1. The University Purchasing Card
APUR 102
The University Purchasing Card

2. APUR 102 P-card Refresher
This session will cover the parameters of the Purchasing Card program to include:
Limits of the card
Cardholder responsibilities
Lost/stolen or compromised cards
Monthly cardholder duties
& will touch on Liaison responsibilities

3. The P-card program does not replace the Purchase Order system.
APUR 102 P-card Refresher
The University of South Carolina Purchasing Card (P-card) program has been designed to help better manage low dollar supplies, selected contractual services, membership fees, and non-restricted commodities.
The P-card program does not replace the Purchase Order system.
Follow the link below to download the policy and procedures manual:

4. Eligibility Requirements:
APUR 102 P-card Refresher
Eligibility Requirements:
Applicant must be a USC Employee
The Approval of Department Head
Training Session Attendance
Signature on Cardholder Agreement (upon issuance of card)

5. For official/legitimate University business purchases
APUR 102 P-card Refresher
About the card
To be used:
For official/legitimate University business purchases
Only by the individual named on the card
Card Limitations:
$4,99.99 per transaction (including freight, delivery, installation & sales & use tax)
$10,000 per month

6. What can I buy or what can’t I buy?
APUR 102 P-card Refresher
What can I buy or what can’t I buy?
Travel (Tickets, hotels, railroads, taxi’s, etc.), Food and food items (napkins, plates, utensils, food wraps, cooler, microwave, etc.), Plants, Flowers, Gifts/Giveaways, Stamps, Gift Cards, Clothing, Personnel Consumption Items (Kleenex, hand sanitizer, first-aid supplies, air freshener, etc.), Rentals, Greeting Cards, Registration Fees if associated with travel or meals, All student registrations, Tickets for any type of entertainment, Dry Cleaning, or other items in the blocked Merchant Category List
If purchase is in question, please contact your liaison
Memberships, Subscriptions, General Office Supplies, Services, programmatic supplies
Mandated to purchase any items from State Contracts

7. Maintain in a secure location at all times
APUR 102 P-card Refresher
Security
Maintain in a secure location at all times
Who can use the card?
Only the approved cardholder. Use by anyone other than the cardholder is strictly prohibited.
What do I do if I misplace my card?
Immediately report a lost/stolen or compromised card to Bank of America at (24/365).

8. General questions answered here…
APUR 102 P-card Refresher
What do you do if you erroneously charge a personal item on your p-card?
Why would my p-card be declined?
Can I split a transaction to circumvent the purchase limitations?
Can I return “stuff”?
General questions
answered here…

9. You mean I have to do more?!
APUR 102 P-card Refresher
Monthly Statements…..
You mean I have to do more?!
Disputes – what to do if a charge appears that is incorrect
Signatures – who needs to sign, and why.
Who keeps all this?
How long do I have to keep my statements?
State requires 3 years
Federal requires 7 years

10. Receiving your monthly statement:
Cardholder will:
• Submit itemized vendor receipt, invoice, packing slip and any other additional supporting documentation to Department Liaison. Packing lists are not acceptable in lieu of receipt
• Provide missing receipt affidavit to liaison for those receipts unable to obtain and or receive duplicate copies. Must also be signed by the immediate supervisor. Repeated use of this method will subject Cardholder to loss of privileges.
• Indicate alternate cost center, object code, and/or cost share account code for purchases to be charged if different than the default assigned to the Purchasing Card.
• If the Cardholder is also the liaison, it is a requirement that an approver must be designated to also approve the transactions of the liaison in the WORKS application. This is in addition to the supervisor and/or Department Head approving the paper electronic statement. The approver may be any employee. Not necessarily your immediate supervisor.
• Sign the Purchasing Card statement.

11. New Cardholder Audit (after Year 1)
APUR 102 P-card Refresher
New Cardholder Audit (after Year 1)
P-card is good for 3 years
Upon expiration all cardholders will be
required to take a refresher exam (Questions
come directly from policies and procedures
Test will be administered through Blackboard
If cardholder fails the test they will be required
to sit for training again and retake the test

12. Spending Transparency
APUR 102 P-card Refresher
Spending Transparency

13. Leaving the University or Changing Departments?
APUR 102 P-card Refresher
Leaving the University or Changing Departments?
How many years can I keep my card?

14. APUR 102 P-card Refresher
QUESTIONS