Purchasing and Travel Card Program

1
Purchasing and Travel Card Program Training
Manual Updates for Spring 2009
2
Handouts

• Updated University Purchasing and Travel Card
  Policies.
• Addendum to Extension ICS
• Transaction Forms
• Acceptance Forms

3
Table of Contents

• Allowable Services
• Rental Car Company Restrictions
• Conference Registration Documentation
  Requirements
• New Transaction Forms
• Acceptance Form

4
Policy Changes

• Services have been removed from the Restricted
  Purchases List.
• i.e. You can now use the card for misc services
  under 1000
• HOWEVER, there are still some that are not
  allowed
• Any service listed on the Purchases that Require
  Special Approval (Purchasing Policy)
• Temporary Employment Services (Purchasing Card
  Policy)
• Telecommunications/telephone equipment and
  services ( Purchasing Card Policy)
• Monthly Services that exceed 1000 in a fiscal
  year (Extension ICS)
• Services that require a contract to be signed.
  (Extension ICS)
• Independent Contractors (Extension ICS)
• Individual vs. Company Never pay an individual
  with a PCard.

5
Policy Changes

• Rental Car Company Restrictions
• Through contracted agencies only
• National and Enterprise
• Rental from any other agency cannot be paid for
  with the PCard.
• Conference Registration Documentation
• a copy of the conference registration form is
  required in addition to the receipt/proof of
  payment.
• Also applies to Travel Reimbursements.

6
Policy Changes

• Transaction Forms
• Purchasing Card Transaction Form
• For PCard transaction only
• Travel/GET Card Transaction Form
• For Travel and Group/Extended Travel Cards only.
• Multiple transactions can be documented on one
  Transaction form.
• Each T must have its own form
• Documentation still must be submitted monthly for
  reallocation.

7
Policy Changes

• Dispute Usage Agreement Form is now the
  Acceptance Form
• Mostly the same form, with slight differences in
  wording.
• Bank will accept the old form.