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Procurement Card Policy
- The Dartmouth College Procurement Card (P-Card) Program is designed to improve efficiency in processing low dollar value purchases ($2,499.00 or less). The Procurement Card is a Visa Card and can be used to make purchases for goods (not services) with any merchant who accepts the Visa Card. Procurement Card transactions for non-restricted commodities cannot exceed the $2,499.00 per transaction limit (including all delivery, shipping and/or special handling charges). Transactions exceeding the $2,499.00 limit will require a Purchase Order. Pyramiding (splitting) transactions to avoid the single transaction limit is not permitted by Dartmouth College. Visa/MasterCard regulations also prohibit vendors from this practice.
- The Dartmouth P-Card should never be used for travel related items or services. The only exceptions to this policy are that a P-Card may be used to purchase bus tickets from the following, specific bus vendors: Dartmouth Coach, Concord Coach Lines and Boston Express Bus. No other bus services, shuttle vans, cabs, etc. are allowed. These bus tickets will be closely monitored and will be a focus during audits. Departments who do not maintain detailed receipts may have their P-Card privileges suspended or canceled.
- Purchases must be for the use and benefit of the College. No personal purchases are allowed — regardless of intent to reimburse the College. If you fail to comply with the policies and procedures associated with the Procurement Card, Procurement Services reserves the right to cancel your P-Card at any time. Fraudulent or misuse of the Procurement Card may result in disciplinary action, up to and including termination of employment.
- Prior to using a P-Card as payment for any purchase, the cardholder should first attempt to find items by referring to the Procure-to-Pay Guide. The Guide provides a listing of goods and services and the primary and secondary means of payment. Before purchasing anything, attempts should be made to first look and see if it can be purchased at Central Stores, The Computer Store, through SciQuest, a preferred vendor, non-catalog requisition, etc. If you cannot find a specific good or service in the Procure-to-Pay Guide, please contact Procurement Services so the correct purchasing method is provided and the new information may be added to the Guide.
- Purchase Cards may be used to purchase modest gifts or gift certificates upon the death or serious illness of an employee or family member or for a recognized College-wide policy or practice; for example, service awards for employees or tokens of appreciation upon retirement.Gifts paid for by College funds and received by employees or students are taxable and must be reported as income if their value exceeds the following dollar thresholds:
- Gift cards or certificates greater than or equal to $50.00
- Gifts of tangible personal property greater than or equal to $50.00
- Gifts of tangible personal property greater than $400.00 to a long-service or retiring employee
- The authorizing department must contact the Payroll Office for reporting requirements for this type of reportable income for employees. The employee's annual IRS W-2 Form will reflect the taxable income for that calendar year. Gifts to students must be reported to Accounts Payable for reporting on a 1099.
- Regardless of amount, all gifts/gift cards purchased with a P-Card must include a detailed receipt, specific business purpose for gift (those mentioned above) and recipient name(s). Failure to include all of this information may result in suspension or cancellation of P-Card.
- The person whose name appears on the card is responsible for protecting the card and is accountable for all purchases made using the card number. All purchases processed against a Procurement Card must be made by, or under the immediate direction of, the person to whom the card is issued.
- When the cardholder signs the Dartmouth College Procurement Card Application & Agreement form, they are agreeing to protect the card and adhere to the policies and procedures of the Procurement Card Program. The cardholders and Procurement Card Approver's within each department are responsible for the integrity and accuracy of their department's Procurement Card purchases.
The cardholders and Procurement Card Approver(s) within each department are responsible for receipts for ALL Purchase Card transactions. Each receipt must show detailed itemization of purchases, description of what was purchased, business purpose of the purchase, if for a meeting a list of attendees is required and the name of the person who used the P-Card. Purchase Card receipts for take-out food or any food obtained must show detail of all items purchased and should also provide the names of everyone attending the function the food was purchased for. Receipts that show only a total amount without any itemized details are unacceptable. Cardholders who do not retain acceptable receipts for P-Card purchases may have their credit card suspended or cancelled.
Department Named Procurement Cards
- Dartmouth College no longer supports or issues P-Cards that are in a department or project name. Procurement Cards will only be issued to specific individuals employed by the College. The banking industry has made recent changes that no longer provide coverage of any kind (dispute or fraud) for any P-Card that is not in an individual's name.
- Any department/division still using a P-Card with a departmental name will be solely responsible for any financial losses due to disputes or fraudulent activities. A departmental account will be charged the fraudulent or disputed amounts.
Multiple Procurement Cards in One Cardholder's Name
- Dartmouth College no longer issues multiple P-Cards to an individual. Previously, staff may have received multiple credit cards so that each Procurement Card defaulted to a different/specific chart string. This practice is no longer allowed and existing, multiple P-Cards will be reviewed and reduced. These security measures will aid in sustaining Dartmouth College's fiscal integrity. For every P-Card Dartmouth has, the likelihood of fraudulent activity rises.
Who Should Have a Procurement Card?
- Regular staff or faculty who are directly paid by Dartmouth College may apply for a P-Card
- Staff or faculty who make frequent, low dollar purchases. P-Cards should only be given to individuals who make frequent, low dollar purchases. P-Cards are audited regularly for appropriate use as well as the frequency of use. P-Cards may be canceled anytime at the discretion of Procurement Services.
Who Should Not Have a Procurement Card?
- Undergraduate or Graduate students may not have or use a P-Card. The College's contract with JPMorganChase bank only covers regular Dartmouth staff or faculty.
- Temporary employees.
- Visiting staff, faculty, alumni or guests.
- The contract between Dartmouth College and JPMorganChase is a legal and binding agreement that does not extend support or coverage for students, temporary employees or any other persons not directly paid by Dartmouth College. Please note that if a student is given a P-Card to use, JPMorganChase is not obligated to assist with any disputes or fraudulent activities that might arise from this use. Each department where P-Cards are used is financially responsible for all transactions.
- Any department/division that ignores and allows any student to use a P-Card will be solely responsible for any financial losses due to disputes or fraudulent activities. A departmental account will be charged the fraudulent or disputed amounts. Procurement Services strongly recommends that any P-Cards that may be used by students should have significantly lower single dollar and monthly dollar limits. Decreasing single and monthly transactions limits to $250.00 - $500.00 will significantly reduce the possibility of financial losses to the department and Dartmouth College. This information in no way constitutes Dartmouth's permission or support of any student using a P-Card. The above information is to clarify consequences of by-passing this policy.
Approving Procurement Card Transactions Online in the Oracle Procurement Card System
- All P-Card transactions must be approved online in the P-Card reallocation system before the sweep/post date. Departments who are not approving P-Card transactions weekly online will not be issued any new P-Cards until the situation is resolved. If the lack of online approval is not rectified in a reasonable amount of time, the department may have Procurement Card access suspended.
- Each department should have at least (2) staff assigned to approve all P-Card transactions for the department online, one as the primary approver and one to act as back up. In larger departments, additional approver's may be permitted at the discretion of the Procurement Card Manager.
- No person may approve a Procurement Card in their name. This conforms to standard accounting and auditing practices. Exceptions may be made for small departments with limited staff. Approval from the Procurement Card Manager and Controller's Office is required for any exception.
- The Oracle P-Card reallocation system is a secure system that requires authentication and access should not be requested for multiple individuals unless the department has worked with the Purchase Card Manager and Procurement Services to review the current practices.
Examples of Prohibited Goods/Services That Cannot Be Charged to Procurement Card
- Cash Cards (credit cards that are used like cash), Travelers Checks, etc.
- Travel and Entertainment related expenses and advances (this includes but is not limited to: airfare, hotel shuttle service, cabs, car rentals, buses <with the exception of the Dartmouth Coach, Concord Coach Lines & Boston Express Bus>, trains, parking fees, internet access, hotel fees - including room rentals for conferences, meals in restaurants/hotels, etc.)
- Alcoholic beverages
- Items/services for other than College related purposes (personal use)
- Meals in restaurants - No sit-down or in-house service is allowed
- Catered events from non-approved caterers (approved caterers link): http://www.dartmouth.edu/~rmi/
- Automotive gasoline
- Construction and renovations
- Consulting services ("services" in general should not be charged to the P-Card)
- Office furniture (*)
- Prescription drugs and controlled substances
- Radioactive and hazardous (**) materials
- Animals (***)
- Gifts or gift cards for NON-work-related events such as weddings, baby showers birthdays, housewarming, etc.
- A P-Card may not be used to pay for any goods or services internally at Dartmouth College. For example: Any purchase at the Computer Store, NO tickets for Athletic events, No HOP tickets, No Hood Museum purchases, No Baker Library fees, No Central Stores purchases, NO internal purchases at all. Internal purchases require a valid chart string or PTAEO for payment.
(*) Contact Denise Conoverl in Procurement Services before purchasing any furniture
(**) Contact Environmental Health and Safety regarding hazardous materials
(***) Contact Center for Comparative Medicine and Research
Cardholder and Departmental Responsibilities
It is the cardholder's responsibility to report the loss of the card immediately to the Procurement Card Manager, JPMorganChase, and the appropriate department Purchase Card Approver. Email Roxanne.L.Zola@Dartmouth.edu with the last six digits of the credit card that was lost and the full name of the cardholder. JPMorganChase may be contacted at: (800) 270-7760. The cardholder is responsible for attempting to resolve a dispute with the vendor within fifteen (15) days of receipt of a disputed purchase. If a resolution is not possible contact the P-Card Manager to request the personal identification needed in order to verify cardholder identity to the bank. The next step is to alert JPMorganChase of the disputed item. The bank will provide a dispute form that the cardholder will need to fill out and return to JPMorganChase. The bank will work directly with the cardholder to resolve the problem. The cardholder is the only one who can work with the bank.