Prohibited Transactions: What Can I Buy on my Pcard? Maureen Lintel, Senior Buyer Contracting and Purchasing Services

POLICY FUN! NAU is a State institution State/Federal guidelines and laws NAU policies and procedures ABOR policies

Purchases General Rule Goods may be purchased on a P Card Services may not be purchased on a P Card

PUR 801-03-02 Alcoholic Beverages Animals Bottled Water Bars/cocktail-lounges/nightclubs/taverns Animals Bottled Water Business food on a State account Employee appreciation/recognition items/gifts Entertainment Flowers Meals-Travel related Personal Purchases Purchases where a conflict of interest exists Radioactive Materials Splitting purchases to circumvent spending limits For a complete list, visit PUR 801-03-02. Exceptions may apply!

What does policy state and what office “owns” the policy? Exceptions “There is no exception to the rule that every rule has an exception” James Thurber What does policy state and what office “owns” the policy? P Card Comptroller Travel

Example Flowers CMP 401-03 Flowers. All types, unless the items are needed in conjunction with an official University event. Authorized purchases for flowers must be paid from local funds. If the flower purchase falls within the CMP policy, it is an allowable purchase. If it does not, an exception would have to be requested.

Violations Improper card use by others Multiple/Split Transactions Not Approved by Deadline* Not Verified by Deadline* Other Personal Purchase Restricted Commodity *Not being issued by CPS at this time

Entering violations in peoplesoft

Examples Split Transactions Spot Audits Completed daily by the P Card Administrator Decline Report Ran periodically to identify questionable transactions Increases are fast and easy, no reason to have a violation

Examples Personal Purchases Amazon iTunes Two personal purchases over the course of two years will result in loss of P Card privileges.

examples Conflict of Interest Vendors http://nau.edu/Contracting-Purchasing-Services/_Forms/Conflict-of-Interest-Vendors/ For questions regarding purchases from vendors with a conflict of interest, please contact Baily Williamson. Baily.Williamson@nau.edu 523-6099

Questions? If you are unsure of a purchase, or are directed to make a purchase you don’t feel comfortable with…just ask! PCARD@nau.edu

Accessible Purchases Teresa Haven Accessibility Analyst Affirmative Action

What Does “Accessible” Mean? “Accessible” means that technology can be used by a wide variety of people, in a variety of methods. With or without vision or a visual display; With or without hearing or sound; With or without the use of a mouse. Accessible technology means that students, staff, faculty, administrators, and guests of our institution can independently and fully participate in classes, programs, services, and work.

Why is this Important? If we purchase technology that is inaccessible, we deny many members of our community the opportunity to participate in courses, programs, events, and work. If we purchase technology that is inaccessible, we are in violation of Federal law.

What Kinds of Technology? Electronic and Information Technology includes: Computer hardware and software, operating systems Web-based systems and applications Telephones and other telecommunications products Video equipment, multimedia products Information kiosks Office products such as copiers and fax machines

What Can I Do? P-card holders should consider accessibility before purchasing any electronic or information technology, whether large or small. Ask vendors for a VPAT, or Voluntary Product Accessibility Template. If the VPAT doesn’t indicate full accessibility, ask the vendor what their plans and timeline are for reaching full accessibility. If the vendor doesn’t have a VPAT, or can’t address the accessibility of their product, look for another product that will offer the same functions but have better accessibility.

What If I Need Help? If you are unsure of what a vendor’s VPAT or accessibility responses mean, or would like an independent check of the product, contact NAU’s Accessibility Analyst for help. Teresa Haven Teresa.Haven@nau.edu