1. The University Purchasing Card
APUR 102
The University Purchasing Card

2. APUR 102 P-card Refresher
This session will cover the parameters of the Purchasing Card program to include:
Limits of the card
Cardholder responsibilities
Lost/stolen or compromised cards
Monthly cardholder duties
& will touch on Liaison responsibilities

3. APUR 102 P-card Refresher
Welcome to the State of South Carolina/University of South Carolina Purchasing Card (P-Card) Program. As an agency of the State of South Carolina, the University of South Carolina is participating in the program designed to help you better manage low-dollar supply purchases and bring many benefits to you, the University, and vendors.
State employees expending public monies hold a public trust; their conduct must meet the highest ethical standards. All State government employees must use the P-Card only to purchase supplies and services within the guidelines of the Policy
Follow the link below to download the USC policy and procedures manual:

4. Eligibility Requirements:
APUR 102 P-card Refresher
Eligibility Requirements:
Applicant must be a full-time USC Employee
The approval of employees Department Head to execute purchase transactions on behalf of their department
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 Purchasing Card Administrator
Upon completion of training, documents will be sent to and processed by USC Columbia Purchasing Card Administrator

5. For official/legitimate University business purchases
APUR 102 P-card Refresher
About the card
To be used:
For official/legitimate University business purchases
Only by the individual named on the card
Card Limitations:
$4, per transaction (including freight, delivery, installation & sales & use tax)
Do not split transactions to avoid the single transaction limit. Splitting transactions is strictly prohibited and could result in removal of P-Card privileges
Neither Cardholder, nor merchants may exceed the Single Transaction Limit (STL) or split the purchase in order to accommodate for the STL
$10,000 per month
The Purchasing Card is a corporate purchasing VISA charge card, which will not affect the Cardholder's personal credit

6. What can I buy or what can’t I buy?
APUR 102 P-card Refresher
What can I buy or what can’t I buy?
Travel (Tickets, hotels, railroads, taxi’s, etc.), Food and food items (napkins, plates, utensils, food wraps, cooler, microwave, etc.), Plants, Flowers, Gifts/Giveaways, Stamps, Gift Cards, Clothing, Personnel Consumption Items (Kleenex, hand sanitizer, first-aid supplies, air freshener, etc.), Rentals, Greeting Cards, Registration Fees if associated with travel or meals, All student registrations, Tickets for any type of entertainment, Dry Cleaning, or other items in the blocked Merchant Category List
If purchase is in question, please contact your liaison
Memberships, Subscriptions, General Office Supplies, Services, programmatic supplies
Mandated to purchase any items from State Contracts

7. Maintain purchasing card in a secure location at all times
APUR 102 P-card Refresher
Security
Maintain purchasing card in a secure location at all times
Maintain security of the account number, expiration date, and security code at all times
Who can use the card?
Only the approved cardholder. Use by anyone other than the cardholder is strictly prohibited.
What do I do if I misplace my card?
Immediately report a lost/stolen or compromised card to Bank of America at (24/365).

8. Why would my p-card be declined? Blocked Merchant Category Code
APUR 102 P-card Refresher
What do you do if you erroneously charge a personal item on your p-card?
Written explanation is required along with copy of check and deposit transmittal showing reimbursement to University
Why would my p-card be declined?
Blocked Merchant Category Code
Single transaction limit exceeded ($4,999.99)
Monthly Cardholder limit exceeded ($10,000.00)
Can I return “stuff”?
Do not accept cash, gift cards, stored value cards, calling cards, pre-paid cards or similar products in lieu of a credit to the Purchasing Card account

9. Cardholder will:
Submit itemized vendor receipt, invoice, packing slip and any other additional supporting documentation to Department Liaison. Packing lists are not acceptable in lieu of receipt
Provide missing receipt affidavit to liaison for those receipts unable to obtain and or receive duplicate copies. Must also be signed by the immediate supervisor. Repeated use of this method will subject Cardholder to loss of privileges
Indicate alternate cost center, object code, and/or cost share account code for purchases to be charged if different than the default assigned to the Purchasing Card
Create and/or approve expense reports through PeopleSoft’s My Wallet module
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 items(s) or billing error appears on a subsequent Cardholder's Statement

10. New Cardholder Audit (after Year 1)
APUR 102 P-card Refresher
New Cardholder Audit (after Year 1)
P-card is good for 3 years
Upon expiration all cardholders will be
required to take a refresher exam (Questions
come directly from policies and procedures
Test will be administered through Blackboard
If cardholder fails the test they will be required
to sit for training again and retake the test

11. APUR 102 P-card Refresher
Spending Transparency is to provide citizens with convenient access to details on how tax dollars are spent.
Higher Education Spending Transparency may be found at:
State Government Monthly Charge Card Usage may be found at:

12. Leaving the University or Changing Departments?
APUR 102 P-card Refresher
Leaving the University or Changing Departments?
Return the Purchasing Card to Department Liaison upon terminating employment with the University of South Carolina
If changing departments within the University of South Carolina, please contact the Purchasing Card Administrator to coordinate the change and provide instructions for retaining purchasing card and approvals for new department

13. APUR 102 P-card Refresher
QUESTIONS