Authority - MnSCU – Purchasing Cards
Board Policy 7.1, Authority, delegates to the Chancellor authority to develop procedures and guidelines to implement Board policies.
LOST OR STOLEN U.S. BANK CARDS ARE REPORTED TO 1-800-344-5696
Purchasing cards provide the university with a cost-effective, convenient and streamlined method of purchasing items, thereby reducing the volume of individual payments processed by the university to vendors. In addition, reports on cardholder activity provide the university the information necessary to better manage university purchasing activities.
Minnesota State University Moorhead has an institutional purchasing card. A purchasing card in the name of a university can be issued to a state employee upon approval by the employee’s supervisor and/or budget manager. The university is liable to the purchasing card company for all charges made in connection with the purchasing card issued to the individual. A purchasing card cannot be issued to a contractor, contract employee, or student employee.
The purchasing card with U.S. Bank is for official university business use only. Minnesota State University Moorhead has established procedures and forms for implementing and monitoring a purchasing card program that includes, but is not limited to, the following:
Cardholders are authorized to use the card to purchase merchandise or services required as a function of their duties at the university. Unauthorized and/or inappropriate card use is addressed below.
A purchase made with a purchasing card may be made in-store, by telephone, fax, internet, or U.S. mail. Please use with extra care on the internet by checking first to make sure that it is a secure web site. When giving your purchasing card number out, please be sure of whom you are giving it to.
Preapproval, as approved by the college, university, or Office of the Chancellor, is required for each purchase. Please discuss this with your budget manager BEFORE use of the purchasing card.
Pre-Approval may take place in a number of ways, including, but not limited to:
It is the responsibility of the cost center budget manager and cardholder to ensure compliance with Minnesota Statute. The pre-approval documents should be kept with the cost center records of purchasing card use by the employees covered in that cost center. IT, AV/TV or other university service departments making purchases on behalf of another cost center should retain a copy of the document (e-mail, requisition, etc.) requesting and authorizing that purchase. The pre-approval documents need to be kept for seven (7) years.
Unauthorized and/or inappropriate card use includes, but is not limited to:
A cardholder who makes an unauthorized purchase with the card or uses the card in an inappropriate manner will be subject to revocation of the purchasing card and disciplinary action including restitution to the university for unauthorized purchases, possible card cancellation, termination of employment at the university and criminal prosecution.
If any item purchased with a Purchasing card is not acceptable, arrangements must be made for a return for credit or an exchange. A cash refund or check is prohibited unless the vendor insists that a refund must be by cash or check, and then the funds must be deposited immediately with the university. Notification must be made to the Purchasing card administrator in Business Services so the receipt number and a proper notation can be made on the purchasing card statement. The proper cost center and object code must also be credited when deposit is made.
Failure by either the cardholder or the approver to comply in a timely manner with established purchasing card policies and procedures results in immediate suspension or revocation of cardholder privileges and possible disciplinary action according to labor agreements. The MSUM purchasing card allows for one warning per fiscal year for statement submission non-compliance. Statements and/or approval signatures will need to be submitted to Business Services within 10 days of the warning notification or a suspension will be issued.
1st Offense-Card will be suspended immediately. Once completed paperwork is submitted, the card will remain suspended for 30 days.
2nd Offense-Card will be suspended immediately. Once completed paperwork is submitted, the card will remain suspended for 180 days (6 months).
3rd Offense-Card will be revoked immediately. Card will not be reissued.
It is the responsibility of each individual cardholder to:
Safeguard the purchasing card and card account number at all times. Lost or stolen Purchasing cards must be reported immediately to U.S. Bank credit card division AND to MSUM Business Services. LOST OR STOLEN CARDS ARE REPORTED TO 1-800-344-5696
The university shall conduct periodic reviews for proper card use. Purchasing card records will be audited each month. Each purchasing cardholder has a “Final Approver” who reviews and approves transactions before they are submitted to Business Services for entry to the accounting system. An approver may reject any particular purchase and return the item to the cardholder for payment. Notify Business Services of possible fraud in the use of the purchasing card or suspend/terminate purchasing card use by any particular employee at any time. The university has the right to suspend or terminate the purchasing card program at any time.
It is the responsibility of the cardholders Approver to:
Failure by either the Cardholder or Approver to comply in a timely manner results in immediate suspension of cardholder privileges.
In addition to the procedures set forth above, these special conditions apply to athletic team and recruiting expenses.
Rationale: Efficiency and ease of accountability is the main reason coaches should use purchasing cards for allowable expenses. Using purchasing cards for travel expenses reduce the risk associated with carrying a large amount of cash on the road. One team could be carrying as much as $2000 in cash for meals and related expenses. Using purchasing cards for local Official/Unofficial visits is more efficient because some of the visits occur at the last minute. In addition, a lot of recruiting is done by part-time coaches. It is unreasonable for MSUM to require them to spend their own money up front for legitimate business-related expenses.
Purchasing cards may be used for transportation, lodging and registration fees when traveling for professional development. No meals are to be charged. Original, itemized receipts and a copy of the approved Travel Authorization(for out of state or international travel) must be turned in with the Purchasing card statement.