PROCUREMENT CARDS PROCEDURES MANUAL

Transcription

1 PROCUREMENT CARDS PROCEDURES MANUAL May 2016

2 Contents 1. PROGRAM OVERVIEW PURPOSE PROGRAM BENEFITS PROCUREMENT CARD COMPANY PROCUREMENT CARD CONTROLS PURPOSE REASON FOR THE POLICY DEPARTMENT INTERNAL CONTROLS PROCUREMENT CARD ISSUANCE PROCUREMENT CARD LIMITS PROCUREMENT CARD SECURITY LOST, STOLEN OR MISPLACED CARDS CARDHOLDER TERMINATIONS AND TRANSFERS PROCUREMENT CARD POLICIES AND PROCEDURES RESPONSIBLE AUTHORITY ALLOWABLE PURCHASES PAYMENT SOLUTIONS PROHIBITED PURCHASES EXCEPTIONS TO PROHIBITED PURCHASES REQUIRED DOCUMENTATION SPLITTING PURCHASES SALES TAX MULTI-USER PROCUREMENT CARDS RESPONSIBILITY RESPONSIBLE PARTIES CARDHOLDER RESPONSIBILITIES CARDHOLDER SUPERVISOR RESPONSIBILITIES BUDGET ADMINISTRATOR RESPONSIBILITIES CARDHOLDER PENALTIES DEPARTMENT PENALTIES PROCUREMENT CARD DESIGNATIONS TRAVEL CARD AUTHORIZED TRAVEL CARD USE P age

3 5.1.2 UNAUTHORIZED TRAVEL CARD USE SPECIFIED MERCHANTS PROHIBITED LOCAL TRANSPORTATION PROHIBITED ENTERTAINMENT PROHIBITED ENTERTAINMENT PROHIBITED, EXCEPTION TRAVEL CARD DOLLAR LIMITS TRAVEL CARD IDENTIFICATION TRAVEL CARD APPLICATION REQUIREMENTS PURCHASING CARD AUTHORIZED PURCHASING CARD USES UNAUTHORIZED PURCHASING CARD USES PURCHASING CARD DOLLAR LIMITS PURCHASING CARD IDENTIFICATION PURCHASING CARD APPLICATION DEFINITIONS Appendix Contacts Appendix Cardholder Agreement P age

4 1. PROGRAM OVERVIEW 1.1 PURPOSE The Pima Community College Procurement Card Program ( Program ) is designed to provide an efficient means of making purchases and processing payments by reducing paperwork, allowing for more control and responsibility at the department level, and streamlining the purchasing cycle. The Program includes two card types: a Purchasing Card ( P-Card ) and a Travel Card ( T&E Card ). This manual outlines the Program benefits, describes cardholder and manager responsibilities, and enumerates the Program's policies. Cardholders use a procurement card to purchase allowable goods and services and to centralize billing and settlement thus reducing the need for purchase requisitions, check requests, travel advances, reimbursements and petty cash. To ensure proper accounting, the cardholder and designated department administrator must routinely review and approve transactions and make needed adjustments to accounting information and descriptions. 1.2 PROGRAM BENEFITS a. Minimize out-of-pocket expenses. b. Streamline the processes for small dollar orders and payment. c. Enable employees to be more efficient and focus on their core missions. d. Reduce paperwork and processing time in the employee's department as well as Contracts and Purchasing and Accounts Payable. e. Provide cost savings through consolidated payments. f. Reduce the need for travel advances and simplify the travel reimbursement process. 1.3 PROCUREMENT CARD COMPANY The College utilizes a Visa card and has selected JPMorgan Chase to provide the Program. 3 P age

5 2. PROCUREMENT CARD CONTROLS 2.1 PURPOSE Effective controls provide departments with reasonable assurance institutional objectives have been achieved through sound financial management. The Procurement Card Administrator is available to assist departments with training, technical assistance and financial/operational reviews regarding the Program. 2.2 REASON FOR THE POLICY Responsibility for financial control and stewardship of the Program rests with each department. The department is responsible for ensuring each cardholder is performing their duties with competence and honesty and monitoring the effectiveness of the accountability structure. Through effective controls, the department must: a. Safeguard College assets. b. Prevent, detect, and correct errors and irregularities. c. Ensure reliability of financial information. d. Ensure compliance with Program policies and procedures. e. Maintain appropriate records in a safe and secure location. 2.3 DEPARTMENT INTERNAL CONTROLS Each department must establish internal controls sufficient to regulate the department s Program activities. The responsibility for appropriate use of the card lies not only with the cardholder but also the approving department. The purpose of the controls is to prevent errors or fraudulent use of the card. The department's internal controls should include: a. Designation and approval of appropriate cardholders. b. Reviewing all charges billed to a cardholder's card to ensure the charges are verified, appropriate and reconciled by the Authorized Approver. The Authorized Approver must be senior to the Cardholder and a Budget Administrator for the Org being charged. When the Cardholder is the most senior person in the department the Authorized Approver must be the Budget Administrator. The Budget Administrator is responsible for ensuring all transactions are valid and for official College business. 2.7 PROCUREMENT CARD ISSUANCE a. The College in coordination with JPMorgan Chase issues the procurement card. b. The procurement card will include the name of the cardholder, the Pima Community College logo, the College s name, and the cardholder s name. c. Cardholders must participate in training before receipt of the card. d. Cardholders may obtain their issued card as defined by the Program Administrator. e. Cardholder must sign the back of the procurement card in the presence of Business Office personnel. Picture ID is required. f. Cardholder must be a Pima Community College faculty, administrator or staff member. g. Cardholder's approving official(s) or other designated person(s) must have participated in training and have access to Concur to review and approve 4 P age

6 monthly cardholder transactions. h. Cards expire every three (3) years on the last day of the expiration month. The expiration month is embossed on the front of each card. Cards are automatically reissued to cardholders who have used their cards within 12 months prior to expiration. 2.8 PROCUREMENT CARD LIMITS The Program Administrator will set dollar limits and restrict items eligible for purchase. Limits may be increased if a business need exists. 2.9 PROCUREMENT CARD SECURITY Cardholders are responsible for the proper use and safeguarding of cards issued to them. The card number, the card itself, and all documents related to the card transactions must be treated with security at all times. The only person authorized to use the procurement card is the cardholder whose name appears on the face of the card. Under no circumstances may a cardholder allow another individual to use his or her procurement card LOST, STOLEN OR MISPLACED CARDS Lost or stolen procurement cards must be reported to JPMorgan Chase at (TTY ), 24 hours/day, 7 days/week, the Budget Administrator, and the Program Administrator. For all other questions, contact J.P. Morgan Customer Service by calling the phone number on the back of the purchase card CARDHOLDER TERMINATIONS AND TRANSFERS Cards must be cancelled immediately for terminated employees, employees who resign from the College, employees who transfer to another department or employees who assume different duties which do not require the use of the procurement card. The Supervisor must collect the card at the time the employee leaves and immediately notify the Program Administrator. A Procurement Card Change/Cancellation Form must be sent to the Program Administrator along with the card. 3. PROCUREMENT CARD POLICIES AND PROCEDURES 3.1 RESPONSIBLE AUTHORITY The authority to set and enforce Program policies and procedures lies with the Contracts and Purchasing Office. The Program Administrator may approve exceptions to the Program policies and procedures. 3.2 ALLOWABLE PURCHASES A College procurement card may be used for purchase of eligible products and services. All purchases must be made in accordance with established College policy for expenses associated with official College business. Use of the procurement card for 5 P age

7 unauthorized, inappropriate, or personal items will result in penalties as indicated in this manual. 3.3 PAYMENT SOLUTIONS A procurement card is a tool for making purchases. The Program Administrator may authorize Cardholders for use of a procurement card as payment toward outstanding invoices. Unless so authorized, use of a procurement card as a payment vehicle toward an outstanding invoice is an indicator of an improper purchase, is prohibited by this policy, and will result in cancellation of the procurement card and cardholder suspension for one (1) year. 3.4 PROHIBITED PURCHASES The following is a partial list of items ineligible for purchase with a procurement card. This list is not all-inclusive. Contact the Program Administrator if there are any questions about whether or not a procurement card can be used for a particular product or service. The Program Administrator will review exceptions to the partial list on a case-by-case basis. Animals Money Orders, Traveler s Checks or other cash-like instruments Gifts of appreciation, honoraria, retirement, memorial or for any purpose to a College employee Charitable Donations/Purchase/Fee for which any portion is tax-deductible Chemicals Computer Hardware and Peripheral Equipment Construction, Renovation or Installation Services Gift cards, gift certificates and other cash or gift instruments Leases/Rentals requiring a signed agreement Services requiring a signed agreement Medical Services Fines, penalties or similar fees including parking and moving violations Narcotics and other Drugs Personal Purchases Professional and Consulting Services Radioactive and Hazardous Material Software Licensing Agreements Coffee and Water Services Furniture Printers/Toner Cartridges Utilities Goods or services otherwise available through a College-wide contract or program as identified by the Contracts & Purchasing Office EXCEPTIONS TO PROHIBITED PURCHASES The Program Administrator may authorize Cardholders for use of a procurement card to purchase otherwise prohibited items. 6 P age

8 3.5 REQUIRED DOCUMENTATION All expenses of $25.00 or more must be evidenced by valid receipts, invoices, or substitute documentation showing proof of purchase. The Cardholder must provide details if a receipt shows a limited amount of information or only has part numbers. The preferred documentation is listed below in order of preference: o An original receipt from the vendor including: Vendor Name Transaction Amount Date Itemized description of item(s) purchased o o A packing slip or other documentation received from the vendor. An order confirmation or a copy of an order form mailed to a vendor to request an item. If a cardholder is unable to obtain the above listed documentation, the Cardholder must complete an Affidavit in Concur documenting the transaction and verifying it was for official College business. More than three (3) undocumented expenses in one (1) fiscal year will lead to suspension of the Cardholder s purchasing authority for one (1) year following the fourth (4) instance. 3.6 SPLITTING PURCHASES The splitting of purchases with a College procurement card is prohibited. Splitting is the practice of using multiple procurement card transactions to circumvent transactional dollar limits or maximum authority levels, or bypass College competitive bidding requirements. 3.7 SALES TAX The College is not tax exempt and must pay sales tax. The cardholder is responsible for ensuring sales tax is charged at the time of purchase or Use Tax is applied to the transaction. 3.8 MULTI-USER PROCUREMENT CARDS A College Business Office may request and be assigned a multi-user card ( department card ) for use by employees who don t otherwise qualify for a procurement card, the expected volume of purchases does not warrant an individual card and employees who travel with student groups. 7 P age

9 4. RESPONSIBILITY 4.1 RESPONSIBLE PARTIES Cardholders are responsible for and accountable to the College for all purchases made with the procurement card and must adhere to all College and department policies regarding its use. All procurement card purchases must be for official College business. Cardholders may not use a procurement card for personal expenses. Cardholders may not use a procurement card for personal purchases. Any employee who fails to use the procurement card properly or abuses the use of the procurement card shall be subject to the cardholder penalties listed in Section 4.5. The College will seek restitution for any inappropriate purchases made with the card. The Budget Administrator must document all cases of misuse or abuse of the procurement card and notify the Procurement Card Administrator. Cardholders, Authorized Approvers, Budget Administrators, and Delegates are accountable for their portion of the transactional review, confirmation, and reconciliation process. Responsibilities include but are not limited to reviewing transactions, confirming transactions, assigning general ledger (GL) codes, retaining receipts, and submitting Expense Reports. 4.2 CARDHOLDER RESPONSIBILITIES a. Participate in College procurement card training and accept the Cardholder Agreement to acknowledge the responsibilities for use of the procurement card. b. Maintain an understanding of the policies guiding the purchase of goods and services, including those specifically related to the use of the procurement card. c. Abide by all procurement card policies and procedures when making purchases. Abuse or misuse of this privilege can subject the cardholder to disciplinary action including loss of purchasing privileges. d. Ensure the physical security of the procurement card and protect the procurement card number. e. Limit use of the card to purchases authorized by policy. f. Notify the Program Administrator prior to unusually high use to avoid interruption of service. g. Immediately report lost or stolen cards to JPMorgan Chase, cardholder's Budget Administrator, and the Procurement Card Administrator. h. Provide receipts for each purchase of $25 and more. i. Review, verify and assign GL codes for all transactions posted to Concur. j. Identify incorrect or overbilling (such as sales tax or duplicates), contacting the merchant directly to resolve the issue. k. Abstain from splitting charges to circumvent delegated authority levels. l. Surrender card immediately to the Budget Administrator upon termination, transfer to another position which doesn t require purchasing privileges or other loss of purchasing privileges. m. Review, submit, and reconcile all outstanding procurement card transactions prior to departure or transfer. 4.3 CARDHOLDER SUPERVISOR RESPONSIBILITIES a. Designate cardholders. b. Approve applications. 8 P age

10 c. Ensure employees who will be issued a procurement card or who have been delegated responsibilities under the procurement card program meet all program requirements and have duties commensurate with the established spending limits. d. Ensure all employees abide by the procurement card program policies and procedures. 4.4 BUDGET ADMINISTRATOR RESPONSIBILITIES Budget Administrators shall: a. Monitor the procurement card activity of cardholders. b. Ensure compliance with procurement card policies and procedures. c. Immediately report any abuse or misuse of procurement cards to the Procurement Card Administrator. d. Review, reconcile (if necessary), and approve Expense Reports on all cardholder transactions in Concur regularly. Adjust GL accounts charged, if applicable. Approving Supervisors, Budget Administrators or other designated individuals must reconcile individual receipts to Concur. e. Track incorrect and overbilling to ensure proper credit is received. Any discrepancies in billing must be addressed with the merchant directly to resolve the issue. Contact the Procurement Card Administrator if the issue cannot be resolved through the merchant. f. In case of employee termination, resignation, or where the employee will no longer assume duties requiring a P-Card ensure the cancellation of the procurement card, submit a Change/Cancellation Form to the Procurement Card Administrator, along with the cancelled P-Card. (See Section 2.11). 4.5 CARDHOLDER PENALTIES Budget Administrators notified of a policy violation shall: a. First offense: issue a written warning and inform the Procurement Card Administrator. b. Second offense: notify the Procurement Card Administrator and suspend the card for one (1) billing cycle. c. Third offense: notify the Procurement Card Administrator to cancel the procurement card. d. The Procurement Card Administrator may cancel a procurement card if deemed necessary for any offense. e. The Procurement Card Administrator can impose the same penalties stated above if problems are found during department reviews. The Procurement Card Administrator shall notify the Cardholder and Budget Administrator. f. If an Approving Official is not the Cardholder s supervisor, he/she has a responsibility to notify the Cardholder s supervisor of any policy violations. 4.6 DEPARTMENT PENALTIES The Program Administrator may impose penalties for any of the following occurrences: a. If transactions are not reviewed, verified, transferred into a Concur Expense Report, assigned GL codes, business purpose/comments entered, receipts attached to the transactions and submitted in Concur by the Cardholder and Authorized Approver by the month end deadlines established by the Program Administrator. Note: The billing cycle ends on the last business day of each 9 P age

11 month and Expense Reports are submitted to be posted into the Banner system. b. If transactions are not reviewed, verified, transferred into a Concur Expense Report, assigned General Ledger (GL) codes, business purpose/comments entered, receipts attached to the transactions as the transactions post to Concur (within 5 business days). Note: This process ensures pending transactions from the prior month are addressed; fraudulent charges are immediately identified, ensures the Cardholder attends to incorrect/duplicate billing in a timely manner; allows all Cardholders to be current in case of end of month technical difficulties and employee absenteeism. c. Repeated Cardholder abuse and/or department abuse. d. Improper and incomplete Documentation. When penalties are imposed: a. For the first transgression, a warning will be issued to the Approving Dean, Vice President or Budget Administrator. b. If not corrected after a second review, the Dean, Vice President or Budget Administrator will be contacted and cards for the entire department will be suspended. c. After a third review, cards will be cancelled. 5. PROCUREMENT CARD DESIGNATIONS 5.1 TRAVEL CARD The Travel & Entertainment Visa Card ( T&E Card ) is a form of procurement card assigned to an individual employee to provide efficient payment of business-related travel and entertainment expenses. The T&E Card is a College liability card for which transactions will be posted and approved in the Concur system. The charges are considered advances and timely submission of expense reports with complete documentation supporting the business purpose of the expense is required per this policy and the IRS Accountable Plan requirements. The T&E Card is a privilege extended to faculty and staff (excluding student employees) who must travel or entertain on behalf of the College. The T&E Card cannot be used to purchase items which are not reimbursable business expenses or items applicable to another card designation. Fraudulent or intentional misuse of the card will result in disciplinary action including reimbursement of disallowed or undocumented expenses and card cancellation. Only reimbursable business or travel expenses can be charged to the T&E Card. The College will conduct routine audits of a cardholder s transactions. Cardholders must recognize their T&E Card could be unavailable for use for reasons such as lost or stolen, closed due to fraudulent activity or security breach. In the event of a decline, cardholders should contact JPMorgan Chase Cardholder Services for problem resolution. Cardholders must also be prepared to transact any business expenses personally and seek reimbursement until a replacement card can be provided. 10 P age

12 5.1.1 AUTHORIZED TRAVEL CARD USE The T&E Card may be used only for reimbursable College travel and entertainment expenses. Examples of typical T&E Card uses are: airplane tickets, hotel or rental car expenses, catering or food purchases for meeting expenses, restaurant bills or facility or meeting room rentals incurred in connection with College business. Spousal or companion expenses are not allowed even if reimbursement is intended. Personal means must be used for those expenses and not intermingled with business transactions. The following types of Merchant Category Codes (MCCs) are enabled on T&E Cards: Airfare (including baggage, airports, Wi-Fi) Hotels, Motels, Lodging Car Rentals Colleges, schools, organizations, associations Transportation (railways, bus, taxi, ship/boat, bridges, tolls, parking) Fuel (for rental cars only) Meals (restaurants, groceries, bakeries, caterers) Entertainment (recreational/sporting camps, bowling alleys, athletic fields, tourist attractions, aquariums, bands, theatres) Office needs (photocopy, bookstores, periodicals, newsstands, stationary, printing, specialty retail services) Government Services/Postage Dry Cleaners UNAUTHORIZED TRAVEL CARD USE T&E cards are intended for the cardholder s business-related travel and entertainment expenses and should only be entered into the Concur profile of the cardholder. A T&E Card number in multiple Concur profiles with overlapping effective dates will result in closure of the card. A T&E cardholder cannot pay for the travel expenses of other College employees with active Concur profiles SPECIFIED MERCHANTS PROHIBITED Transactions with certain types of merchants are blocked from use with the T&E Card. These merchants operate businesses or provide services which may not be charged to the T&E Card. This restriction is not allinclusive. The Cardholder remains liable for any unacceptable purchases even though the merchant was not restricted LOCAL TRANSPORTATION PROHIBITED A T&E card may not be used for expenses incurred between an employee s residence and a business location within the area of the employee s tax home even if work is done during the commute. The T&E card may be used for local business transportation expenses except the 11 P age

13 cost of commuting to and from work. Local transportation includes travel from one job to another, from one customer or client to another customer or client, and from the employee s office or business location in order to perform business tasks, such as delivery and pickup of supplies and inventory ENTERTAINMENT PROHIBITED A T&E Card may not be used for an expense associated with an activity considered to be entertainment, amusement, or recreation, except to the extent it is established the expense was directly related or associated with the active conduct of College business. An expense is considered directly related to the active conduct of College business if all the following requirements are met: The employee had more than a general expectation of deriving income or some other specific College business benefit at some indefinite future time and: During the period of entertainment, the employee was actively engaged in the conduct of business with the person being entertained; The active conduct of business was the principle aspect of the employee s combined business/entertainment activity; and The expenses were allocable to the employee and the person with whom business was conducted during the entertainment or with whom business would have been conducted had unexpected circumstances not intervened. Entertainment expenses will not be considered to be directly related when the entertainment occurs where there is little, if any, possibility for the active conduct of business. This situation generally arises when: The T&E Cardholder is not present; There are substantial distractions; or A group of people is entertained and the group includes persons other than business associates ENTERTAINMENT PROHIBITED, EXCEPTION A T&E Card may be used to pay entertainment expenses if the expense is directly related to or associated with the active conduct of College business and one of the following is met: Food and beverages for employees furnished on the business premises. Recreational, social or similar expenses primarily for employees who are not highly compensated. 12 Page

14 Directly related expenses of employee business meetings. Expenses directly related and necessary to attend a business meeting or convention of any tax-exempt organization described in IRS Code Sec. 501(c)(6). Cost of food, services and facilities made available to the general public as a means of advertising or promoting goodwill in the community TRAVEL CARD DOLLAR LIMITS The employee selects in their application T&E Card per transaction and monthly limits within a band of values defined by the Program Administrator. The values selected should reflect the employee s expected largest individual transaction and total travel expenses for a calendar month TRAVEL CARD IDENTIFICATION T&E Cards are identified by the term Corporate appearing on the left-hand side of the card. The T&E Card s body color is brown. Sample T&E Card TRAVEL CARD APPLICATION Employees may apply for a T&E Card online after completing and submitting the Procurement Card Test REQUIREMENTS Purchases made with a College T&E Card must meet all of the following requirements: 1. The expense must be paid or incurred in the performance of services as an employee. 2. The employee must submit information sufficient to satisfy the adequate accounting rules with respect to travel, entertainment, business gifts, or 13 P age

15 use of listed property. For other expenses, information must be submitted to identify the specific nature of each expense and to conclude the expense is an employee business expense. Each of the elements of an expenditure or use must be substantiated. Substantiation shall require adequate records or sufficient evidence corroborating the employee s own written or oral statements as to amount, time and place, business purpose, and business relationship of the entertained person(s). 3. The employee must provide a receipt for any lodging while traveling away from home and for any other expenditure of $25 or more. 4. The employee must return within a reasonable time the amount of the expense deemed improper or which exceeds substantiated expenses. A reasonable period of time is defined as an expense substantiated within 60 days and any excess returned within 120 days of when the expense is paid or incurred. 5.2 PURCHASING CARD The Purchasing Visa Card ( P-Card ) is a form of procurement card assigned to an individual employee to support their acquisition of small dollar, large volume businessrelated goods and services from suppliers. The P-Card differs from the T&E Card through both its delegation of purchasing authority and the authorization to commit College funds. The P-Card is a privilege extended to full-time faculty and staff (excluding student employees) who purchase goods and services on behalf of the College. The P-Card cannot be used to purchase items which are reimbursable business expenses or items applicable to another card designation. Fraudulent or intentional misuse of the card will result in disciplinary action including reimbursement of disallowed or undocumented expenses and card cancellation. The College will conduct routine audits of a cardholder s transactions AUTHORIZED PURCHASING CARD USES The P-Card may be used to purchase any good or service not otherwise prohibited by this Policy. The expense must be ordinary and necessary to College business UNAUTHORIZED PURCHASING CARD USES The P-Card cannot be used to purchase items which are reimbursable business expenses or items applicable to another card designation PURCHASING CARD DOLLAR LIMITS The default P-Card maximum dollar amount per transaction is $1,000, the default daily transaction dollar limit is $5,000, and the monthly transaction dollar limit is $10,000. If the department provides adequate justification, the monthly transaction limit may be adjusted temporarily or permanently if approved by the Program Administrator. The Program Administrator may adjust per transaction, daily and/or monthly transaction limits for P-Cards assigned to employees who have been delegated other purchasing authority. 14 P age

16 5.2.4 PURCHASING CARD IDENTIFICATION P-Cards are identified by the term Purchasing appearing on the left-hand side of the card. The P-Card s body color is blue. Sample P-Card PURCHASING CARD APPLICATION Employees may apply for a P-Card online after completing and submitting the Procurement Card Test. 6. DEFINITIONS Budget Administrator- The individual responsible for a department or division budget who has authorized one or more procurement cards for the purchase of appropriate goods and/or services. Cardholder- The individual authorized to procure goods and/or services with a procurement card. Monthly Spending Limit- A dollar limitation of purchasing authority assigned to the Cardholder for the total of all charges made during the monthly billing cycle. Necessary Expense- Expenditure for goods or services needed in the College s ongoing operations. The expense need not be vital to the College s continuation but need only be appropriate or helpful to the College s business. Travel, food and entertainment, for example, are generally not necessary College expenses. However, food purchase for use in an academic program is a necessary expense. Ordinary Expense- Expenditure for goods or services usual to the College s operations. An expense incurred only once can be ordinary if it is considered normal for a college to incur such an expense. Program Administrator - The individual responsible for the administration of the College s Procurement Card Program. The Procurement Card Program Administrator is responsible for ensuring policies are compliant with College policy. 15 P age

17 Appendix 1 Pima Community College Procurement Card Program Contacts Procurement Card Administrator Contracts and Purchasing Office T&E Card Administrator Accounts Payable P-Card Administrator Contracts and Purchasing Office JPMorgan Chase Cardholder Customer Service (Contact for lost, stolen, or misplaced cards) 24 hours/day, 7 days/week (TTY ) Visa Global Customer Assistance Services International Visa Assistance Phone Numbers 16 P age

18 Appendix 2 Pima Community College Procurement Card Program Cardholder Agreement Cardholder agrees to the following regarding use of a Pima Community College Procurement Card: 1. I understand under no circumstances will I use the card to make personal or non-work related purchases, either for myself or for others. 2. I understand I will not request or receive cash from suppliers as a result of exchanges or returns. 3. I understand I am the only individual authorized to use the card assigned to me. It is not transferable to any other individual. 4. I understand I cannot use the card to purchase any item on the Unauthorized Purchases list and/or is in violation of any College Policy. 5. I understand failure to complete additional reporting requirements or follow account restrictions will result in loss of card privileges. 6. I understand Pima Community College can terminate my right to use the card at any time, for any reason. I agree to return the card immediately upon request from the Procurement Card Administrator s office, my transfer to another department, or termination of my employment. 7. I have received and reviewed the Procurement Card Policies and Procedures Manual, and agree to follow the established policies, procedures and guidelines when using the card. Failure to do so will result in revocation of my user privileges or other possible disciplinary actions. 8. I acknowledge and agree I will reimburse the College for all costs and expenses incurred by the College in connection with misuse if I violate the terms of this agreement or fail to comply with the procedures and guidelines set forth in the procurement card manual by using the card for non-college purchases or business. 17 P age