2.06A Purchasing Card Policy

Formerly part of A&O Policy 2.06 prior to April 9, 2025

Last Revised: June 30, 2025

Effective: April 9, 2025

Refer Questions to:Director, Strategic Sourcing

Scope

This policy applies to all employees of all units or programs and divisions of Gallaudet University.

Policy Statement

Under the Gallaudet University Purchasing Card (“PCard”) program, Gallaudet University employees are empowered to make small dollar purchases on behalf of their unit or program. PCard holders are expected to make sound business decisions in the best interests of the University and to comply with the following established policies and procedures governing use of the PCard.

The benefits of the Purchasing Card program include:

1. The Purchasing Card Program is designed to streamline the procurement process. Use of the PCard by authorized users expedites and simplifies the purchase of goods and supplies and allows departments flexibility in procuring needed items.
2. Use of the PCard improves efficiency and reduces costs involved in small dollar purchases, eliminating the need to create and process requisitions, purchase orders, or supplier invoice requests. The University receives one monthly invoice for all PCard charges, eliminating the need to process individual supplier invoices.

Policies and Procedures

Issuance of Purchasing Cards

1. As the Purchasing Card program administrator, the Strategic Sourcing department coordinates issuance, maintenance, suspension, and cancellation of PCards.
2. PCards are issued to full-time employees with Unit Administrator and Executive Team member approval. All PCard requests must meet specific business and operational requirements that justify issuing a PCard.
3. PCards are not transferable.

Use of Purchasing Cards

1. Transaction and spending limits are approved on an individual basis in accordance with A&O Policy 2.02 Authority to Approve Financial Documents. A per transaction dollar limit and cycle spending limit, as deemed appropriate by the executive team member, are assigned to each PCard.
2. Use of the PCard for personal charges are strictly forbidden.
3. Non-travel related spend exceeding $5,000 with a given supplier must be submitted to the Strategic Sourcing Department for processing.
4. Authorized PCard holders may make purchases in person, by phone, or electronically. All ordered items must be shipped directly to the University.
5. Purchases should be made from reputable merchants only. Back orders should be avoided.
6. When making purchases, PCard holders must inform merchants of the University’s tax-exempt status and supply a copy of the Tax Exemption Certificate (available from Strategic Sourcing). If sales tax is assessed, the PCard holder is responsible for contacting the supplier for a credit.
7. Purchasing Cards may be used for:

   a. Office, educational, and other operating supplies

   b. Maintenance, grounds, and custodial supplies

   c. Books and materials

8. PCard holders are not required to solicit competitive bids/quotes for low value single purchases with a given supplier; however, they should seek the best value for the University and ensure the price paid is reasonable.

Prohibited Purchases

PCards may not be used to pay through electronic third party platforms such as PayPal, Zelle, Venmo, any entity owned by the University, for any personal items, or for any reason that is not directly related to the PCard holder’s employment with the University, including, but not limited to, the following:

PCard Holder Liability/Responsibility

1. PCard holders are responsible for the proper use and safeguarding of cards issued to them.
2. PCard holders must maintain accurate records of all PCard transactions, and promptly report a lost or stolen card through a Strategic Sourcing General Inquiry ServiceNow ticket.
3. All purchases made with the PCard must be within established budgets and comply with University policies. Any violation of this policy may result in the PCard holder losing PCard privileges, and the PCard holder may be subject to University disciplinary action.
4. PCard holders are personally liable for any unauthorized charges. A PCard holder who makes unauthorized purchases or carelessly uses the PCard may be liable for the total dollar amount of such unauthorized purchases. Additionally, the PCard holder may lose PCard privileges and may be subject to University disciplinary action.
5. PCard holders are responsible for all returns of goods. Returns must be credited to the PCard holder’s account. Cash refunds are strictly prohibited.
6. Upon separation from Gallaudet University, the PCardholder must return the PCard to College Hall 108 or destroy the PCard and provide any necessary documentation to their Unit Administrator. The Unit Administrator is responsible for reconciling the account with the employee.

Dispute Resolution

If a PCard holder does not agree with a charge posted on a monthly statement, they should attempt to resolve the problem with the supplier. If the supplier agrees that an error has been made, the supplier must issue a credit to the PCard holder’s account. PCard holders should keep copies of all documentation dealing with disputed items until they are resolved.

If a purchase is found to be defective or incorrect, the PCard holder is responsible for obtaining replacement, correction, or credit as soon as possible. If a merchant refuses to replace or correct the goods, or to offer a credit, the purchase is considered to be in dispute and the PCard issuer should be notified through submitting a Strategic Sourcing General Inquiry ServiceNow ticket.

Recordkeeping

PCard holders are required to maintain records and original, itemized receipts of all transactions. Monthly expense reports, including itemized receipts, must be approved by the 10th of the following month. If a receipt is missing, a written explanation detailing the nature and reason for the charge is required.

Unit Administrators are responsible for the following:

1. Assuring that the purchased goods and services were received
2. That appropriate procedures were followed
3. That appropriate documentation has been provided
4. That applicable University policies and Federal regulations, including those on travel expenses, were followed.

The Finance office will retain all documentation in accordance with the document retention policy.

Purchasing Card Agreement

On an annual basis, each approved PCard holder is required to sign the Purchasing Card Agreement, which describes the responsibilities associated with the use and safeguarding of a PCard. Failure to comply with the Purchasing Card Agreement may result in the revocation of PCard privileges and disciplinary action up to and including termination of employment.

Approved by Gallaudet University Administration