1. University Card Services Administrator Brittney Kenney– 622.8246 cardservices@eku.edu

2.  The University Procurement Card Program has been established as a service to eligible persons within the University community to provide a more efficient method of purchasing and payment of small-dollar goods and services, as well as travel and travel-related expenditures.  The procurement card is a purchasing & payment tool, not a separate program. It is designed to be used in conjunction with existing policies, requirements, procedures and any other applicable University policies and procedures.

3.  Reallocation is REQUIRED  See website for allocation schedule  Supervisors Review & Sign Hardcopies Monthly  Cardholders Retain Original Documents  Record Retention  Sponsored Agreements – at least 3 years, governed by agreement  Other University Funds – 3 years  Additional Document Submission  Tier 3 cardholders MUST submit copies of all invoices, receipts and statements each month – CPO 8A  Grant Funded/Sponsored Program cardholders MUST submit copies of all invoices, receipts and statements each month - CPO 38A

4. Given the nature of online purchases, University ProCards can occasionally become compromised, initiating fraudulent charges.  If you notice an unauthorized transaction on your card, please notify the ProCard Administrator immediately.  The University has 60 from the posting date of a transaction to dispute the charge  If you wish to speed up the process, please include a PNC dispute form with the appropriate information when emailing the ProCard Administrator.  PNC Dispute Form can be found at http://purchasing.eku.edu/procard-forms http://purchasing.eku.edu/procard-forms

5. In an effort to monitor card usage, University Card Services may periodically request ProCard documentation for a certain time period.  Areas Checked for Compliance  Receipts  Allocations  Supervisor Reviewed  Allowable Purchases  A report will be provided to summarize the findings  If noncompliant, the cardholder has 30 days to return a signed copy of the review  Final Report and Response  Provided to Dean/VP

6.  Purchase Limits  Tier 1 and 2: $5K/$5K  Tier 3: $10K/$50K  Accounting Codes  Chart: E  Default Settings: Your default settings should be set to the Org and Account codes that you use MOST frequently

7.  Split Purchases  Personal Use  Delegation  Flowers  Coffee/Break Room Supplies  Restaurant Meals  A full list of restrictions can be found in the Requirements and Procedures Manual

8.  Allowable:  Hotels  Airlines  Rental Cars  Rental Car Gas  Airport Parking  Not Allowable  Restaurant Meals (unless cardholder has a Tier 3 card)

9. Notify ProCard Administrator anytime a cardholder in your department moves within or leaves the University.  Surrender Procard  Cancelled by ProCard Administrator  Cardholder Notified  Destroy the plastic