Fillable Procurement Card Application - Financial Services (Page 2 of 3) in pdf

Procurement Card Program

Cardholder Letter of Agreement

(Updated 06/29/2016, Effective 07/01/2016)

I have received and reviewed a copy of the Procurement Card Program Guide. I understand that, as a

cardholder, it is my responsibility to do the following:

1. Obtain acceptable supporting documentation at the point of sale, regardless of the amount, and forward it

to my Reviewer/Approver. Acceptable documentation is defined as an original document from the

vendor that contains the price. If documentation is not available, I will obtain a copy of the RP

document from AISystem which includes all transaction details and my Approver and I will sign and

date it.

2. All returns and/or exchange credits must be credited back to the procurement card. Obtain acceptable

supporting documentation at the point of the return or exchange, regardless of the amount, and forward it

to my Reviewer/Approver. Acceptable documentation is defined as an original document from the

vendor that contains the price. If documentation is not available, I will obtain a copy of the RP

document from AISystem which includes all transaction details and my Approver and I will sign and

date it.

The following supporting documentation is required for entertainment expenses:

•

Date and place of event.

•

Specific purpose of the event or reason for expenditure. Failure to document a valid business

purpose could result in amounts paid being reported as income to the individuals attending the

event.

•

Names and titles of people in attendance and their relationship to the University. For individuals

from outside the University, this documentation should include occupation or other information

relating to the person or persons entertained (e.g. donor), including name, title, or other

designation, sufficient to establish a business relationship to the University. For large parties or

receptions (12 or more attendees), the number of people in attendance and the makeup of the group

is acceptable.

•

Entertainment and social expenses greater than $50 require a dean, vice chancellor or authorized

designee approval. Note: social and entertainment purchases will route for Dean’s level approval

per AISystem routing rules.

4. I will not use my procurement card if I claim the per diem method to be reimbursed for travel meals and

incidentals. I will record all procurement card travel expenses on a travel expense statement. As a best

practice, the supplemental procurement card expense form should be used to detail procurement card

activity. If a trip by an employee is paid for entirely by a procurement card a travel expense statement

must be completed and approved, but is not necessary to enter the travel report in AISystems. The

statement and original documentation must be retained in the department for auditing purposes. As a best

practice, travel expenses for guest speakers and students should also have a completed travel expense

statement for any procurement card travel expenses.

5. Ensure that Missouri sales taxes are not included in the transaction. The University’s tax ID number will

be printed on my procurement card. This number should be brought to the vendor’s attention at the time

of the purchase. If sales tax cannot be avoided, I will note it on my receipt so that my Reviewer can code

it to the sales tax budget object code.

6. If an asset or non-consumable item is purchased, I must provide my Reviewer/Approver with

information about the make, model, serial number, custodial department, and Principal Investigator, if

applicable. I understand a physical audit may be performed on purchases of assets and non-consumable

items.

Procurement Card Application - Financial Services Page 2

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