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1. P-Card Accountholders should utilize the Banner Finance Module whenever possible and will be responsible for providing justification for each P-Card transaction. The card should be used for emergency purchases and for required business purchases with vendors who do not accept any other form of payment. Failure to follow these guidelines may result in card revocation, as determined by the Senior Director of Contracting & Procurement. P-Card Accountholders are responsible for providing adequate documentation to the Office of Contracting & Procurement to establish vendors in the Banner Finance Module.
   
   P-Cards are the property of Rowan University and are to be used for University business purchases only.  The University is responsible for the purchases made with the P-Cards.
   1. Neglect or abuse of P-Cards will result in cancellation of the card.
   2. Fraudulent use of the card will result in disciplinary action up to and including termination of employment.
2. 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 to the University.
3. Completed P-Card applications must be forwarded to the Purchasing Card Administrator for approval. Cards can be issued in an individual employee’s name or in the name of the department according to the specific needs of the department.
   1. Only full-time, classified employees are eligible for Accountholder and Approver roles.
   2. If the card is issued in a department’s name, the card will become the responsibility of the applicant, who will be designated as the P-Card Accountholder.
   3. All P-Card Accounts require an Approver. All designated roles and authorities correspond to the University Organizational Chart.
4. General P-Card Controls
   A combination of intended use, employee responsibilities/regular job duties, MCC blocking schemes, card limits and transaction limits are all taken into consideration when determining the proper card model assigned to each P-Card. Card models are have one of two profiles, Standard, Entertainment, Athletics, Executive and or IRT, with modified versions of each both available as needed. The models are defined primarily by blocking scheme and spend limit.
   1. MCC Blocking schemes have been developed to govern the use of the P-Cards and determine the card model that is assigned.
      1. The Standard Card Model allows for specific standard commodity codes.The Entertainment Card Model allows for specific standard and entertainment-related commodity codes.The Athletics Card Model allows for specific standard and athletics-related commodity codes.The Executive Card Model allows for an expanded list of allowable codes that includes entertainment-related purchases.
      2. The IRT Card Model allows for technology-related purchases only. This card is held by Information Resource and Technology (IRT) personnel only.
   2. Spend Limits
      1. P-Cards are issued with one of three basic spend limits and is determined by employee title and job description:
         1. Level A $2,000.00/month
         2. Level B $3,000.00/month
         3. Level C $5,000.00/month
      2. The OC&P reserves the right to adjust the limits (transaction and monthly) based on the intended use of the P-Cards.
   3. Purchase transactions may not be split into multiples spends 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.
   4. All departmental budgets must be taken into consideration while using the P-Card.
   5. New Jersey State and University procurement and budget procedures must be followed.
   6. Certain purchases require additional approvals, including but not limited to: Receptions and Entertainment, Technology, and TechnologyFurniture.
5. Purchase Documentation and Reporting
   1. All P-Card users (Accountholder, Proxy Reconciler, and Approver) must complete P-Card trainings on an annual basis.  Failure to complete trainings by the deadline will result in the suspension of the user account.
   2. The Accountholder will secure and retain receipts that provide complete detail to support each purchase charged to the P-Card. All receipts for P-Card purchases must be detailed and itemized and uploaded to Works®. Transactions that do not have a corresponding itemized receipt will become the liability of the Accountholder. Transactions not accompanied by a receipt may require reimbursement at the discretion of the Office of Contracting and Procurement. Accountholder departments are required to retain original credit card receipts for two three calendar years.  Receipts may be stored off-site after three years, but must remain accessible for seven years.
   3. The Accountholder must ensure all transactions are fully allocated with the correct Fund, Organization, Account and Program. This must be complete by the ninth (9^th) day of every month. Should the 9^th fall on a Saturday or Sunday, Sunday, or University-recognized holiday, allocations are due by 4 p.m. on the Friday priorlast business day before the 9th. Accounts with transactions that are not fully allocated by this date will be immediately suspended for thirty days. A second offense will result in a suspension of sixty days. A third offense will result in the cancellation of the account.
   4. Once signed off by the Accountholder, transactions are reviewed, approved and signed off by the Approver.
   5. After individual transactions are reviewed, approved and signed off by the Approver, they are reviewed for procurement compliance by the P-Card Administrator.
   6. Corrective action must be taken for any transaction that is flagged (disapproved) by either the Approver or the P-Card Administrator. Failure to do so will result in card suspension.
   7. Accounts will be terminated upon the third suspension.
   8. Errors regarding incorrect billing may occasionally occur with the P-Card. When errors are found on a statement, it is imperative that the problem be resolved in a timely manner. The University has limited time (notification period) from the date of the statement to notify the bank of a disputed transaction. If the Bank is not contacted within the notification period, however, fraudulent charges may become the liability of the Accountholder’s Department. For non-fraudulent or disputed transactions, Accountholders should attempt to resolve the billing issue with the vendor. If the issue cannot be fully resolved, the P-Card administrator should be contacted as soon as possible.

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1. Goods and services that can be purchased with a purchase order (excluding memberships, registrations, and registrationsjob postings).
2. Information Technology (Hardware or Software) without prior IRT approval.
3. Furniture without prior approval from Facilities.
4. Personal Charges – even with the intent of reimbursing the University.
5. Goods and services requiring a signed agreement or contract, including stipends, honorariums or contracted professional services, without prior OC&P approval.
6. Traveler’s Checks or cash withdrawals from ATM machines.
7. Purchases presenting significant potential risk or exposure to liability for the University. For example: items or services that represent special health, safety, occupational or environmental risks or arrangement whereby the University is required to sign any type of agreement or contract.
8. Alcohol.  Transactions may not be allocated to a State-funded account.
9. Any purchases prohibited by University Policies or not related to University business.
10. Travel-related purchase including but not limited to: hotel accommodations, transportation, and incidentalsmeals, mileage/gas on personal vehicles, and all other expenses listed on the Account Payable Non-Reimbursable Travel Expense list. Hotel accommodations and transportation purchases are allowable with an approved encumbrance number.
11. Gift Cards.

*At the discretion of the OC&P individual cards may be approved for specific purchases as described in section DVI.1.d.