University Credit Card Procurement Requirements
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1 PROCEDURE NO Page 1 of 5 Area: BUSINESS SERVICES Adopted: December 4, 2001 Certified by Dr. Adolphus Andrews Executive Vice President and Chief Financial Officer Revision Date SUBJECT: University Credit Card 1. AUTHORIZATION a. The University credit card account was established by the Office of the Executive Vice President. b. All transactions via the University credit card shall be in accordance and compliance with all applicable University purchasing and procurement guidelines, policies, and procedures. c. All transactions shall be under the direct authority of the Director of Business Services. d. All transactions shall require prior approval of the Executive Vice President. 2. APPROVAL PROCESSING a. Use of the University credit card shall be limited to those transactions that require emergency or urgent processing that cannot wait for normal requisition processing, urgent travel (airfare, lodging, ground transportation), and transactions with suppliers that will not accept purchase orders. b. The end-user (requestor) shall prepare and submit the purchase requisition form per the standard purchasing requisition process to the Office of Business Services. c. The CSU Buyer shall determine whether the transaction is a standard transaction, or a non-standard transaction. d. Upon determination of the need to process as a non-standard transaction, the Buyer shall complete a Use of Credit Card Authorization Form, explaining the need to
2 Procedure 500.2, University Credit Card Page 2 of 5 use the credit card and shall submit it to the Director of Business Services for concurrence/approval. e. Upon receipt of the Use of Credit Card Authorization Form, the Director of Business Services shall approve or decline the request. f. Upon declination, the form shall be returned to the Buyer and the requisition shall be processed as a standard transaction. g. Upon concurrence/approval of the Director of Business Services, the form shall be forwarded to the Executive Vice President for authorization prior to the execution of the transaction. h. Upon declination, the form shall be returned to the Director of Business Services whereupon the Buyer shall be instructed to process the request as a standard transaction. i. Upon approval, the Director of Business Services shall execute the non-standard transaction via credit card. 3. TRANSACTION PROCESSING a. Upon receipt of approval from the Executive Vice President, the Director of Business Services shall authorize the use of the credit card to execute the non-standard transaction. b. The Director of Business Services shall maintain a log of all credit card approvals, transactions, invoices, and payments to facilitate accurate and timely reconciliation and bill payment of the credit card account. c. The Buyer shall execute the non-standard transaction with the supplier, confirming price, amounts charged, delivery, quantities, etc. d. The Buyer shall then create a purchase order for the price and amounts charged to the credit card supplier (National City Bank) and shall request a check from Accounts Payable to make payment for said transaction. e. Accounts Payable shall process the check request equal to the purchase order and transaction amounts and shall forward check to the credit card supplier as prompt payment of the transaction amount. f. The Buyer shall forward a copy of the purchase order and a copy of the original requisition to the Director of Business Services for tracking and reconciliation of the credit card account.
3 Procedure 500.2, University Credit Card Page 3 of 5 g. The Buyer shall forward the receiving copy of the purchase order and a copy of the original purchase requisition, per current purchase order process procedures, to the end-user (requestor) as confirmation of the transaction. h. Supplier shall fulfill order and the Logistics Service Center shall execute the receiving process. i. Accounts Payable shall render payment per paragraph 3.e. of this section. 4. RECONCILIATION a. The Buyer shall forward a copy of the purchase order and a copy of the original requisition to the Director of Business Services for tracking and reconciliation of the credit card account. b. The Director of Business Services shall, on a monthly basis, prepare a tracking report that identifies each transaction, date of transaction, check number and amount paid against each transaction, and all other pertinent tracking information. c. Upon receipt of the monthly credit card statement/invoice, the Director of Business Services shall verify the accurate posting of all transactions and the accurate posting of all transaction payments to the credit card account. d. Upon monthly reconciliation of the credit card account transactions, payments, and outstanding balances, the Director of Business Services shall initiate and process a purchase requisition to retire any remaining outstanding balance on the credit card account. e. The intent of the reconciliation process is to insure that the University credit card is monitored and controlled by application of quality best practices to maintain zero balance, good standing, and optimum available limits for use on the credit card account. f. Accounts Payable shall exert every effort to expedite payments to the credit card supplier and to maintain zero balance, thus avoiding additional charges and fees for late payments and interest on the credit card account. g. Accounts Payable shall be responsible for processing and rendering all payments required to retire charges incurred for any applicable and incurred late payments, interest, and membership fees. 5. BILL PAYMENT a. Account statements/invoices are received on a monthly basis.
4 Procedure 500.2, University Credit Card Page 4 of 5 b. Payments shall be executed, controlled, tracked, and monitored as described in section 4. c. Payments shall be rendered as transactions are incurred to insure prompt payment for each transaction. d. Monthly reconciliation shall identify balances due including unpaid transactions, late charges, interest charges, and membership fees. e. Accounts Payable shall issue check, immediately, upon receipt of check request at the time of transaction execution. f. Accounts Payable shall issue check, immediately, upon receipt of check request at the time of monthly payments. g. The Director of Business Services shall track all payments against monthly statements and monthly transactions to insure accurate posting of payments and maintenance of zero balance on the credit card account. 6. OTHER a. The intent of the University credit card is to provide an expeditious procurement tool to execute non-standard transactions on behalf of the University. b. The Director of Business Services shall have delegated control and responsibility for the University credit card process. 7. FORMS a. Purchase Requisition used to initiate a procurement transaction. b. Use of Credit Card Authorization used to request permission to process nonstandard transaction via University credit card. c. Purchase Order used to execute procurement of goods and/or services with suppliers. d. Transaction Tracking and Reconciliation Form used to track transactions, approvals, payments, etc., on credit card account. e. Credit Card Statement/Invoice monthly statement from credit card supplier.
5 Procedure 500.2, University Credit Card Page 5 of 5 8. PROCESS PARTICIPANTS a. End-user/Requestor b. Buyer Procurement and Supplier Management c. Director of Business Services d. Executive Vice President e. Accounts Payable f. Suppliers g. Credit Card Supplier (National City Bank) Attachment: Use of Credit Card Authorization Form
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