UNLV Purchasing Card Manual Revisin 6.0 Release Ntes December 1, 2016 DISCLAIMER: The PCard team highly recmmends re-reading the whle manual as a refresher; hwever t save yu time, substantive changes t the PCard manual are listed belw by sectin. III. DEFINITIONS CONTACTS Campus Audit: The Campus Audit Department serves as a business partner with Purchasing t perfrm reviews f all prcurement card purchases made by staff members f the University. Reviews are made f individual transactins n a daily basis. Reviews f all transactins made by a particular cardhlder are made peridically. Examples f what the auditr will review r fr infrmatin n hw t reprt fraud and abuse visit the Campus Audit website. ADMINISTRATIVE Receipt: A merchant prduced itemized receipt that recrds relevant details fr each item purchased, including: quantities, business purpse, unit cst(s), descriptin f gds/services purchased, ttal charge amunt and merchant's name and address (e.g. sales receipt, riginal invice, credit receipt, etc.) Packing slips validate the receipts f gds. They typically d nt prvide pricing infrmatin and shuld nt be used as supprt dcumentatin fr Pcard purchases. A prper receipt shuld include: 1. Card number (with apprpriate numbers blacked ut) 2. Itemized descriptin f gds purchased. 3. Vendr name. 4. Transactin date 5. Transactin ttal Recnciliatin Perid: Cardhlders and Liaisns typically have 7 business days (the recnciliatin perid) after the end f a cycle (the 25th f the prir mnth) t cmplete the recnciliatin f the Cardhlder's PCard transactins. T avid vilating PCard plicy the cardhlder and supervisr shuld sign the Statement f Accunt attesting t the validity f the charges during the recnciliatin perid but n later than the end f the next cycle. FOR EXAMPLE: The Statement f Accunt fr the cycle 7/26/16-8/25/16 shuld be reviewed and signed ff n by the supervisr by 9/7/16 but n later than 9/25/16. Nt having yur Statement f Accunt signed by yur supervisr, r waiting t have it signed until the auditr calls may end in yur card being suspended r revked. Statement f Accunt: A reprt generated each cycle by the PCard liaisn r cardhlder fr transactins charged t the cardhlder's credit card accunt. As a part f the recnciliatin prcess a cpy f the Statement f Accunt is printed and all
supprting dcuments are attached fr the department s recrds. The cardhlder signs the statement attesting t the crrectness f the entries. The cardhlder s Supervisr r the Apprving Official wh apprved and signed ff n the applicatin, must review and sign the Statement f Accunt fr their respective cardhlders even if there are n transactins during the cycle. PCard hlders at the Dean s Level and abve d nt require mnthly supervisry review and apprval f their Statement f Accunt. (Hwever, these emplyees are subject t audit reviews, as are all cardhlders.) IV. CARD MANAGEMENT SABBATICAL, FMLA, EXTENDED PERSONAL LEAVE The cardhlder and/r their department is respnsible fr letting the PCard Office knw if a cardhlder is ging ut n extended leave. The card will be placed in hibernatin status unless there is an apprved business need fr the card t remain pen. Failure t ntify the PCard Office may result in the suspensin r revcatin f the PCard. V. CARD USE RESTRICTIONS The PCard cannt be used fr the fllwing gds r services: Alchl (Event) - see Accunts Payable website fr Alchl Plicy Animals Autmtive fuels fr UNLV, state r persnal vehicles Cash advances Cellular phne purchases and purchase f air time (see Telecmmunicatins website) Cnstructin, renvatins, r architectural services Cnsulting services/independent cntractr services Cntracts/agreements requiring signature Firearms/weapns/ammunitin/pyrtechnics/explsives Fines, late fees, r penalties Freign purchase fr gds r services Gift certificates/gift cards/telephne cards/rebel Card depsits Glf carts (Facilities Management apprvals required) Htel depsits fr banquets/events/retreats (requires UNLV cntract) Insurance ITEMS FOR PERSONAL USE (including the cardhlder s UNLV Parking Permit) Items that require a signed agreement r cntract Leases r rentals (cpiers, building space, equipment, etc.) Legal fees r expenses Maintenance agreements Meal Per Diem (Travel Status) Medical payments Medical services
Nn-cnference specific ptinal events Nn-reimbursable expenses (see Accunts Payable website) On-campus payments between departments (an IDR shuld be used fr these) Parking tickets/citatins Payment n behalf f r t a Nnresident Alien Prizes and Awards (see Accunts Payable website) Prfessinal Services (Architects, Engineers, Emplyment Services, etc.) Recurring mnthly charges (strage units, bttled water, etc.) Service r maintenance agreements requiring a signed cntract Telephne bills Travel insurance Traveler s checks Tuitin, fees r schlarships The fllwing transactins may nt be made withut PRIOR APPROVAL f the Prgram Administratr: Advertising Animals and animal related purchases Car Rentals with cmpanies that are nt n cntract with the State f Nevada Agencies Clud Strage Images right t use Memberships, Prfessinal Licenses, Assciatins, and Dues in an individual s name Music right t use Nn-travel payments t freign entities the fllwing items purchased frm freign entities may be subject t additinal tax withhlding: - Right t use (Intellectual Prperty) - Music/Images/Text/Articles/Sftware licenses r upgrades Payments in advance (depsits) Printing, laminating r typesetting available frm UNLV Reprgraphics Radiactive and hazardus materials Research participant incentives Service r maintenance agreements Sftware and Sftware upgrades nt listed n the OIT website Sub-agreements Webhsting NOTE: THESE LISTS ARE NOT ALL-INCLUSIVE AND MAY BE REVISED AS REQUIRED. The PCard cannt be used fr any f the restricted times unless preapprved by special exceptin; if yu have a special exceptin request r need prir apprval please email justificatin t pcardunlv@unlv.edu prir t making the purchase. Cntact the PCard Team prir t making any purchase f which yu are uncertain.
Cardhlders are expected t exercise sund business judgment and t make inquiries t the Purchasing Card Prgram befre making and purchase that may be cnstrued as inapprpriate r which the Cardhlder des nt knw t be reasnable and necessary fr the fficial business purpses f the University. DELIVERY ADDRESS It is the respnsibility f the cardhlder fr telephne, Internet r catalg rders t prvide the merchant with their cmplete campus shipping address. Sample Shipping Address: The University f Nevada, Las Vegas Department Name Building Cde & Rm #, MS 4505 Maryland Parkway Bx 45XXXX Las Vegas, NV 89154-MS Attn: Cardhlder Name Gds rdered and paid using the UNLV PCard may nly be shipped t the department's campus address/business address, satellite campus, r ff-campus leased facility. Gds may nt be shipped t r received at a nn- UNLV ffcampus address (e.g., Cardhlder's hme, etc.). If a cardhlder s UNLV related wrk requires shipment f gds rdered with the PCard t a lcatin ther than an UNLV campus, Purchasing must be ntified in advance f the purchase fr prir authrizatin and dcumentatin. TRAVEL Travel expenses must cnfrm t the plicies and prcedures listed n the UNLV Travel Prgram Website. It is recmmended that cardhlders regularly check the UNLV Travel Prgram Website t ensure yu are fllwing the mst current plicies prir t purchasing travel related items. Travel expenses allwed t be purchased n the PCard are: Airfare Grund transprtatin Ldging Registratin NOTE: Unless hsting, meals are nt allwed t be paid by PCard while a cardhlder is in travel status. Please visit the UNLV Travel Prgram Website regarding per diem meal allwances. Travel Dcument numbers r TD#s need t be included in the descriptins f the travel expenses purchased n the PCard.
VI. PCARD VIOLATIONS Pssible Vilatins: Inapprpriate actins nt in cmpliance with stated PCard plicy Willful intent t disregard established plicies and prcedures r an actin/inactin that a Cardhlder knew r shuld have knwn t be egregiusly ffensive t established plicy. Transactins that required a different purchasing methd, such as a Payment Vucher r Purchase Order Transactins that are restricted due t existing UNLV plicies Transactins that require prir apprval Transactins that include sales tax Failure t recncile r crrectly recncile transactins* Allwing thers t use yur card r sharing yur accunt number with thers* Any and all persnal purchases* Splitting transactins t avid single transactin limits Pssible Cnsequences: Suspensin f the PCard Mandatry retraining Revcatin f PCard Terminatin f Emplyment Criminal Prsecutin *NOTE: This vilatin may result in IMMEDIATE SUSPENSION f the PCard accunt until the necessary crrectins are cmmunicated t the PCard Team Imprper r fraudulent use f the UNLV PCard may result in disciplinary actin and/r persnal liability. The University may deduct frm the cardhlder s salary, r any ther amunts payable t them, an amunt equal t the ttal f the imprper charges plus any administrative fees charged by the bank in cnnectin with the misuse. The University may als cllect any amunts wed by the cardhlder, even if they are n lnger emplyed by the University. If the University initiates legal prceedings t recver amunts wed by the cardhlder under agreement (the signed PCard applicatin), the cardhlder agrees t pay legal fees and cllectin csts incurred by the University in such prceedings. The Directr f Purchasing (r his/her delegated appintee) may suspend r revke PCard use regardless f stated plicy if, in their judgment, the vilatin(s) prves a severe risk f fraud r cmprmise t the PCard Prgram.
VIII. RECORD KEEPING AND DOCUMENTATION (Cardhlder and r Liaisn) Receipt: A merchant prduced itemized receipt that recrds relevant details fr each item purchased, including: quantities, business purpse, unit cst(s), descriptin f gds/services purchased, ttal charge amunt and merchant's name and address (e.g. sales receipt, riginal invice, credit receipt, etc.) Packing slips validate the receipts f gds. They typically d nt prvide pricing infrmatin and shuld nt be used as supprt dcumentatin fr PCard purchases. A prper receipt shuld include: 1. Card number (with apprpriate numbers blacked ut) 2. Itemized descriptin f gds purchased. 3. Vendr name. 4. Transactin date 5. Transactin ttal