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1. Rowan University Purchasing Card (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. The P-Card should only be used as a supplement for items that are not available through the Purchase Order process, the Banner Finance Module, in extreme emergencies or with vendors who do not accept any other form of payment.
2. P-Cards are the property of Rowan University, and are to be used for University business purchases only.
3. P-Card Accountholders will be responsible for providing justification for each P-Card transaction. Failure to follow these guidelines and policy may result in card revocation, as determined by the Senior Director of Contracting & Procurement.
4. All items purchased with the P-Card are the University’s property. Only the Office of Contracting & Procurement has the authority to obligate the University for the purchase of goods and services. Any purchases made outside this policy become the sole liability of the individual making the purchase.
5. Neglect or abuse of 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.
6. 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.
7. The Accountholder must ensure all transactions are fully allocated with the correct Fund, Organization, Account and Program. This must be complete by the tenth (10^th) day of every month. Accounts with transactions that are not fully allocated by this date will be immediately suspended until the task is complete.
8. Completed P-Card applications must be forwarded to the Purchasing Card Administrator for approval. Cards will be issued in an individual employee’s name. 
   1. If the card is issued with the intended use of supporting the purchasing needs of a department, college or division, the P-Card’s safety and usage remain the sole responsibility of the employee whose name is listed on the card.
   2. All P-Card Accounts require an Approver.
   3. University “GRANTS” are not eligible for P-Card program participation.
9. 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 Standard, Executive and IT, with modified versions of each 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 commodity codes, but does not include travel or entertainment purchases.
      2. The Executive Card Model allows for an expanded list of allowable codes that includes travel and entertainment purchases.
      3. The IT Card Model allows for technology-related purchases only. This card is held by Information Resource and Technology (IRT) personnel.
   2. Spend Limits
      
      1. P-Cards are issued with one of four basic spend limits:
         
         1. Standard                             $500.00/transaction           $2,000/month
         2. Modified Executive             no transaction limit            $3,000/month
         3. Executive                             no transaction limit            $5,000/month
         4. IRT                                       no transaction limit            $5,000/month
      2. The OCP 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 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.
   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, travel and technology.
10. Purchase Documentation and Reporting
    1. 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. 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.
    2. The Accountholder must ensure all transactions are fully allocated with the correct Fund, Organization, Account and Program. This must be complete by the tenth (10^th) day of every month. Accounts with transactions that are not fully allocated by this date will be immediately suspended until the task is complete.
    3. Once signed off by the Accountholder, transactions are reviewed, approved and signed off by the Approver.
    4. After individual transactions are reviewed, approved and signed off by the Approver, they are reviewed for procurement compliance by the P-Card Administrator.
    5. Corrective action must be initiated within five (5) business days for any transaction that is flagged (disapproved) by either the Approver or the P-Card Administrator. Failure to do so within the allotted period of time will result in card suspension.
11. 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.
    1. 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.
    2. 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.
       
       

ATTACHMENTS:

1.  Attachment 1 - Assigned Responsibilities
2. Attachment 2 - Prohibited Uses of the P-CARD

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