1. Purchasing Card (P-Card) Program
Administrators
Alexis Jones
&
Stacie Mori

2. Goals Understand the purpose of the P-Card program.
Understand Rowan University policies governing the P-Card program.
Discuss how these rules apply in the context of purchases and transactions.

3. Definitions
Administrator
Accountholder
Approver
Proxy Reconciler

4. Purpose of the P-Card
The P-Card program has been established to provide an alternative method for authorized business purchases that benefit the University’s mission of education, research and public service.

5. Policies
P-Cards are the property of Rowan University and are to be used for University business only.
All items purchased with the P-Card are the University’s property.
Any purchase made outside of this policy becomes the sole liability of the individual making the purchase.
P-Card Accountholders are responsible for providing justification for each P-Card transaction.

6. Policies, continued
Rowan University receives various discounts from numerous vendors for products and services. The use of P-Cards, in many cases, voids discounts and tax exempt status. Accountholders are responsible for ensuring any sales tax charges, that would otherwise be exempt from a purchase, are credited back the to University.
Neglect or abuse of the P-Cards will result in cancellation of the card.
Fraudulent use of the card will result in disciplinary action up to, and including, termination of employment.

7. Additional Considerations
If the card is issued with the intended use of supporting a department, college, or division, the P-Card’s safety and usage remain the sole responsibility of the employee who’s name is listed on the card.
All P-Card Accounts require an Approver.
Several models of blocking schemes and spending limits are available.
Purchase transactions may not be split into multiple transactions to avoid the single transaction limit. Such activity is illegal and constitutes improper use of the card and will be subject to P-Card suspension and/or termination.

8. Additional Considerations, continued
University “GRANTS” are not eligible for participation in the P-Card program.
All departmental budgets must be taken into consideration while using the P-Card.
New Jersey State and University procurement and budget procedures must be followed.

9. Allowable Purchases
The P-Card should only be used as a supplement for items that are not available through a Banner purchase order, in extreme emergencies or with vendors who do not accept any other form of payment.
Travel and Entertainment, if that is an essential role of the employee.
Entertainment, dining, receptions
Emergency situations
Vendors who are compliant, but do not take POs and issue invoices

10. Prohibited Purchases Alcohol New Jersey Sales Tax Personal purchases
Cash advances
Approved Banner vendors
Shipping to personal addresses
IT including hardware, software and accessories
Hazardous, radioactive, or controlled materials and substances
On-campus purchase (Bookstore, Gourmet Dining, Rowan Foundations or Clubs)
Personal cell phones, cable and WiFi (some circumstances are allowed; determined only by OCP)

11. Accountholder Responsibilities
Account holder is responsible for recapturing NJ sales tax.
Report lost or stolen P-Cards to the customer service number listed on the card and the P-Card Administrator.
Notify P-Card Administrator of any changes to departmental position and responsibilities as they relate to the P-Card.

12. Accountholder Responsibilities, Works®
Receipts
Accountholder must collect and reconcile charge receipts with P-Card charges.
Receipts must be detailed and itemized
Receipts must be uploaded to Works®.
Transactions that do not have a corresponding itemized receipt will become the liability of the Accountholder.
The University must be reimbursed by the Accountholder for all purchases over $25.00 that are not accompanied by a valid receipt
Accountholders are required to retain original credit card receipts.

13. Accountholder Responsibilities, Works®, continued
Transaction Allocation
The Accountholder must ensure all transactions are fully allocated with the correct Fund, Organization, Account and Program.
Itemized receipts must also be uploaded.
This must be completed by the tenth (10th) day of every month. Accounts with transactions that are not fully allocated by this date will be immediately suspended until these tasks are complete.

14. P-Card Process Make transaction using P-Card
Allocate all transactions with correct Fund, Organization, Account, and Program within Works®
Upload all receipts to Works®
Once signed off by the Accountholder, transactions are reviewed and signed off by the Approver.
After signed off by Approver, they are reviewed for procurement compliance by the P-Card Administrator
Corrective action must be initiated within five (5) business days for any transaction that is flagged (disapproved) buy either the approver or the P-Card Administrator. Failure to do so within the allotted period of time will result in card suspension.

15. Requesting a P-Card Application is available here.
Completed P-Card applications must be forwarded to the Purchasing Card Administrator for approval.

16. Q&A
What questions do you have for us?