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P Card Policies & Procedures

1.0 Objective

The University of Rochester Purchasing Card, hereafter referred to as P Card, is a valuable tool for quickly and

efficiently purchasing and paying for goods. This tool can be advantageous to the individual purchaser, the

purchaser's department, the University and the suppliers.

2.0 Responsibility

Purchasing’s P Card Administrator is responsible for the oversight and enforcement of P Card Policies and

Procedures

3.0 Instructions

The purpose of this document is to provide instructions for the issuance and use of the P Card along with

instructions for reconciliation and review of transactions. The University of Rochester has established a new

Purchasing Card Program with US Bank to provide expanded convenience and controls for low dollar purchases.

HOW IT WORKS

1. Cardholder makes an authorized business-related purchase by charging it on their US Bank Visa Card.

2. Cardholder must upload the receipt(s) along with any additional supporting documentation in the Access Online Internet application.

3. Cardholder reviews P Card transactions daily/weekly in the Access Online Internet application. 4. Cardholder reconciles receipts to the Transaction Detail Report and to the Commercial Card

Statement, both from Access Online. 5. The P Card Manager reviews and approves the Cardholders’ transactions in the Access Online

internet application. P Card Manager reviews all charges within the current billing cycle for distribution to the appropriate general ledger account, valid business purpose and adequate supporting documentation. The P Card Manager signs and dates the Commercial Card Statement from US Bank on a monthly basis.

6. Cardholders need to keep original receipts and supporting documentation, transaction detail reports, and bank statements, within the department for ledger reconciliation and audit requirements

7. The bank pays the merchant when merchant submits the transaction. 8. University of Rochester pays the bank each billing cycle. (include dates)

GENERAL INFORMATION AND DEFINITIONS

Billing Address - The cardholder's department address. (May be requested by suppliers for phone order verification.)

Billing Date – US Bank's contract requires account billing upon shipment of an order.

Billing Phone Number - The University phone number of cardholder. (May be requested by suppliers for phone order verification.)

Cardholder - Employee who has been issued a P Card.

Card Issuer – US Bank, the bank issuing University of Rochester P Card.

Cycle Cutoff - The date statement is issued (on the 25th day of each month).

Department Head - For purposes of these instructions refers to the VP, Dean, Director, or Department Head with budget authority for Department.

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P Card Managers - Department representatives responsible for facilitating the Purchasing Card Program within their departments.

P Card Help - Customer Service (x58900) - Point of contact to assist with questions/concerns, available via phone or e-mail

P Card Administrator - Corporate Purchasing representative responsible for P Card process

ISSUANCE OF CARDS

Authorization: The Department Head or Chair must designate a P Card Manager for the

department by completing the Purchasing Card Program Authorization Form. The form will

indicate authorization, cardholder limits, if any, and cost allocation information. Additional

names may be added to the same form if more than one person will be authorized to have a P

Card. Typically, the P-Card Manager should not be allowed to be a cardholder. If a department is

unable to achieve this appropriate segregation of duties (i.e., constrained by a shortage of

appropriate staff members), the department head would be required to accept a higher level of

responsibility for the management of the program, assuring that an in-depth review of all card

transactions takes place; they would be required to assign someone in at least a one-level higher

position than the cardholder who would essentially undertake the oversight responsibilities

expected of a P-Card Manager.

In addition, cards requested for Medical Center and SMH accounts require the signature of the

Divisional Finance Officer. A listing of these contacts may be found at Division Contacts (login

required for out of network users)

Application: The Application Form requires pertinent information for any individuals authorized

to use the card. This form should be completed by the employee and P Card Manager, signed by

employee, attached to the Program Authorization Form and forwarded to the P Card Program

Administrator at Box 278901 or emailed to P CardAdministrator@urmc.rochester.edu after

obtaining all necessary signatures.

Distribution: Each cardholder will be required to sign a University of Rochester Purchasing Card

Program Cardholder Agreement and P Card Manager will be required to sign a University of

Rochester Purchasing Card Manager Agreement Form upon completion of training and receipt

of their card(s).

Purchasing Card Change/Cancellation Notice: Whenever there is a change in the department P

Card Manager, cardholder or if a card is terminated, a completed Purchasing Card

Change/Cancellation Notice must be submitted to the P Card Program Administrator in

Corporate Purchasing, Box 278901 or emailed to P CardAdministrator@urmc.rochester.edu after

obtaining all necessary signatures.

CARD LIMITS

Card: Since University of Rochester, not the individual employee, will pay for the purchases made with the P Card, additional controls have been added to the card accounts. These limits are imposed at the point of sale when the card is swiped.

Cardholder Spending Limits: The University's maximum limit on P Card purchases is $1,500 per transaction. The cardholder's Department Head, however, may identify lower limits. These limits should be noted on the Purchasing Card Program Authorization Form.

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Merchant Activity Type Limits: Specific types of businesses identified by a Standard Industrial Classification (SIC) Codes are restricted on the card. If you have difficulty using your card with any particular supplier, please contact Customer Service.

Policy: In addition to the limits that are controlled at the point of sale by the card, University of Rochester limits the use of the card through policy. The card may be used only for purchases that are made under delegated authority. It is a violation of the program to split orders in order to remain within the transaction limit.

CARDHOLDER RESPONSIBILITIES

The card is a privilege granted to you by the University and it is expected that you will use it responsibly. The University will seek restitution for any inappropriate charges made to the card. Fraudulent or intentional misuse of the card will result in revocation of the card and/or possible criminal charges. Only the authorized cardholder is allowed to use the card. Delegation of authority is not permitted. Merchants require that the signature on the card match the signature on the receipt. In general, your Pcard should be used in a responsible manner for purchases that are in the best interest of the University.

When accepting P Card, cardholder becomes an authorized purchaser for the University with specific responsibilities for expending University funds as follows:

Obtain Best Value o Cardholder must utilize lowest price based on requirements, quality, and availability to obtain

the maximum value of each dollar expended o The card is limited to purchases totaling $1,500 or less. The transaction limit of $1,500 includes

shipping costs.

Protection of Card Cardholder must protect the security of his/her P Card and P Card number. Sharing of the card with other employees is unacceptable. The UR assumes liability on a

card if it is used by anyone other than the cardholder. If a card is used by others in the department, then the department is responsible for any fraudulent use on the card.

Store the card in a secure location accessible only to the cardholder. Card number should be secured (i.e. not posted at a desk or any other location). Cardholder must notify Card Issuer immediately by calling 1-800-538-8788 when card is

lost or stolen. Cardholder must confirm notification in writing or facsimile to his/her department P Card Manager. Manager has the responsibility of communicating information to P Card Administrator.

Limitations on Suppliers o Ensure that purchases are not made from any vendors on the Office of the Inspector General

(OIG) Vendor Exclusion list (see Helpful Links, then click on “Debarred and Suspended Suppliers”). If the supplier is listed, you should not do business with that supplier.

o Cardholder must not make P Card purchases from friends or relatives where cardholder has a financial interest.

o Cardholder must not accept any gift or gratuity from any source when it is offered, or appears to be offered, to influence your decision-making regarding P Card Purchases.

Limitations on What Can Be Purchased The cardholder accepts responsibility to ensure that items prohibited from purchase with P Card are not procured. Refer to “Excluded Items”

Special Requirements for Sponsored Projects o Use of the Purchasing Card continues to operate under any of the standard sponsored project

compliance or accounting requirements. All costs incurred on a sponsored project must be reasonable, necessary, allowable and appropriate to the specific account charged. Costs may not

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be incurred on a sponsored project for preplanned transfer or redistribution to another account; Card purchases can be charged to a sponsored project account through the re-allocation process only. If an incorrect account or subcode is used, correction shall be required and accomplished through a subsequent cost transfer.

o If any charge is disallowed by the University or Auditor, the charge will go back to the default account.

o All receipts and statements supporting P Card transactions for the current and past fiscal years will be kept at the department level (in accordance with official records retention policy).

o The P Card cannot be used for charging departmental costs to a sponsored project account. o Sponsored project purchases must be made in accordance with the restrictions terms and

conditions of the sponsored project. o The sponsored project account cannot be used as a clearing account for card purchases. o FRS account and subcode assigned to the purchase must be appropriate. o Any questions should be directed to the Office of Research & Project Administration and/or

Sponsored Program Accounting.

Maintaining Receipts and Reconciling Statement

The cardholder accepts the responsibilities included in departmental P Card process. It is the cardholder's

responsibility to provide the Department P Card Manager with necessary documentation. All supporting

documentation for transactions must be uploaded into Access Online internet application and filed

centrally in the respective department. As further documentation of review and reconciliation, the

cardholder (reviewer) should sign/initial the statement. The Department P Card Manager is ultimately

responsible for tracking departmental purchases and providing the backup to the auditors on request.

Allowable Purchases o Cardholders may use the P Card to procure small dollar supplies of less than $1,500 o Subscriptions, reprints, pamphlets, manuals, books (excluding textbooks) o Food and Beverages for on-site University of Rochester business purpose. Document business

purpose and list of attendees, or if the attendance is quite large, reference the group and business purpose (i.e., "Chemistry, Retreat" or "Simon School staff meeting")

o One-Time Repair or Service o Advance registration fees for a workshop, seminar, convention or conference, which an

employee is authorized to attend, may be charged on the P Card: Fees for optional activities such as sightseeing, field trip, or banquets are not allowable. Any part of a registration fee applicable to meals or lodging and identifiable as such,

shall be charged to your American Express Corporate Card.

Using the P Card—Making the Purchase The P Card can be used to make purchases over the counter, by mail, by fax, by telephone, or by internet. The following procedure should be followed for all P Card purchases.

Decision to Buy When making the decision to buy, the employee should:

o Utilize University contracted suppliers whenever possible using the appropriate order form or process. Orders for SOLO vendors should be placed online using your SOLO account, and not on your P Card.

o Ensure the transaction is appropriate and in accordance with all University rules and regulations. o Utilize various non-contract suppliers to give fair treatment to all suppliers and to assure that the

price obtained is reasonable. Transactions you make may be on behalf of Federal sponsors. Corporate Purchasing on behalf of the government clients requires special sensitivity on the part of the purchaser to obtaining fair and reasonable prices, spreading purchases among many suppliers including small, small-disadvantaged, and women-owned businesses, and adhering to strict ethical conduct.

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o Ensure that the price is fair and reasonable; review the cardholder responsibility section Cardholder Responsibilities and Obtain Best Value

Making the Purchase—Over the Counter o Verify that supplier accepts the Visa. o Provide the P Card for payment. o Inform the clerk that the purchase is exempt from state and local sales tax. The P Card states

sales tax exemption, but cardholder should verify that clerk does not charge sales tax. o Verify the dollar amount is correct and no sales tax has been included, then sign the sales draft. o Retain your copy of the sales draft and receipt. If copy does not provide description of item(s)

being purchased, this should be written on sales draft or receipt. o Upload receipts into Access Online Internet application. o Follow P Card transaction/documentation process established in Department.

Making Purchase—Mail, Fax, Telephone, or Internet orders o Provide supplier with requested card information. o Inform supplier that the purchase is exempt from state and local sales tax. o If copy of exemption certificate is required, contact the P Card Administrator at x5-8900 (with

online purchases, cardholders may find it impossible to pass sales tax exemption information to the supplier. In this case, cardholders must follow up immediately with the supplier via phone or fax to ensure that the University receives a tax waiver).

o Order the desired goods or services and confirm the total cost, including shipping and handling. o Give supplier detailed shipping instructions as provided by your P Card Manager. The second line

of the address should identify department, cardholder and room number. Since there is not a purchase order number for the supplier to reference, this line creates University of Rochester's delivery information. Tell the supplier that the Purchasing Card number should not be displayed anywhere on the outside of the package.

o Cardholders should purchase only from websites that start with "https", rather than "http". This is entered on the web "Address" line. When "https" is used, a padlock appears at the bottom of the browser window. This indicates that the website and the user information provided therein are protected by SSL (Secured Sockets Layer).

o Do not give the address of Accounts Payable. Remind the supplier that this is a VISA purchase and to send a receipt for the purchase to you at your department mailing address.

o Retain documentation for purchase. This may be copy of order form, copy of catalog page showing cost.

Returning Purchases Made With a P Card If you determine that the material is defective or incorrect, notify the supplier that the item needs to be returned and request an address to ship to and a return authorization number. Request that the supplier process a credit transaction through Card. Document that goods have been returned for credit and communicate information through proper channels within department. Ensure that the credit appears on the next monthly statement. If not, process charge as disputed item.

KEEPING RECEIPTS The cardholder is responsible for obtaining receipts, packing slips, or other documentation for uploading into Access Online. The original receipts (not copies) are required to be kept for permanent audit documentation of purchase. For purchases made over the counter, documentation would be the actual sales receipt. For other purchases, cardholder should request that a receipt be included in the delivery package and/or make a copy of the catalog page or computer screen information which indicates items purchased and price. These should be attached to any packing slip information received upon delivery. The transaction cutoff cycle with card provider is the morning after the 25

th of the month of the billing cycle.

Purchases made after the last business day should be included on the next month's billing cycle. RECONCILING P CARD MONTHLY STATEMENT

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Cardholder transaction documentation should be reconciled with the monthly statement. The individual who reconciles statement should verify that items billed are indicated on documentation as received and are billed at correct amount. If items on statement do not match, one of the following should be done:

If item billed is disputed, follow instructions in Resolving Disputes with Suppliers. To the left of item on statement, write "D" to indicate disputed item. If item on statement was ordered, but not received determine the shipping date. VISA's supplier contract requires billing upon shipment of order. If cardholder has adequate information that shipment has been made, but not received, cardholder can mark item as billed and check item on statement. If cardholder determines that shipment has not been made, procedures for disputed item in "Resolving Disputes with Suppliers" should be followed. To the left of item on statement, write "D" to indicate disputed item.

If there are any open items on the statement, a copy should be made and attached to the following month's transaction packet. An open item would be a disputed item, item listed on log but not billed, or items billed but not received. Making the copy and including with the following month's log will facilitate follow up and reconciliation process for that month.

AUDITS AND SUSPENSIONS –

Cardholders must upload original itemized receipts for each transaction before the 25th

of each month.

Failure to comply with this policy will result in suspension of card privileges until that is completed.

Repeated occurrences of card suspension may be cause for permanent card cancellation.

Please feel free to contact your P Card Manager with any questions about what constitutes an allowable charge or acceptable supporting documentation.

RECORDS RETENTION

It is the Cardholder’s responsibility for obtaining purchase documentation from the

merchant (sales receipts, invoices, etc.) to support all purchases made with the P Card

and to document the business purpose for the expenditures in Access Online.

Departments/Divisions must comply with the record retention requirements for support documentation as set

forth in the University of Rochester’s Policy on Retention of University Records @

http://www.rochester.edu/adminfinance/records.html. All Departments/Divisions will maintain records of each P

Card transaction and the supporting documentation in an auditable state as outlined in the policy excluding federal

grants or awards. The length of this retention period is attributable to the fact that departments/divisions are the

sole source of support, meaning they hold the only copy on campus. All records pertinent to a federal grant or

award must be retained until three years after the date of submission of the final expenditure report, in

compliance with granting authority regulations. Procurement Card transaction

RESOLVING DISPUTES WITH SUPPLIERS If cardholder is charged for an item incorrectly, they should contact the supplier and attempt to resolve the problem. Any communications should be documented on statement (or attachment) and include dates, the persons involved, and a brief description of the problem.

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If the cardholder is unable to resolve the dispute with the supplier, the Department P Card Manager should be notified and the dispute may be recorded on line. The Department P Card Manager will resolve the issue with the Card Issuer and assure proper application of credit. The P Card Administrator may be contacted if additional assistance is required.

Cardholder should record that transaction as "dispute" on statement by placing "D" to left of item.

Cardholder should ensure that the next monthly statement reflects a deposit correction and "DC"; noted to left of item to indicate dispute cleared.

SALES TAX EXEMPTION The University of Rochester is a tax-exempt organization. The New York sales tax-exempt number is printed on the front of every P Card. Cardholders must give this number to all vendors at the time of any transaction to exempt payment for New York or reciprocal state sales tax. Purchases made by the University outside of New York, may not be exempt from another state's sales and use tax. There is a Tax Exempt Chart on the Accounts Payable website which lists our tax exempt status with each state. Inquiries regarding Out of State Sales Tax Certificates of Exemption should be directed to the Finance Office at 276-4691. POTENTIAL TAX LIABILITY The Internal Revenue Service (IRS) considers employer gifts of cash, gift cards, gift certificates, and similar items which can easily be exchanged for cash as additional taxable salary or wages which is subject to reporting and withholding obligations by the employer. (Publication 525 Taxable and Non Taxable Income) CARD RESTRICTIONS

Red Flag Items: The following items should only be purchased with a P Card when a valid business reason can be documented. Questionable transactions should be discussed with divisional or University Finance prior to purchasing these products or services.

o Dues and Memberships o Entertainment Tickets (i.e., concerts, baseball, hockey, bowling, football, movie, etc.) o Flowers o Food, Beverages & Meals o Home Internet Service o Cell Phone o Pagers o Gifts and Employee Awards o Gift Cards

Excluded Items: The following may not be purchased with the P Card. (This list may not be all-inclusive. When in doubt, contact the P Card Administrator.)

Alcoholic Beverages Items ,Food, Beverage for personal use or consumption

Animals Lease, Rental or Demonstration of Equipment

Business Cards Medical Supplies

Capital Equipment (i.e., with a 2+ year useful life and unit cost greater than $300 (SMH purchases), and greater than $1,000 (University purchases)

Purchases from individuals

Cash Advances Radioactive Isotopes

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Contracting (i.e., Consultants/Independent Contractors, Maintenance Agreements)

Releases on standing orders, blanket orders or multiple shipments

E-bay Purchases Sales Tax (University is tax exempt)

Equipment involving a trade-in or exchange Services (i.e. laundry, dry cleaning, phone, television, utilities, moving, storage, rigging, transportation, employment and other professional services).

Forms Split orders to remain within the transaction limit

Furniture Travel and travel related purchases or services (i.e. airline tickets, car rentals, travel agencies, gasoline, fuel - Use T&C)

Hazardous Substances/Materials (i.e., Gasoline, fuel, explosives, etc.)

Textbooks (Due to Contract Agreement)

Hotel/Motel (sleeping accommodations)

COST ALLOCATION Each card issued will be assigned a default account to be charged as identified by the Department Head on the Purchasing Card Program Authorization Form. The department P Card Manager and cardholders will receive a report of cardholders' unapproved transactions each Friday. All transactions requiring redistribution must be identified via e-mail to the Department P Card Manager no later than the 25

th of the month. Changes identified

after the statement reconciliation period must follow the University's cost transfer rules.

TRAINING CLASS

Department P Card Managers and cardholders must attend an Access Online training class before cards can be issued within the department. The P Card Manager is responsible for training all cardholders in his/her department on policies and procedures of the program. The online training site is @ https://wbt.access-online.com/. You will receive login information when your login is completed.

P CARD PROGRAM CARDHOLDER AND MANAGER AGREEMENT FORMS

The final step to issuance of a card is the signing of the UR Purchasing Card Program Cardholder Agreement and/or UR Purchasing Card Program P Card Manager Agreements by the faculty/staff member. By signing the form, the faculty/staff member acknowledges:

Receipt and understanding of the regulations for use and protection of card,

Understanding of responsibilities in reconciliation process and billing disputes,

Understanding and acceptance of consequences for P Card violations.

UNAUTHORIZED AND INAPPROPRIATE CARD USE

The P Card must never be used to purchase items for personal use or for non-University purposes, even if the

Cardholder intends to reimburse the University.

A Cardholder who makes an unauthorized purchase with a P Card, as defined in the

Authorized Use section, or uses the P Card in an inappropriate manner, may be subject

to disciplinary action including card cancellation and Performance Management Process

up to and including discharge. When appropriate, notification of fraudulent use will be

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shared with Security and the Rochester Police Department for possible criminal prosecution

VIOLATIONS OF POLICY

Consistent adherence to the P Cards Program controls and rules is required of all Cardholders and Card Managers to assure continued eligibility to participate in the program. Failure to properly adhere to these controls and rules will result in the following actions:

Corrective Action Event or Cause

Suspension or removal of Cardholder privileges.

Using the card to purchase restricted products or services.

Failure to properly review transactions.

Failure to properly upload documentation to Access Online (i.e. receipts, invoices, etc.)

Failure to properly document transaction business purpose.

Failure to properly prepare, review and file monthly statements.

If the P Card has no activity for six (6) consecutive months or greater

Suspension or removal of Card Manager privileges. Referral for possible Performance Management Process up to and including discharge and/or possible criminal prosecution.

Failure to properly review and approve Cardholder monthly transactions.

Failure to properly review and approve monthly statements.

Failure to properly report transactions with employee tax reporting liability.

Failure to properly retain transaction documentation (invoice copies, documentation, statements) of all employees including terminated.

Using the card for personal use.

Fraudulent use of card.

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Receiving cash or check issued to Cardholder to resolve a credit or return

Removal of Cardholder or Card Manager privileges.

Failure to successfully pass an audit or comply with recommendations identified from previous audit.

APPROVER RESPONSIBILITIES

Department P Card Manager is responsible for review and approval of reconciled statements.

Said manager is responsible for ensuring that the reconciliation of the monthly statement is completed for each of their cardholders each month. Cardholder must submit cost redistribution to the Department P Card Manager weekly, or in accordance with department procedures. The department P Card Manager is responsible for statement review including the following:

Review transactions to verify appropriateness of items being purchased and funds being utilized.

Validate that cardholder has verified that purchases are not made from any vendors on the Office of the Inspector General (OIG) Vendor Exclusion list, per the instructions outlined in cardholder responsibilities.

Assess the appropriateness of the Pcard given the transaction.

Investigate all "unusual item" purchases.

Identify any violations as noted in Policy Violations listed above and discuss with cardholder to provide additional instruction. Discussion should be documented and attached to statement.

Responsible for facilitating the reconciliation and approval process. Assure that there is supporting documentation for each transaction (including original documentation for evidence of receipt of goods, credits, statements and records of disputed transactions). The documentation should adequately support the charges, and the business nature of the transaction must be documented and appropriate.

Provide supporting documentation for any P Card transaction upon request.

The P-card manager should document his/her reconciliation/review by signing/initialing the statement.

FAILURE TO APPROVE TRANSACTIONS

P Card Managers who have unapproved transactions at the end of the month will be notified and may have their P Card privileges suspended or revoked for missing reconciliation deadline and/or failing to upload receipts.

DECLINES In the event of a transaction decline, the Cardholder may call the bank directly to obtain the reason for the declination. The bank's customer service number is printed on the back of the P Card. Some common reasons for decline:

Vendor has entered wrong expiration date

Purchase is over standard limits encoded on your P Card (either single or monthly)

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Purchase type is blocked depending on P Card type and policy (i.e. Airline, Car Rental Agencies, ATM's, Financial Institutions, etc.)

REPORTING A LOST/STOLEN CARD If a P Cards is lost, stolen or damaged, the Cardholder must immediately contact US Bank at 1-800-344-5696. It

is imperative that the Cardholder contacts the bank immediately for suspension of the P Cards, as the

Cardholder is responsible for all charges made on the card until it has been cancelled at the bank. Cardholder

must also notify the P Cards Office after reporting the incident to the bank. The Cardholder’s card will be

cancelled and US Bank will issue a new P Cards. A P Cards that is found after it has been reported lost or

stolen must be destroyed by shredding and then discarding it. The same procedure applies if the card is

damaged.

CARDHOLDER ACCOUNT MAINTENANCE

An email from the Dean, Director or Department Head is required for any cardholder account changes

such as limit increases, addition of travel capabilities, budget center changes, or any other changes not

reflected on the original P Cards application. This email should be sent to the P Card Administrator at

Pat_Smith@urmc.rochester.edu.

CARD EXPIRATION

Most P Cards will have an expiration date of 3 years from the original issue date. The bank will

automatically reissue new P Cards each month to replace cards that will be expiring that month. The

account number will remain the same, but the expiration date and security code on the back of the card

will change. The replacement P Cards will be sent to the P Cards Office and the cardholder will be notified

via e-mail. The replacement card will have to be picked up from the P Cards Office as it cannot be sent via

campus mail. The P Cards is good through the end of the month that it expires.

CANCELLATION OF CARDS

P Cards can be cancelled at any time. In the event that it is necessary to cancel a card, the Card Manager

will retrieve the P Cards and P Cards documentation from the cardholder.

The documentation must be retained by the department. The Card Manager must contact the P Card

Administrator via email (pat_smith@urmc.rochester.edu) to have the account closed as soon as possible.

The P Cards should then be cut up several times and discarded.

Reasons for cancellation include:

Cardholder is no longer employed at the University

Cardholder is transferring to another department within the University

Cardholder goes on leave

Cardholder is requested to surrender card due to violations of policies

If a terminated, suspended, or transferred employee continues to use this card, the original

department will be liable for all charges. The employee may also be subject to criminal

prosecution.

CARD TERMINATION Non-adherence to Pcard Policies and procedures will result in termination of individual Cardholder privileges and may result in the loss of the entire department’s privileges to use the P Cards.

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LOST OR STOLEN P CARDS Cardholder must immediately contact Card Issuer if P Card has been lost or stolen by calling 1-800-344-5696. Cardholder should confirm notification in writing or facsimile and copy University's P Card Administrator.

RETURNING P CARDS The P Card is the property of the University of Rochester. Upon termination or retirement, the card must be surrendered to the P Card Manager. The P Card Manager should cut card in half, destroy half and return other half to University's P Card Administrator. PAYMENT The departmental P Card Manager will review transactions and adjust any accounts on a weekly basis. On the 25

th

of each month, Accounts Payable will download and post charges to adjusted accounts. Accounts Payable will receive one monthly statement for all University departments. Payment will be made on the due date.

REPORTING

Corporate Purchasing will review transaction data from US Bank and will summarize transaction activity into reports for administrative purposes.

PURCHASING REVIEW Corporate Purchasing will observe compliance with program guidelines by randomly selecting and reviewing a few transactions each month. The P Card Manager is responsible for providing supporting documentation for any P Card transaction upon request.

10/31/13