7.3.3 Purchasing Cards

Responsible Position

Chief Financial Officer

RELATED ITEMS

Minnesota State Board Policy

External Website: Minnesota State - 7.3 Financial Administration

Minnesota State System Procedure

External Website: Minnesota State - 7.3.3 Purchasing Cards

PROCEDURES

Obtaining a Purchasing Card

An Employee Purchasing Card Agreement is required. All cardholders will be required to attend a training session and will receive the purchasing card guidelines monthly as an email reminder.

Individual purchasing cards will be customized to each cardholder's need per transaction and monthly limit.

The cardholder will be responsible for signing the credit card when it is received and the security of the card and all transactions.

Responsibility, Accountability and Authorized Card Use

Purchasing cards may be used to purchase eligible merchandise or services required in association with the duties or responsibilities of the cardholder. Each individual cardholder has the following responsibilities:

Safeguard the purchasing card and card account number at all times; lost or stolen purchasing cards must be reported immediately to the ATCC Business Office.
Do not allow students to use the purchasing card or card account number.
Original itemized receipts for all purchases are required. All credits, including returns, must be documented with itemized receipts.
Receipts must be attached to the monthly statement and the monthly statement must be signed by the cardholder and the cardholder’s supervisor. Signed statements with attached receipts are due to the ATCC Business Office by the 12th of each month.
Contact US Bank Customer Service (800-344-5696) for any malicious charges.

Supervisor Responsibility

Supervisors of cardholders are responsible for reviewing purchases to ensure card has not been used for unauthorized or inappropriate purchases and responding to any misuse of the card by the cardholder (e.g. sales tax, personal meals, alcohol, etc.).

Unauthorized, Prohibited, and Inappropriate Use

Purchasing cards are not to be used to purchase items for non-college purposes, even if the cardholder intends to reimburse the college. A cardholder who makes an unauthorized purchase with the card or uses the card in an inappropriate manner may be subject to disciplinary action, up to and including termination, as well as revocation of the purchasing card, criminal prosecution, and the restitution of the unauthorized use.

Purchasing cards cannot be used for purchases in the following categories:

Alcoholic beverages;
Cash or cash advances;
Food and beverages for an individual employee;
Personal use items;
Sensitive items (e.g. cameras, laptops, monitors, iPads, etc.) as defined in Minnesota State Procedure 7.3.6, Capital Assets (including weapons of any kind); or
Travel expenses required to be reimbursed under Minnesota State Procedure 5.19.3, Travel Management (including gasoline for personal vehicles).

Use Allowed Only when Specifically Authorized

Specifically, authorized cards may allow for purchases listed in this part that comply with applicable procedures, and any applicable grant agreement. In all cases, prior approval for the expense(s) is required.

Conference and seminar registration (include agenda from event);
Food and nonalcoholic beverages for student activities that will be paid for with Student Activity funds in compliance with procedures;
Food and nonalcoholic beverages that will be paid for with grant funds, if allowed by a grant agreement;
Travel-related expenses:
- An authorized card may be used in all allowable expenses of the cardholder, except food and beverages;
  - Examples of allowable expenses include: airfare, room and related taxes, vehicle rental, gasoline for a rented vehicle, and parking while in travel status;
- Authorized cards may allow for cardholders to arrange for transportation or lodging for another individual or groups of individuals.
- See ATCC Policy 5.19 Travel for Official College Business for more information.
Entertainment and recreation expenses are prohibited, except when purchases are made using the following funds:
- Student activities that will be paid for with Student Activity funds; or
- Activities that will be paid for with grant funds as authorized by the grant agreement; or
- Academic activities that will be paid for with course fees.

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POLICIES & PROCEDURES