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PURCHASING CARD Purchasing Department

TRAINING GUIDE

Revised May, 2021

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TABLE OF CONTENTS

Contents

OVERVIEW .................................................................................................................................................... 3

HOW TO OBTAIN A PURCHASING CARD ......................................................................................................... 3

BLOCKED VENDORS ....................................................................................................................................... 4

GUIDELINES FOR CARD USE ............................................................................................................................ 4

GIFT CARDS POLICY ........................................................................................................................................ 5

GENERAL INSTRUCTIONS ............................................................................................................................... 6

RETURNS, CREDITS AND DISPUTED ITEMS ...................................................................................................... 7

ACCOUNTING ................................................................................................................................................ 8

WHAT IF THE CARD HOLDER LEAVES THE UNIVERSITY .................................................................................... 8

CARD CANCELLATION DUE TO INACTIVITY ...................................................................................................... 9

CARDHOLDER CREDIT RATING........................................................................................................................ 9

KEY CONTACTS – WHO TO CALL ..................................................................................................................... 9

VIOLATIONS & REPERCUSSIONS ..................................................................................................................... 9

PURCHASE CARD US BANK ACCESS ONLINE PROGRAM ................................................................................. 10 AS THE CARDHOLDER: ........................................................................................................................................................ 10

AS THE APPROVER: ............................................................................................................................................................. 15

CARDHOLDER ACTIVITY REPORT .................................................................................................................. 15

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OVERVIEW

The purchasing card allows a cardholder the authority and capability to purchase items directly, enabling the cardholder to purchase faster and easier than before. The program is to be used to purchase most items under $15,000 or $9,999 for equipment. The card can be used anywhere VISA is accepted (no third party, SAM”s Club, Amazon Prime, Craig’s List, etc.). You can do Amazon Business and upload your tax exemption certificate. The cardholder can order in person, over the phone or on the web. System procedure prohibits retail store or vendor-specific cards.

When items are purchased with the card, a pending transaction is processed. The transaction is automatically approved for payment when items have been shipped or picked up. This eliminates the need for the vendor to invoice and reduces invoice discrepancies.

The cardholder is responsible for obtaining the itemized receipts at the point of sale, indicating each item purchased. Once the transaction is in Access Online, the cardholder will go into Transaction Management, enter the cost center and object code and upload the itemized receipt. These receipts must match the amount in Access Online. The cardholder approves each transaction to the Approver to whom this cost center belongs to and they will look over the transaction and approve the purchase to Business Services for “Final Approval”. All transactions should be Final Approved by the 7th of the month. It is advised that an internal procedure be set up by each department to assure the purchasing card polices are followed.

All purchases on the card are required to follow St. Cloud State University purchasing policies & procedures. Minnesota State policies & procedures are specifically mandated but not limited to Minnesota Statutes 471.345, 16A and 43A. Established procedures for using the purchasing card must be followed. Failure to do so may result in the loss of privileges or other disciplinary actions.

The purchasing card is available to state employees only. Contractors, contracted employees and students are not eligible.

HOW TO OBTAIN A PURCHASING CARD

The employee must complete the Purchasing Card Application Form (PDF) and Delegation of Authority form (PDF) to obtain the necessary approval for the program. Send completed forms to the Purchase Card Administrator – AS 123 for processing. **Current cardholders who are requesting a new cost center or have a change in Approver (responsible person for the account) can either turn in an application with the change or the Approver can email the information.

A card with 6 months of inactivity will be cancelled.

The Purchasing Card Application Form will be reviewed and employee status will be verified. You will receive an email when the card is available to you or a new cost center is approved.

On the Delegation of Authority form, print the employee’s name in block 2, the date on block 4 - sign and date the form on block 6. The form will be processed and approved by the President and Business Services before you are allowed to use the purchase card. If your Monthly limit will change from $15,000 per trans/monthly limit please contact the card administrator to obtain the correct form for your situation. The cardholder and approver will be required to attend a training session prior to receiving the card and attend a mandatory refresher course (found on D2L-https://www.stcloudstate.edu/its/services/academic/default.aspx) each year.

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BLOCKED VENDORS

The purchasing cards have been encoded to block out certain vendors that do not fall within the purchasing card mission. The purchasing card will be declined by a vendor if the vendor has been blocked or if the credit limit on the card has been exceeded. If the cardholder is certain neither situation applies, please contact the Purchasing Card Program Administrator, ext. 8-4001. While certain vendors are blocked, others may sell items which are not allowable purchases on the card. Just because the card is accepted by a vendor does not make the item purchased allowable.

GUIDELINES FOR CARD USE

Card spending limits The purchasing card application determines your monthly limit approved by the Approver of the account. To ensure the program is utilized to its potential and to streamline normal day-to-day transactions, any purchase that requires additional documentation or approvals will not be allowed on the card unless you have received prior approval from the purchasing director.

Unauthorized and/or Inappropriate Card Use Purchasing cards must not be used to purchase items for personal use or for non-university office purposes, even if the cardholder intends to reimburse the university. Notify the Card Administrator immediately.

A cardholder who makes an unauthorized purchase with the card or uses the card in an inappropriate manner may be subject to disciplinary action, up to and including termination, as well as revocation of the purchasing card, criminal prosecution, and restitution of the unauthorized use. The employee, by statute, will reimburse MN State/St. Cloud State University for all incurred charges and any fees related to the collection of those charges.

Card Restrictions If the cardholder is unsure whether a purchase can be processed with the card, please call the Purchasing Card Administrator, ext. 8-4001. Do not charge and inquire after the purchase. You may risk having your card deactivated and be required to return the item purchased

Per MN Statutes, Minnesota State policy and/or St. Cloud State University policy the following types of purchases are NOT allowed by purchase card:

• Travel costs, including airlines, hotels, travel agencies, retreats, resorts and registration fees • Food, refreshments (May be approved with a special expense form) • Restaurants, catering (May be approved with a special expense form) • Equipment over $10,000 • Anything that requires a Certificate of Insurance • Professional/Technical Contracts • Entertainment/Recreation

Exceptions: With an approved special expense form o Student activities that will be paid for with student activity funds o Activities that will be paid for with grant funds as authorized by the grant agreement o Academic activities that will be paid for with course fees

• Recruiting expenses for faculty & students • Employee relocation expenses • Items of personal nature – all clothing, fans, heaters, microwaves, air-conditioners, coffee makers,

artwork, pictures, frames, decorative items of any sort (dept. or office, etc.), flowers, awards, gifts and plaques for employees, volunteers or University supporters, etc. (contact Card Administrator for

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clarification) • Personal memberships in social, non-professional organizations • Political contributions or events • Charitable contributions or events • Alcohol/Tobacco • Weapons/Ammunition/Explosives • Sensitive items as defined in System Procedure 7.3.6 Capital Assets • Cash or cash advances • Parking Tickets • IT PURCHASING – HUSKY TECH 308-4375

o Computers, tablets, mobile devices, cell phones or smart phones (this includes Netbooks/notebooks, hotspots, WiFi, iPods/iPads/iPhones//iTouch, wireless devices or blackberry devices.)

o Audio/Visual devices (including TVs, monitors, smartboards or projectors) o Printers

• Payments to any departments at SCSU (Husky Tech, Copies Plus, Printing Services, Health Services, etc)

Special Expense purchase exception:

All purchases requiring a Special Expense form must be approved in advance by the Business Services Director regardless of method of payment. Generally, a purchasing card is not allowed as a method of payment for any items requiring a special expense form, however, the Purchasing Director may grant an exception to this policy on a case by case basis.

The cardholder requests the use of the purchasing card prior to purchase by e-mailing the request to the Purchasing Director. If approved, the directive is to print the approval e-mail and attach it to the cardholder activity report along with the itemized receipt and approved special expense form.

Examples of allowable purchase card purchases include:

• Office supplies • Subscriptions, memberships or professional licenses for one year only, both new and renewals (NO SOFTWARE

LICENSE) • Webinars-these are fees and not travel. • Rental of equipment (when a certificate of insurance is not required) • Repairs done off-campus • Items that are classroom supplies or event driven and within the mission of the cost center should be

indicated directly on the receipt. • Software may be purchased by a certified staff member. • Gift cards that follow policy

GIFT CARDS POLICY

Purchase of Gift Cards is strongly discouraged. If it is determined that the purchase of gift cards is the only viable option, then the process below must be followed. This is necessary in order to comply with university, state and federal policies; as well as IRS tax reporting. 1. A Request to Incur Special Expenses form must be completed and approved by the Director of Business Services prior

to the purchase of Gift Cards. A separate request is required for each Gift Card Purchase. The form may be found on the Business Services Forms web page.

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2. Special Expense Forms should include the quantity, amount and Business Entity name at which the Gift Card may be used.

3. Purchase of MasterCard, Visa, American Express, Discover or PayPal Gift Cards is prohibited. 4. If using a PCARD to make the Gift Cards purchase, authorization must also be obtained from the Procurement Card

Administrator after the approved Special Expense From is obtained but prior to the PCARD purchase. Gift Cards should not be purchased using a university Travel Card credit card.

5. For IRS tax reporting purposes the purchaser of the Gift Cards is required to complete a Gift Card log listing the parties receiving the gift cards, along with information necessary for IRS tax reporting purposes. The Gift Card Log will need to be emailed to businessservices@stcloudstate.edu (10) business days after all gift cards have been distributed.

The Gift Card Log must include: • Purpose of payments • Recipient name • Federal tax ID number/Social Security Number • Permanent address (not campus address) • Payment Amount • Whether the recipient is a St. Cloud State employee • Date of disbursement • Last 8 digits of the gift card number of each gift card • Signature of the recipient, confirming receipt

GENERAL INSTRUCTIONS

Any establishment that accepts Visa can accept the Purchasing Card. Most cards are created with a $15,000 transaction/monthly limit. Please keep in mind the following:

• All purchases must follow the St. Cloud State University Purchasing Policies and Procedures. Multiple

violations will result in revocation of the card. All transactions are audited for compliance. • The cardholder is responsible for the safe keeping of the card and the resulting transactions on the card. • If you have multiple cost centers, be sure to post the correct cost center/object code for each transaction.

Step 1 Determine if the transaction value is greater than $15,000 or equipment over $10,000.

• If over $15,000 or equipment over $10,000, process a purchase order request following the usual purchasing procedures.

• If under $15,000 or equipment under $10,000, go to step 2 Step 2 Using the card for Purchases

• Know where you want the package shipped. You can have it delivered to your department or through central receiving only. Items cannot be shipped to home addresses.

• Give the vendor the purchasing card number and expiration date, or present the card. • Identify your purchase as tax- exempt. The tax- exempt number is on the card but the exemption is

not automatically processed. Be sure to double check your itemized receipt at the point of sale to make sure tax was not applied.

• Ask the supplier to print the “cardholder’s name/VISA” where they would normally print the purchase order number on the invoice/packing slip and on the package. This is to ensure that the package will get to the cardholder.

• If the material will be shipped or delivered, be sure the delivery instructions are clear and ask the supplier to e-mail or fax you the itemized confirmation. Get the name and phone number of the

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person you are talking to in case you need to call back. • If the material will be picked up, obtain the itemized receipt indicating the purchase price. Again, be

sure to double check your itemized receipt at the time of purchase to make sure tax was not applied.

• Put original itemized receipts in the transaction/log envelope. Affidavits will not be accepted as this is the only document for auditing.

Step 3 Monthly Cardholder Activity Reports

A cardholder activity report for the purchasing card is available through US Bank Access On-Line. The report will show all transactions posted to the card and the cost centers. The Approver for the account will approve transactions as they become available (you do not need to wait until the end of the cycle. Business Services will receive all approved transactions. Reports are available for print on the 7th of every month. Attach your itemized receipts (no signatures necessary) and file this document in your department area. As we are now decentralized, should an audit need to see anything, they will come to the department.

It is the responsibility of the cardholder to verify the correctness of the billing by performing the following reconciliation: • Verify that all items included on the cardholder activity report are correct. Attach individual receipts to the activity

report. Make sure your itemized receipt MATCHES the amount on your report. It is your responsibility to get the correct receipt from the vendor. Make sure all returns/credits and disputed items are taken care of. See below for instruction on handling returns/credits or disputed items.

• Look over your transactions and verify all transactions have been approved by the Approver – if something was sent back to you, make the correction and forward to the Approver for final approval. Example, a transaction that has been “rejected” or “Pulled Back”.

• The Approver must review (audit) all uploaded receipts, verify cost center, object code and approve them for payment. o Caution: If the cardholder is listed as the responsible person for the account then the Approver for this card

will the Department Chair or the Dean. Even if the cardholder has the supervisor’s delegated approval to sign on his/her behalf, this signature must be someone other than the cardholder otherwise referred to as the “Approver”.

• Retain a copy of all receipts and reports. This will be your documentation for returns and verification of disbursed transactions against the cardholder’s cost center.

• All transactions must be approved by the 7th of the month to complete final audit. Vacation or extended leave conflicts are your responsibility to resolve. Your internal procedure should include a backup plan for approving all transactions in the allotted time frame. Violation of this deadline will result in deactivation of the card.

RETURNS, CREDITS AND DISPUTED ITEMS

If you have a problem with an item or billing resulting from use of the Purchasing Card, you should first try to reach a resolution with the supplier that provided the item. In most cases, disputes can be resolved directly between the cardholder and the supplier. All returns and credits must have a credit document attached. • Returns: Returns are handled just like any credit card purchase. Bring or ship the item back to the supplier, along

with the purchase receipt and request that a credit be placed on your card account. If the item is shipped, keep a copy of the shipping form (RMA) in case further follow-up is required.

• Credits: The supplier should issue credit for any item that has been resolved and/or returned. The credit will appear on a subsequent statement. Any item purchased with the Purchasing Card that is returned must be returned for credit. Do not accept a refund in cash or any other manner.

• Disputed Items: If you have a disputed charge and cannot reach resolution with the supplier, contact the

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purchasing card administrator to assist in the resolution. • Sales Tax: Sales tax should be credited back to the card. You will receive a courtesy e-mail reminding you to

obtain the tax credit if you did not indicate on the itemized receipt that you are aware and have notified the vendor.

ACCOUNTING

Each cardholder prints a monthly cardholder activity report for information and reconciliation purposes only. Chargebacks are downloaded monthly to the cost centers. This results in JG transactions to the cost center.

RESPONSIBILITY & ACCOUNTABILITY Each individual cardholder user has the following responsibilities: 1. Safeguard the purchasing card and card account number at all times; lost or stolen purchasing cards must be

reported immediately to the Card Administrator. 2. Keep purchasing card(s) in a secure location at all times. 3. Do not allow anyone else to use the purchasing card or card account number. 4. Obtain and retain itemized receipts in an acceptable form for goods and services purchased. Examples of

acceptable forms include: itemized receipts/order confirmations delivered to the employee electronically, copies, faxes, or paper receipts. All credits, including returns, must be documented with itemized receipts referencing the original purchase and purchase date. For Internet purchases, the print out of the order confirmation showing the details, the email confirmation, or the shipping document showing what was purchased, the quantity and the price paid shall suffice as an acceptable form of an itemized receipt. Affidavits are not accepted.

5. Review individual transactions to ensure accuracy, authenticity and compliance with system and university policies and procedures. Reviews should be done as soon as the transactions appear in the Transaction List which is generally 2 to 3 days after purchase. It’s advisable to discontinue use of the card by the 1st or second of the month to meet deadline approval of the 7th. Proper documentation must be attached to the monthly cardholder activity report. The cardholder must retain these reports within the department.

6. Surrender the purchasing card and corresponding support documentation to the Card Administrator prior to separation (sabbatical, medical, termination) from the university or as otherwise requested.

7. Take any other steps necessary to ensure that the purchasing card is used only for authorized purposes.

As the supervisor of the cost center (responsible person for the account) or approved delegate, you will review the cardholder expenses and ensures compliance with this procedure. Duties include:

1. Approving employees for participation in the purchasing card program. 2. Reviewing purchases to ensure they meet objectives, are within restrictions placed on the card and are deemed

necessary. 3. Reviewing purchases to ensure card has not been used for unauthorized or inappropriate purchases. 4. Responding to any misuse of the card by cardholders. 5. Ensuring closure of purchasing card at time of the employee’s separation for employment of removal of

purchasing card authority. 6. Review transactions throughout the month to ensure all are approved and forwarded to Business Services for

“Final Approval” by the 7th of each month. If a transaction has an issue, it will be rejected back to you. As the approver, you and the cardholder will need to clear any discrepancy and resubmit to Business Services.

Cardholder Activity Reports are printed by the cardholder on the 7th of the month, they attach all itemized receipts and file within the department. They do not require any signatures.

WHAT IF THE CARD HOLDER LEAVES THE UNIVERSITY

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When cardholders leave (sabbatical, medical, termination) the University they must return the purchasing card to the Purchasing Department. If the cardholder will be returning, the card will be reduced and filed until the return. If the cardholder is not returning, return the card to Purchasing for cancellation. Do not allow anyone else to use the card.

CARD CANCELLATION DUE TO INACTIVITY

Purchasing cards are automatically cancelled after 6 months of inactivity. A card cancelled due to inactivity cannot be reactivated unless the responsible person for the account submits a justification letter to the Director of Purchasing what had changed. The request will be reviewed and e-mail notification will be sent whether it is approved or not.

CARDHOLDER CREDIT RATING

The use of the purchasing card results in a liability for the University, not a personal liability for the cardholder. The cardholder’s credit rating will not be affected. Please remember that the cardholder signs an agreement (application form) prior to receiving the card and as such is responsible for any abuse as outlined in this document.

KEY CONTACTS – WHO TO CALL

The following resources are available to provide assistance with questions or problems that arise with your purchasing card.

Call Cardmember Service (1-800-344-5696):

• To replace damaged purchasing card • To cancel or report a lost/stolen purchasing card

Call the Purchasing Card Program Administrator, ext. 8-4001: • To cancel or report a lost/stolen purchasing card (during business hours) • Malfunctioning card • Monthly activity reports/receipts – Auditing and compliance issues • Questions about purchasing policies and procedures • Problems with Access On-Line

Call the Purchasing Department, ext. 8-3136: • Cost allocation transactions

VIOLATIONS & REPERCUSSIONS

Cardholders that violate any part of these procedures, whether intentional or unintentional, will typically receive a written warning copied to their supervisor and their card status will be placed on probation for a 3 month period. A second violation within that probation period will automatically revoke the card for the rest of the three month period. Once a card has been revoked, the cardholder may apply for a new card after one year. Approval will be subject to upper management approval. Reissued cards will not have a probationary period and any violation will result in permanent revocation.

Cardholder has unapproved transactions- Final approvals must be in Access Online by the 7th of the month. New cycle begins on the 7th of the month.

Missing receipts- Transactions with missing documents will be rejected to the approver of the account advising process.

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Unauthorized purchases- transactions requiring approved special expense form and the email approval from the Director of Purchasing to allow the expense on the card must be uploaded with the invoice. Missing documents will be rejected.

Pyramiding - (multiple purchases from one vendor in a short period of time.)-E-mail notification will be sent to the cardholder and responsible person for the account. Cardholder will be instructed to remove the charge and follow correct procedure.

PURCHASE CARD US BANK ACCESS ONLINE PROGRAM

ACCESS ONLINE ACCOUNT SETUP

Your initial account setup in Access Online can be done at the following website:

https://access.usbank.com

The following information is required during account setup: • Organization Short Name: MNSCU • Account Number: Credit Card Number • User ID: Keep your current one or you can create one • Password: Create one • Contact information requested is your personal information, not SCSU) • Employee ID is the last four digits of your tech ID

Quick Reference_Cardholder

HELP

Card Administrator –Cindy James - 8-4001 Contracts Will Buck —3136 Accounts Payable Sam Paulson —4000 Purchase Order/Vendor Issues – Jane Torborg - 4120 Vendor Requests - https://supplier.swift.state.mn.us Director of Purchasing –Ted Mears – 4788 Cardholder Help Desk – 1-877-887-9260 AS THE CARDHOLDER: Log into: https://access.usbank.com

In the upper left corner is your directory – go to Transaction Management – Transaction List.

On the right side of the screen, you will see a paperclip. Click on that and you will be prompted to attach your itemized receipt. If you have other forms to support your purchase, you will upload all required documents. (Special Expense, Lisa’s email approval, etc.)

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Click on Transaction Management to go to 2nd screen.

1st screen

To the right of the attachment you will see “Add Allocation” click and you will see where you need to put in your cost center and object code.

Once you have entered the information - be sure to “Save Allocations”

You will see Tabs on the top – Summary –Allocations – Transaction Line Items- Approval History

Click on Approval History and that will show you the actions taken and who the Current Pending Approver is. If it was rejected – it will have a reason so you know how to correct it and continue the process.

Review this screen frequently to be sure all transactions are “Final Approved”

You may set up reminders by going to your “directory” – My Personal Information – Email notification –Pending Transaction Approval – Daily or weekly

There is also a “Pull Back” button to use if you send it and want to retrieve it. This can be done as long as the next person has not entered the transaction process. At that point it needs to be rejected.

All transactions should be “Final Approved” by the 7th of the month. The next cycle begins on the 7th.

It is advised not to use the card the final days of the cycle to avoid last minute approvals. Know that by using the card at this time will require immediate attention by the cardholder and approver. Making the purchase on the earlier part of the month is best practice. Board Policy will allow 5 days beyond posting date. Not achieving that date will cause deactivation of the card.

See Attached Screen shots

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Click on Transaction List for next screen

2nd screen

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Clicking on the Trans Date will tell you where the transaction went for approval.

Click on Trans Date

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There are three tabs to retrieve information from: Summary –Allocations – Approval History.

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AS THE APPROVER: (SEE PAGE 11) Log into: https://access.usbank.com

In the upper left corner is your directory – go to Transaction Management – Manager Approval Queue. Any transactions that your cardholders approved to you will be in this queue for your review.

On the right side of the screen, you will see a paperclip which should have an attachment next to it. Click on that attachment to review the itemized receipt and any supporting documents. (Special Expense, Lisa’s email approval, etc.)

To the right of the attachment you should see your cost center and object code. If you only see “Add Allocation”, that means that the cardholder didn’t enter in the required information. You will need to “reject” this transaction back to the cardholder to enter. Same goes for the uploaded itemized receipt, if it is missing or unsatisfactory, reject it for correction.

Once you have reviewed the information, you will approve it – where is says “Select Approver”, you will select James, Cynthia which will send this transaction to Business Services for “Final Audit”. This will complete the cycle.

If there is any discrepancy, the transaction will be sent back to you as the Approver to review and reject back to the cardholder to make corrections and resubmit.

There is also a “Pull Back” button to use if you send it and want to retrieve it. This can be done as long as the next person has not entered the transaction process. At that point it needs to be rejected.

You will see Tabs on the top of the Transaction Detail screen – Summary –Allocations – Transaction Line Items- Approval History

Click on Approval History and that will show you the actions taken and who the Current Pending Approver is. If it was rejected – it will have a reason so you know how to correct it and continue the process.

Review this screen frequently to be sure all transactions are “Final Approved”

All transactions should be “Final Approved” by the 7th of the month. The next cycle begins on the 7th.

It is advised not to use the card the final days of the cycle to avoid last minute approvals. Know that by using the card at this time will require immediate attention by the cardholder and approver. Making the purchase on the earlier part of the month is best practice. Board Policy will allow 5 days beyond posting date. Not achieving that date will cause deactivation of the card.

CARDHOLDER ACTIVITY REPORT This report is found in Access Online. Go to Transaction Management/Transaction List. The Billing Cycle Close Date: XX/06/2018 SEARCH/PRINT ACCOUNT ACTIVITY (if you do not have any transactions for the month you will not have to print)

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The monthly reports are called the Cardholder Activity Report. They are available for print on the 7th of the month. It will have your name in the upper left, cost centers will be listed with the purchase information. The cardholder will attach all itemized receipts and any corresponding notes to this report. You will not need signatures but you need to retain this report and supporting receipts in the department for audit purposes. My best advice is to keep a good file of all your itemized receipts (try to get some kind of itemized confirmation at the point of sale) and be sure to inform someone in your office of this file for your backup procedure. Be proactive ensuring your receipts are detailed and your Cardholder Activity Report is complete If you have any questions, please do not hesitate to call Cindy @ 8-4001.

CHECK LIST FOR CARDHOLDER REPORT

1. Print report on the 7th day of the month (or next business day) as Landscape orientation 2. Attach all itemized receipts in the order listed on the report 3. Verify the amount of the invoice matches the amount shown on the report 4. Verify that NO SALES TAX was applied

TO PRINT

1. Click on Transaction Management to the left of screen. 2. View Previous Cycle. 3. The Select Billing Cycle date should be for the end date (7nd of each month) of the last cycle. (i.e. 12/07/2018) 4. Click Print Account Activity. 5. If you had transactions a separate box will pop up with your Cardholder Activity. (Make sure your pop up blocker

allows pop ups on this site.) 6. Print the report and follow the Monthly Cardholder Activity Report process from Step 3 in the Purchase Card

Policy & Procedures Manual. 7. If you do not have activity – no need to print