Download One-Card Policy - Clarkson University

Business & Finance Policy
Corporate “One” Card
Contents
I.
II.
III.
IV.
V.
Use of the Card
Expense Report
Suspending or Canceling a Card Account
Canceling a Card
Exceptions and Special Situations
Overview
Scope
The scope of this policy is the establishment of appropriate and reasonable guidelines for use of the
Clarkson University’s Corporate “One Card” for purchasing and travel.
Policy Statement
The Clarkson One Card is to be used to facilitate the payment of travel-related services and the purchase
of small dollar goods for conducting University business only.
Reason for the Policy
This policy has been prepared to promote discretion in spending and promote compliance with use of
the Clarkson’s One Card. The Clarkson University Procurement Credit Card Program (One Card) is a
procurement tool which offers an alternative to the existing University procure to pay processes, and
provides an efficient and effective method to purchase and pay for consumable commodities of low
dollar value.
Definitions
Individual Cards
This card is issued to University employees who are authorized to purchase travel-related services
and/or small-dollar supplies on behalf of the University, up to pre-approved limits.
The card is issued in the name of the employee who assumes responsibility for all charges incurred and
should not be shared with anyone.
Each card holder is responsible for submitting expense reports on a timely basis as defined by University
procedures.
Department Cards
This card is issued to a department but the responsibility is assigned to a primary user, usually the
department business manager or a designee, who assumes responsibility for authenticating the charges.
The department card provides a mechanism to secure travel-related services and/or to purchase small-
Last Revised: 1/20/2016
dollar supplies on behalf of the department and its members. This card bears the name of the
department, not the name of an employee and can be shared. Clarkson Identification must be
available when using this card.
Expense Reports
Includes all transactions associated with One Card charges. This includes travel and general purchases.
Policy Sections
I.
Use of the Card
The Clarkson University One Card is to be used to facilitate the payment of travel-related services
and the purchase of small dollar goods for conducting University business only. The Clarkson One
Card is a corporate-liability card; all charges incurred by individual/department cardholders are paid
directly by the University to the bank that issues the card. The cardholder is responsible for all
charges and accurate and prompt submission of Expense Reports.
Since the University is liable for all charges made on the card, cardholders must use discretion and
good judgment when making purchases and/or incurring expenses. Cardholders are responsible for
authenticating the validity of all charges incurred by submitting expense reports, on a timely basis,
via PeopleSoft Financials Travel & Expense Center. If use of the card is found to be in violation of
University policies and procedures, the cardholder will be required to return the item(s) or incur
the charge(s) as a personal expense(s), and could lose card privileges. Depending on the severity of
the transaction, disciplinary action will be taken which may result in termination of employment.
Travel Authorizations are recommended for proper budgetary management and regulatory
compliance. Travel Authorizations are required for foreign travel due to export control policies.
The cardholder is required to use the preferred purchasing methods and vendor(s) as defined by the
General Purchasing Guide.
II.
Expense Reports
In keeping with the University’s sustainability efforts, all expense reports associated with One Card
transactions will be prepared and approved electronically via PeopleSoft Financials Travel & Expense
Center. Itemized receipts are required for all transactions greater than or equal to $75.00. *With
exception, if the cardholder is submitting an Expense Report with meals greater than per diem cost
but less than $75.00 an itemized receipt is required. The Controller’s Office also reserves the right
to ask for receipts if it is determined additional review is necessary. Receipts can be scanned and
attached in PeopleSoft Financials Travel and Expense Center or emailed to
[email protected].
If a cardholder fails to submit an Expense Report in a timely manner, the charges will default to the
supervising department operating account and the below disciplinary action will be enforced. .
• The first time a cardholder fails to submit an Expense Report in a timely manner the
cardholders One Card will be suspended for 30 days.
• The second time a cardholder fails to submit an Expense Report in a timely manner the
cardholders One Card will be suspended for 60 days and be required to attend training.
Last Revised: 1/20/2016
•
The third time a cardholder fails to submit an Expense Report in a timely manner the
cardholders One Card will be revoked.
The cardholders One Card account can be suspended if used for personal expenses not incidental to
a business trip or for any other charges outside of policy. Expense Reports with personal charges,
unauthorized or non-business expenditures must be reimbursed to the University within 10 business
days of the incurrence of the charge. Failure to do so may result in the charges being deducted from
the cardholder’s payroll or disciplinary action.
III.
Suspending or Canceling a Card Account
Clarkson University reserves the right to terminate use of a Clarkson One Card at any time for any
reason. The cardholder must return the Clarkson One Card to the Purchasing Office immediately
upon request or upon termination of employment. Improper use of the Clarkson One Card may
result in disciplinary action, up to and including termination of employment.
A One Card account may be suspended if:
the cardholder uses the card for personal expenses not incidental to a business trip or for any
other charges outside of policy; or failure to reimburse the University for personal expense.
the cardholder uses the card for any of the prohibited commodities without prior approval
the cardholder repeatedly does not have the necessary receipts.
the cardholder is splitting transactions to circumvent the per transaction limits
the cardholder hasn’t been given the proper authorization of purchases from your
Supervisor
the cardholder fails to attend all mandatory training or retraining sessions
the cardholder allows the default account to exceed the allocated budget for the default
account
the cardholder is on a leave of absence.
the cardholder shares the card with someone else.
IV.
Canceling a Card
The Purchasing Office is authorized to cancel the card at any time. The employee must destroy the
canceled cards and must not send the cards through campus mail for security reasons.
A One Card account must be canceled if:
the cardholder is leaving the University
the cardholder does not use the card for 12 months
Last Revised: 1/20/2016
the cardholder’s position no longer requires use of a One Card
V.
Exception and Special Situations
Please forward all questions, exceptions and special situations not addressed in this policy or the
general purchasing policy to the controller’s office for review.
The following items cannot be purchased with a Pcard
Personal items and services
Animals and animal cages
Cash advances
Insurance
Legal Services
Syringes, needles
Purchase of motor vehicles
Radioactive Materials
Ethanol Alcohol
Architectural and engineering services
Construction and contractors
Consultants and independent contractors
Equipment Maintenance
Furniture, carpeting
Boats
Biological hoods
Leased or rented equipment
Finance agreements
Fuel (oil and natural gas)
Hazardous materials, including radioisotopes
Hazardous Chemicals Pharmaceuticals and controlled substances
Pharmaceuticals and controlled substances
New employee relocation charges
Gas chromatographs (GCs) these commonly contain a nickel or tritium source
Static eliminators- these contain nickel source
Chartered Bus Travel
15 passenger van rental
Last Revised: 1/20/2016
Prepared By:
Date:
Shawn Seymour, Senior Accountant
Approved By:
Date:
George Giordano, Director of Risk Management, Purchasing and Payroll
Approved By:
Date:
Christopher Alger, Controller
Approved By:
Date:
James D. Fish, Chief Financial Officer
Last Revised: 1/20/2016