MURC Purchase Card (P-Card)

Policy & Procedure Manual Read thoroughly Covers most questions P-cards are a privilege that may be revoked for violations of the Purchase Card Policies and Procedures Manual The Manual is available on MURCs web site.

Card Issuance Application Eligibility – by Request of the PI and Dean for full-time employees only NO students, temporary employees, contract employees or volunteers Card Holder Agreement signed NO Delegation – no one else may use your card Keep your card secure – you are personally responsible

Card Activation Call the number on the sticker to activate Contact Bill Byrd (Purchase Card Coordinator) at with questions

Maintenance Changes must be submitted to Purchase Card Coordinator at MURC Notify us immediately to cancel a card, or if Cardholder is transferred or terminated IF LOST or STOLEN – notify financial institution first at then notify MURC Card Coordinator at

Instructions for Use Transactions less than $5,000 OFFICIAL MURC use only Personal charges are prohibited Stringing of payments is prohibited Do not store P-card with your personal credit cards

Restricted Items Alcoholic Beverages Cash Advances Legal Services Firearms Capital Equipment(=>$5,000) Radioactive Materials Live Animals Insurance Memberships Tax Reportable Services Telephone/Cell Phone Services Travel Related Expenses except for hotel, registration fees, air fare & vehicle rental Building Leases Utilities Contracts other than Statewide Flowers or Gifts

Tax Reportable Services Any service that might be a contract with the Individual or Sole Proprietor Individuals or Sole Proprietors Contact MURC Card Coordinator for assistance

Sales/Use Tax MURC is exempt from sales and use tax Tax ID Number on Card Keep extra copies of Tax Exempt Certificate Copy request available on our website at

Ordering Secure Internet Sites Only Fax or Phone Only items allowable by the Grant (call Compliance if unsure)

End of Project Orders Do not use 30 days before end of Project Items unable to be charged to Grant will go to the Default Fund

Default fund Each Purchase Card is assigned a default Fund for any purchases charged to the card that cannot be paid by the Grant or are not sufficiently documented. This is typically a cost recovery or revenue fund.

Documentation Receipts/Invoices Itemized (Description, unit cost, quantity) Name of Vendor Transaction Date SDOL Cost Allocation Report SDOL Account Statement Report Receiving Reports Retain copies of records for 3 years after the year the Grant is completed Default Fund will be use for any transaction with insufficient supporting documentation

Reconcilement Due 1st business day of the month You can start reconcilement in SDOL at any time Send to MURC Completed Reconciliation Form with your signature Original Monthly Printed Statement (received in the mail) Signed Cost Allocation Report (both PI and cardholder) All Original receipts attached to 8.5x11 paper Any other necessary backup Default Fund will be use for transaction with insufficient supporting documentation

Disputed Items Process Contact Vendor Complete Dispute form and forward to MURC Card Coordinator Report Fraudulent charges immediately Sales Tax disputes over $5.00 Contact Vendor Complete Dispute form and forward to MURC Card Coordinator Disputed Item Payment to Default Fund

Post-Audit Random Audit of Records Enforce Compliance Must retain records for 3 years after the year that the Grant was completed Block Grants are completed at the end of the last year of the grant

Fraud and Misuse Privilege to use Purchase Card Disciplinary Action for Misuse Loss of Privilege Termination Prosecution by MURC or the granting agency Civil action to collect any amounts deemed fraudulent