The Procurement Card (Procard) is a University credit card that delegates small-dollar purchasing power to individual employees. The Procard permits purchases to be made with minimum delay and minimum clerical labor, while also providing accountability. The Procard allows the cardholder to charge work-related expenses directly to the University. This policy describes the proper use of a University procurement card. The procedures established here also serve to protect the University from fraud and other misuse of its funds.
Procurement cards are jointly managed by the Office of the Controller and the Purchasing and Central Receiving Department. Purchasing and Central Receiving manages the issuance of Procards and the contract with the card provider, while the Office of the Controller maintains the recordkeeping responsibility. The procurement card application and instructions can be found here.
A complete list of cardholder responsibilities, including all rules and procedures, security measures to prevent fraud, and a list of restricted vendors and unauthorized purchases, can be found on the Purchasing and Central Receiving web site.
The Procurement Card billing cycle is a monthly period from the 16th of one month to the 15th of the next month.
All Procard purchases will be charged to the default index and account code listed on your original Procard application. If you should need to change the default index and/or account code on your Procard, please e-mail ISU-Procard with the following information:
A sticker can be found on the Procard that lists an 800 number, which can be called to activate the card. You will need to provide some personal information during the call. The card must be activated before purchases can be made.
If you are deactivating your Procard, follow these procedures:
The above procedures should be followed whether you transferring, terminating, or you simply no longer need the card.
Procedures for a lost or stolen procurement card can be found in Purchasing's Procurement Card Guide.
It is the responsibility of the cardholder to maintain records of Procurement card purchases and to submit monthly expense reports in a timely manner. Documentation requirements and procurement card reconciliation procedures are detailed below.
Cardholders should always obtain an itemized vendor receipt or invoice for each transaction. If a cash register tape does not have descriptions, they should be written on the tape. If an itemized vendor receipt or invoice is missing, the cardholder should contact the vendor to obtain a copy. If the vendor cannot or will not issue a receipt or invoice, the cardholder should contact the Procard Auditor to complete a missing receipt/invoice report and get all appropriate signatures. If a cardholder consistently has a problem obtaining all original itemized receipts or invoices, their cardholder privileges will be reviewed and possibly revoked.
Sales Tax: Indiana State University is exempt from sales tax. Indiana state sales tax charges should not be accepted on Procard purchases by the cardholder. The University’s tax exemption number can be found inside the front cover of the pocket guide that was given with your card. You, as the cardholder, need to be sure that the vendor does not charge sales tax. The University is NOT exempt from all types of taxes (ex. Food and Beverage Tax). We are only exempt from sales tax.
Procurement cardholders are responsible for completing a monthly expense report and submitting that report to the Procurement Card Auditor within 30 days of the end of the billing cycle (the 15th of each month).
All Procurement Card transactions will be audited by the Procurement Card Auditor. The Internal Auditor of the University or the State Board of Accounts (state auditors) may select a number of cardholders to audit for compliance with transaction and record keeping policies and procedures. Procurement Card auditing procedures are established to verify that the Procurement Card is being used appropriately by the cardholder and that the cardholder and the department are maintaining the records.
Procurement Card violations and violation guidelines are described below. The goal of these guidelines is not to punish cardholders or terminate cards, but to ensure the University’s policies are followed. The Procurement Card Administrators will make every attempt to assist the cardholder and supervisor in following the policies and keeping the departmental cards active. It is ultimately the department’s responsibility, however, to make sure the University’s policies are followed.
NON-CRITICAL VIOLATIONS
The following Procurement Card violations are considered “non-critical”, and may result in card suspension if deemed excessive (six months, within a fiscal year, of having at least one non-critical violation will result in a critical violation):
*Violations that require correction.
CRITICAL VIOLATIONS
The following Procurement card violations are considered “critical”:
*Violations that require correction.
Critical violations will be handled as follows:
Smart Data Generation 2 (SDG2) is the online tool provided by JPMorgan Chase for management of procurement card accounts. SDG2 gives cardholders access to:
All cardholders are required to access this site on a weekly basis to make the necessary transaction updates.
Please review the Cardholder Quick Reference Guide for SDG2 for training information before accessing the site for the first time.
If you have technical problems with the SDG2 site, please contact ISU-Procard@indstate.edu
Barbara Tschida
Accounts Payable Manager
and Banner Finance Training
Ext. 3521
Lisa Maynard
Agency Budget Coordinator
Ext. 3522
Carrie Walters
Financial Specialist
Ext. 3517
Kimberly McCleary-Beams
ProCard Administrator
Ext. 3519
Amanda Lane
Accounts Payable
Ext. 3518
Stacey Rice
Assistant Controller
Ext. 8701
Craig Morin
Sr. Financial Analyst
Ext. 4485
Alison Angermeier
Financial Analyst
Ext. 3523
Accounts Payable Address
200 North Seventh Street
Terre Haute, IN 47809