Business & Finance Policy

Transcription

1 Business & Finance Policy Corporate One Card I. Use of the Card II. Expense Report III. Suspending or Canceling a Card Account IV. Canceling a Card V. Exceptions and Special Situations Contents Overview Scope The scope of this policy is the establishment of appropriate and reasonable guidelines for use of the Clarkson University s Corporate One Card for purchasing and travel. Policy Statement The Clarkson One Card is to be used to facilitate the payment of travel-related services and the purchase of small dollar goods for conducting University business only. Reason for the Policy This policy has been prepared to promote discretion in spending and promote compliance with use of the Clarkson s One Card. The Clarkson University Procurement Credit Card Program (One Card) is a procurement tool which offers an alternative to the existing University procure to pay processes, and provides an efficient and effective method to purchase and pay for consumable commodities of low dollar value. Definitions Individual Cards This card is issued to University employees who are authorized to purchase travel-related services and/or small-dollar supplies on behalf of the University, up to pre-approved limits. The card is issued in the name of the employee who assumes responsibility for all charges incurred and should not be shared with anyone. Each card holder is responsible for submitting expense reports on a timely basis as defined by University procedures. Department Cards This card is issued to a department but the responsibility is assigned to a primary user, usually the department business manager or a designee, who assumes responsibility for authenticating the charges. The department card provides a mechanism to secure travel-related services and/or to purchase small-

2 dollar supplies on behalf of the department and its members. This card bears the name of the department, not the name of an employee and can be shared. Clarkson Identification must be available when using this card. Expense Reports Includes all transactions associated with One Card charges. This includes travel and general purchases. Policy Sections I. Use of the Card The Clarkson University One Card is to be used to facilitate the payment of travel-related services and the purchase of small dollar goods for conducting University business only. The Clarkson One Card is a corporate-liability card; all charges incurred by individual/department cardholders are paid directly by the University to the bank that issues the card. The cardholder is responsible for all charges and accurate and prompt submission of Expense Reports. Since the University is liable for all charges made on the card, cardholders must use discretion and good judgment when making purchases and/or incurring expenses. Cardholders are responsible for authenticating the validity of all charges incurred by submitting expense reports, on a timely basis, via PeopleSoft Financials Travel & Expense Center. If use of the card is found to be in violation of University policies and procedures, the cardholder will be required to return the item(s) or incur the charge(s) as a personal expense(s), and could lose card privileges. Depending on the severity of the transaction, disciplinary action will be taken which may result in termination of employment. Travel Authorizations are recommended for proper budgetary management and regulatory compliance. Travel Authorizations are required for foreign travel due to export control policies. The cardholder is required to use the preferred purchasing methods and vendor(s) as defined by the General Purchasing Guide. II. Expense Reports In keeping with the University s sustainability efforts, all expense reports associated with One Card transactions will be prepared and approved electronically via PeopleSoft Financials Travel & Expense Center. Itemized receipts are required for all transactions greater than or equal to $ *With exception, if the cardholder is submitting an Expense Report with meals greater than per diem cost but less than $75.00 an itemized receipt is required. The Controller s Office also reserves the right to ask for receipts if it is determined additional review is necessary. Receipts can be scanned and attached in PeopleSoft Financials Travel and Expense Center or ed to apreimbursements@clarkson.edu. If a cardholder fails to submit an Expense Report in a timely manner, the charges will default to the supervising department operating account and the below disciplinary action will be enforced.. The first time a cardholder fails to submit an Expense Report in a timely manner the cardholders One Card will be suspended for 30 days. The second time a cardholder fails to submit an Expense Report in a timely manner the cardholders One Card will be suspended for 60 days and be required to attend training.

3 The third time a cardholder fails to submit an Expense Report in a timely manner the cardholders One Card will be revoked. The cardholders One Card account can be suspended if used for personal expenses not incidental to a business trip or for any other charges outside of policy. Expense Reports with personal charges, unauthorized or non-business expenditures must be reimbursed to the University within 10 business days of the incurrence of the charge. Failure to do so may result in the charges being deducted from the cardholder s payroll or disciplinary action. III. Suspending or Canceling a Card Account Clarkson University reserves the right to terminate use of a Clarkson One Card at any time for any reason. The cardholder must return the Clarkson One Card to the Purchasing Office immediately upon request or upon termination of employment. Improper use of the Clarkson One Card may result in disciplinary action, up to and including termination of employment. A One Card account may be suspended if: the cardholder uses the card for personal expenses not incidental to a business trip or for any other charges outside of policy; or failure to reimburse the University for personal expense. the cardholder uses the card for any of the prohibited commodities without prior approval the cardholder repeatedly does not have the necessary receipts. the cardholder is splitting transactions to circumvent the per transaction limits the cardholder hasn t been given the proper authorization of purchases from your Supervisor the cardholder fails to attend all mandatory training or retraining sessions the cardholder allows the default account to exceed the allocated budget for the default account the cardholder is on a leave of absence. the cardholder shares the card with someone else. IV. Canceling a Card The Purchasing Office is authorized to cancel the card at any time. The employee must destroy the canceled cards and must not send the cards through campus mail for security reasons. A One Card account must be canceled if: the cardholder is leaving the University the cardholder does not use the card for 12 months

4 the cardholder s position no longer requires use of a One Card V. Exception and Special Situations Please forward all questions, exceptions and special situations not addressed in this policy or the general purchasing policy to the controller s office for review. The following items cannot be purchased with a Pcard Personal items and services Animals and animal cages Cash advances Insurance Legal Services Syringes, needles Purchase of motor vehicles Radioactive Materials Ethanol Alcohol Architectural and engineering services Construction and contractors Consultants and independent contractors Equipment Maintenance Furniture, carpeting Boats Biological hoods Leased or rented equipment Finance agreements Fuel (oil and natural gas) Hazardous materials, including radioisotopes Hazardous Chemicals Pharmaceuticals and controlled substances Pharmaceuticals and controlled substances New employee relocation charges Gas chromatographs (GCs) these commonly contain a nickel or tritium source Static eliminators- these contain nickel source Chartered Bus Travel 15 passenger van rental

5 Prepared By: Shawn Seymour, Senior Accountant George Giordano, Director of Risk Management, Purchasing and Payroll Christopher Alger, Controller James D. Fish, Chief Financial Officer