1. The University Purchasing Card

2. University Purchasing Card
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. University Purchasing Card
The University of South Carolina Purchasing Card (P-card) program has been designed to help better manage low dollar supplies, selected contractual services, membership fees, and non-restricted commodities.
The P-card program does not replace the Purchase Order system.
Follow the link below to download the policy and procedures manual:

4. Eligibility Requirements:
APUR 102 P-card Refresher
Eligibility Requirements:
Applicant must be a Full-time Permanent USCA Employee
The Approval of Department Head
Training Session Attendance
Signature on Cardholder Agreement

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)
$10,000 per month

6. University Purchasing Card
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. University Purchasing Card
Security
Maintain in a secure location 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. University Purchasing Card
What do you do if you erroneously charge a personal item on your p-card?
Why would my p-card be declined?
Can I split a transaction to circumvent the purchase limitations?
Can I return “stuff”?
Forward your USC to address.
Update your PeopleSoft address to address.

9. Monthly Activities: 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.
• Approve expense report in PeopleSoft

10. University Purchasing Card
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. University Purchasing Card
Spending Transparency

12. University Purchasing Card
QUESTIONS