|
The process for placing orders using a Dartmouth Procurement Card is very
similar for those used when making a purchase with any commercial credit card.
The important differences are:
1. The purchase is subject to an electronic approval process at the point of
sale. Approval is based upon several controls established by the issuing bank
and Dartmouth College.
DO NOT USE THE PROCUREMENT CARD FOR TRAVEL OR
ENTERTAINMENT RELATED EXPENSES.
2. Supporting documentation must be maintained (see the link for
Documentation and Recordkeeping for specific details).
3. The charges are electronically submitted to the College and are posted to
a default chart string or PTAEO number for each cardholder. Using the Oracle
Procurement Card system, the department’s Procurement Card approver must
redistribute charges to the appropriate chart string and natural class or a
PTAEO and expense type.
When making a purchase using the Procurement Card, the following procedures
should be followed:
Confirm that the purchase is appropriate for the Procurement Card by
checking the list of restricted commodities (see the Procurement Card Policy
link for specific details).
If the product or service you are ordering is available under an Approved
Supplier Contract, the order must be placed with the College’s contract
supplier. If a supplier is listed in Dartmouth’s eProcurement Marketplace, then
the order must be processed through this system and a Procurement Card
cannot be used.
Determine if your transaction total is $2,499.00, or less. If your
transaction is greater than $2,499.00, a requisition must be processed in
accordance with the established Procurement Services policies and
procedures.
When making a purchase with a Procurement Card, be sure to follow these
simple steps:
Provide the merchant with the Procurement Card number and expiration date.
The vendor may also require the security code that is located on the back of
each Procurement Card. If you place an order using the Internet or over the
phone, the security code is necessary in order to process the transaction. If
you receive a message that your Procurement Card was declined, please contact
the Procurement Card Manager immediately to rectify the situation. You may
email: Linda.L.Lagasse@Dartmouth.Edu
or phone: 603-646-3527.
For each Procurement Card transaction you must have a sales receipt. For
electronic orders, most vendors will automatically email you with a
confirmation/receipt of the transaction. Please print off the page of the
website that shows your order was received and confirmed. Forward these
documents to the Procurement Card Approver designated for your department (see
the Documentation and Record Keeping link for specific details).
The billing address is always going to be a departmental address. Please
do not use Procurement Services or Accounts Payable mailing
addresses. All Procurement Card receipts should be mailed directly
to the cardholder.
When merchandise is to be delivered:
The Cardholder is responsible for inspecting the shipment. In case of
returns, the Cardholder is responsible for coordinating the return directly
with the supplier.
Make sure that the Procurement Card Approver designated for your department
is aware of your purchase and that you have followed all departmental
procedures regarding order processing and record retention.
|
