SECTION CE.5


BUSINESS AND SUPPORT SERVICES
PROCUREMENT CARD PROCESS

Procedure


PROCEDURES


The Procurement Card Program at Navarro College is designed to promote an efficient and cost effective process for procurement related to minor expenditures. This program allows authorized us-ers to purchase approved items and services directly from vendors using the district-issued Master Card. This program is not intended to avoid or bypass appropriate procurement or payment procedures.
Some of the benefits of the Procurement card include the following:

  • Reduces the need to use personal funds for business-related items
  • Card users have the opportunity to take advantage of discounts that can save the district money
  • Orders can be placed and filled in a timely manner
  • Efficiencies are gained through reduced dependence on paper-work
  • Payment to vendors can be expedited
  • Authorized users can respond to urgent needs

PROCESS FOR SECURING A PROCUREMENT CARD


Department heads will identify any employee who may need a procurement card for business-related purposes. They will submit a written request to their vice president for approval. Once approval is granted, the Vice President for Finance and Administration Office will obtain a signed “Procurement Cardholder Agreement Form.” Once this form is signed and on file, the employee may begin using their card. If an employee transfers to another department, they must obtain approval from their supervisor for continued use of the card.

When an employee leaves their job at Navarro College, they must return their Procurement Card to the Purchasing Agent.

If a card is lost or stolen, the cardholder should contact the Purchasing Office immediately at (903)875-7317 and Citibank at (800)248-4553. At the request of the cardholder, a new card with a new account number will be issued if the card is permanently lost or stolen.


PROCEDURES FOR PROCUREMENT CARD USE


Procurement cards are restricted to Navarro College business-related transactions. As such, no personal charges may be made with the card.

  • Procurement cards can be used to purchase the same goods and services that can be obtained using a check request or purchase order.
  • Purchases made on the procurement card must be used for single transactions. At no time should a purchase be split into two transactions.
  • Grant account charges must have prior approval of the Grant Accountant to assure compliance with the grant award.
  • Cash advances are not allowed on a procurement card.
  • The procurement card may be used to cover business-related travel expenses upon approval from all appropriate parties.
  • At the time of purchase, obtain a receipt showing items purchased with amounts paid.
  • Inform the vendor at the beginning of the purchase that the purchase is tax exempt. If sales tax is inadvertently charged to the card, it is the cardholder’s responsibility to contact the vendor to request that the tax be removed.
  • Submit reconciliation form and all receipts into the Purchasing Department by the 21st of each month. Please note on the back of the receipt or separate form, the item description, purpose, date and your name.
  • Verify available account funds prior to submission of reconciliation form and receipts. If necessary, complete a “Budget Trans-fer Form” to cover any account overdrafts. It is the cardholder’s responsibility to assure that sufficient funds are available prior to purchase.

RESTRICTIONS


The following restrictions apply when using the procurement card:

  • Gift cards or certificates
  • Alcoholic beverages
  • Furniture
  • Equipment may not be charged to the card without prior approval of the Comptroller or the Vice President for Finance and Administration
  • Memberships
  • Personal expenditures
  • Office Supplies
  • Computers and other electronic devices may not be charged to the card without prior approval of the Comptroller or the Vice President for Finance and Administration
  • Non-business related items
  • Fuel
  • Cash advances
  • Split purchases
  • Meals associated with official college-approved events*

*Administrators may receive approval from District President for use of procurement card for business-related meals.
Any unique purchasing needs that cannot be met due to these restrictions require approval of Vice President of Finance and Administration or District President.

If a cardholder fails to comply with the procurement card procedures, the use of the card may be revoked.


Approved: October 2, 2015