Account Transaction Amount

Statements are due in the KSC Purchasing Office on the 10 th of each month. Submit the purchase documentation to your Account Manager in a timely manner. Assist with the resolution of any disputes that might arise. When in doubt, ask your Account Manager or the Purchasing Office questions before you make a purchase.

Purchase from contracted vendors. (See the Purchasing Website for a list : Example: U-Save for auto rental; OfficeMax (Boise) for office supplies; Hamshaw Lumber for hardware supplies.

General Rule: It is a sound and established business practice to have the Account Manager be the Supervisor of the Cardholder. While we support this model, we realize that in order to achieve our goal of fiscal responsibility (which is Banner access and account redistribution processing) exceptions to our general rule may be granted.

Conditions for Granting Exceptions to General Rule: Approved by Supervisor to make any/all Pcard Account Manager authorized changes in Banner. Fiscally responsible for departmental transactions. Active Banner User.

Authorized person serving as Account Manager must review, approve and sign off on monthly Pcard statements. Account Managers with Banner access can be given authorization to reallocate funds within their budget limit. If you would like to have this capability, please contact either Tammy LaFreniere – ; or Renee Harlow – ;

 Submit applications for new cards for your department. The form can be downloaded from  Maintain communication with your Cardholders.  Review all documentation in a timely manner and add any missing information. Remember – all monthly statements are due in the KSC Purchasing Office by the 10 th of every month.  Reconcile documentation to the statement for each Cardholder every month.

 Monitor your Cardholders use and compliance with rules and policies.  Contact the Campus Card Administrator when Cardholder violations occur.  Request policy exceptions for Cardholders when necessary.

If the card is lost or stolen, the Cardholder must do the following immediately: 1. Notify JP Morgan Chase at to report the loss. The number is available 24/7, 365 days a year. 2. Notify Tammy LaFreniere at , or Renee Harlow at , Remember - your department is responsible for all charges made against this card up until it is reported as lost.

Cardholder name and campus address MUST be on all documentation. The seven (7) required points for documentation are: Who – Vendor or supplier name Where – Vendor or supplier address What – Brief description of goods purchased When – Date of purchase How many – Number of units purchased How much – Unit price and total order amount Business purpose - Very important Substantiate a clear business purpose for use of department funds

Invoices are the preferred form of documentation Cardholders must verify that the seven points of documentation are on all invoices. Examples include: Invoices and hotel folios Itemized restaurant receipts – not just total bill Car rental invoices noting travel destination Clear business purpose: Business discussion Destinations Group names/team names Meeting attendees

Substitute documentation is allowed for rare and unusual circumstances. However, lack of original documentation is a Cardholder violation and may be misconceived as a personal purchase and subject to investigation. The following information must be included with the information previously mentioned. Explanation of why original documentation is not available Vendor Identification (name and address) Cardholder identification (name and card number) A missing slip form can be obtained by ing either Tammy LaFreniere – or Renee Harlow –

Account Managers or Cardholders are responsible for filing the documentation that supports all purchases. Reconciled statements with supporting documentation attached for all Purchasing Card transactions should be filed by date. Account Managers or Cardholders are responsible for maintaining all documentation for Purchasing Card transactions according to documentation procedures. Records must be maintained for at least three (3) years after the fiscal year end.

Account Manager or Cardholder retains appropriate documentation as defined for each purchase made. Each month the Cardholder receives a monthly statement of activity. Cardholder prints statement and attaches documentation sequentially for each transaction listed.

A clear and concise business purpose must be stated on either the receipt or the monthly statement for each charge. Cardholder matches the receipts to their statement, signs and dates the statement and forwards to their Account Manager for review. Note: When there is a small receipt, please tape it to an 8-1/2 x 11 sheet of paper to eliminate the chances of losing the receipt. Several slips can be taped to one sheet of paper in chronological order.

Account Manager reviews the packet for appropriate purchases and documentation, dates, signs and sends the complete packet to the KSC Pcard Business Managers Tammy LaFreniere or Renee Harlow at MS1601. Business Manager reviews all documentation during the monthly internal audit and signs off on the Cardholder statement, provided all supporting document is attached and in compliance with policies.

Should the documentation be unsatisfactory, the Business Manager will work with the Cardholder and/or Account Manager to resolve all identified non-compliance issues. Items that remain unresolved for more than 30 days will be forwarded to the Pcard administrator for resolution. Failure to comply with these conditions may result in the withdrawal of the privilege of using the Pcard.

The Cardholder and Account Manager receives the Pcard daily transactions and monthly statements directly from Banner Finance Production via Outlook . The Account Manager can access FAAINVT to query purchasing card activity. The Account Manager can have the ability to change feed dates and accounting distributions via FAAINVT

If you, as the Account Manager, would like to make these changes, please contact us for training. Otherwise, these requests should be directed to Business Managers Tammy LaFreniere or Renee Harlow at

KSC Pcard Audit: Goal To assure that established auditing and approved business practice rules and regulations are followed. Process: Cardholders and Account Managers are trained on their roles and responsibilities for Pcards. Cardholders review their Pcard daily activity and their monthly statements. Authorized Account Managers review the Cardholders monthly statements

Authorized Account Managers approve, date and sign the hardcopy of the Cardholders monthly statement. Monthly statements are to be sent to the KSC Purchasing Office by the 10 th of each month. KSC Pcard Business Managers review all monthly statements and notify Cardholders and Account Managers with any/all questions regarding monthly statements. Monthly statements not received and/or resolved by KSC Purchasing within 15 days - a letter will be sent to the Cardholder and Account Manager.

Monthly statements not received and/or resolved within 20 days – a second (2 nd ) letter will be sent to the Cardholder, Account Manager and Supervisor. Monthly statements not received and/or resolved within 25 days – a third (3 rd ) and final letter will be sent to the Cardholder, Account Manager and Supervisor with the date of Pcard termination.

KSC Cardholder Manual KSC Purchasing Manual KSC Travel Manual KSC Contracts

If you have any questions or problems, contact your Account Manager and/or the Campus Card Administrator: Tammy LaFreniere: or Renee Harlow: or For lost or stolen cards call JP Morgan Chase: