There are a number of forms relevant to the Commercial Card Program .
Following is a list, in alphabetical order, of Commercial Card Program forms and their purpose:
Among the management tools available to enhance the Commercial Card Program are email notifications and reports from the Expense System; information and documentation on the PSC web site; and the staff of PSC Commercial Card Administration.
For information on email notifications, see the Expense System Email Table .
For information on the reports, see the Expense System Learning Resources .
The role of a Cardholder is to make purchases in accordance with the regulations established by the University, as well as all federal and state rules to ensure accountability to the public and fairness to vendors.
A Cardholder may have one or more delegates who can work in the Expense System on behalf of the Cardholder. Only the Cardholder can submit expense reports.
The Approving Official (AO) is the individual assigned to a Cardholder to ensure compliance with procurement card policies and with university/state fiscal and procurement rules by reviewing the transactions on no less than a monthly basis. A Cardholder cannot function as his or her own Approving Official.
The AO plays a critical role in ensuring the integrity of the procurement card program at the departmental level.
Note: The Cardholder is ordinarily asked to sign any Violation Notification forms issues to him or her. However, if the AO is uncomfortable asking the Cardholder to sign a Violation form, the AO can send the form to PSC Commercial Card Program with just the AO's signature, or the violation can be reported confidentially to the Commercial Card Program
The AO must review assigned Cardholders' transactions for possible violations. If a violation in card use or program process is suspected or discovered, the AO must take the appropriate action as outlined below.
Transactions must be supported by the documentation required, as identified in Section 5 of this Handbook.
If required documentation is lost, or if the merchant did not provide documentation, the Cardholder should contact the merchant directly to request it.
If the required documentation cannot be obtained, the Cardholder must explain the situation in the Comments field in the Expense Report.
Cardholders should attach any required receipts to an expense report or provide the receipts to their delegate in sufficient time to be able to submit the report within 30 days of the transaction date. If the department has set a stricter policy, the department policy will be followed.
The AO will complete a Violation Notification form and provide it to the Commercial Card Office for Cardholders who do not turn in documentation within 30 days unless there is specific and reasonable cause for the lack of documentation. This specific and reasonable cause must be documented in the comments section of the expense report.
Upon receipt of a Violation Notification form, the Commercial Card Office will notify the Cardholder that he or she has 10 business days (or less, depending on AO request) in which to submit all overdue receipts, and the Cardholder may be issued 50 violation points. If overdue receipts are not turned in within the requested time frame, the Cardholder's card will be suspended until all overdue required documentation is submitted.
On a monthly basis, the AO will review expense reports for all assigned Cardholders who made purchases. The AO will take any appropriate actions for violations or approve the expense reports.
The AO will notify PSC Commercial Card Administration if program participants leave the department, or if new participants are to be added to the departmental procurement card program.
To add participants: New Cardholder - The AO will submit a Cardholder Application (CA) to PSC Commercial Card Administration.
To delete participants: Delete Cardholder - The AO will fax a Cardholder Update form  to PSC Commercial Card Administration. The AO will then ensure that the card is destroyed.
The University offers these choices in Procurement Cards:
The standard revolving card, in which the cycle limit is refreshed monthly, on the 25th of each month.
A non-revolving card with a finite credit limit and defined ending date.
To obtain a Procurement Card, fill out the Cardholder Application and fax to PSC Commercial Card Administration. You may also need to complete the Approving Official Application/Update  if the Approving Official is not currently serving as an AO to other Cardholder(s).
The applicant should receive his or her Procurement Card within 10 business days after passing the following online courses: Procurement Card Cardholder training, Fiscal Code of Ethics training, and Procurement - Purchasing and Contract Management training.
Each Procurement Card is set up with the following control parameters:
Each Card has a SpeedType - identifying a general or auxiliary or development fund - associated with the Cardholder's department.
The department determines the maximum dollar amount that each Cardholder can spend in a single transaction. The maximum per-transaction limit allowed for any Procurement Card is $5,000.
The department determines the maximum dollar amount that can be spent by each Cardholder during a cycle (or during the entire period of a Managed Spend Card). The cycle begins on the 25th of the month and ends on the 24th of the following month.
Used for the Managed Spend Card to indicate when the card expires. The Managed Spend Card is not renewed if the expiration date has elapsed.
Each Procurement Card is further set up to exclude specific Merchant Category Codes (airlines, vehicle rental agencies, liquor stores, gas stations, etc.).
The department is liable for all charges made on Procurement Cards assigned to their Cardholders.
The department is liable for all transactions made on a lost or stolen card before it is reported lost or stolen to the issuing bank. Fraudulent charges should be disputed - the bank will make an effort to recoup those charges and credit back the cardholder.
The department is liable for all transactions reallocated to sponsored project funds, including any charges that are unallowable according to the terms of the specific grant/award.
These are the questions that should be considered before making a purchase:
The purchase should meet the Tests of Propriety . Particular attention should be paid to the following items:
There are several types of purchases that are specifically prohibited on the Procurement Card. See Violations and Prohibited Transactions, later in this section.
The purchase of goods and services for sponsored projects must comply with:
Additional guidance for sponsored project expenditures is provided by the appropriate campus sponsored project and accounting offices.
Cardholders cannot use the Procurement Card to obtain cash, such as money orders or traveler's checks. Cardholders are not to receive cash as a credit for the return of an item.
Cash like transactions, such as gift cards, are only allowable if purchased in accordance with the following PSC Procedural Statements: Gift Cards; Recognition and Training; and, Study Subject Payments.
Cardholders are required to provide receipts for each purchase, unless the transaction amount is $25 or less and is not for an official function. If the Cardholder is unable to obtain a valid receipt, they may add a comment to the report, explaining why the receipt was unobtainable. Multiple missing receipts may result in a violation.
Procurement Cards may be used to make payment to foreign companies only for purchase (not rental) of the following goods and services:
All purchases on the Procurement Card must follow the PSC Procedural Statement Sensitive Expenses  and (if appropriate) Official Functions . Departments contemplating purchases of official functions, gifts, flowers, alcohol, memberships, contributions, and/or other sensitive items should refer to those policies for clarification.
Cardholders cannot use the Procurement Card to purchase alcohol or other items at liquor stores.
Cardholders are not to use the Procurement Card to purchase items otherwise covered by a mandatory price agreement. For a list of goods/services covered by such agreements, see the Commodity Listing .
Office furniture is covered by a mandatory price agreement per Colorado statute and therefore is a procurement card violation except in the following situations:
For more information about furniture purchases, see How to Buy Furniture .
Cardholders must immediately report any inadvertent personal purchase to their AOs and must immediately either reimburse the University or arrange for a credit transaction from the merchant. Documentation shall include proof of reimbursement by employee or credit by merchant.
Personal purchases not reported by Cardholders to their AOs immediately may be considered Suspected Fiscal Misconduct and may result in termination and possible prosecution. Any suspected fiscal misconduct or abuse of the card for personal purchases must be reported immediately to both PSC Commercial Card Administration and the CU System Department of Internal Audit.
The purchase of telephone calls is prohibited where there is no billing available from the merchant itemizing the calls.
Cardholders are not to use the Procurement Card to purchase Pre-Paid Parking or Meter Keys unless they are purchased directly from the University.
Cardholders shall not share their cards or card numbers with other individuals for use. Only the designated Cardholder is allowed to use his or her Procurement Card.
Under University Procurement Rules and State of Colorado Fiscal Rules, it is prohibited to split a purchase in order to circumvent Procurement Card limits. A split purchase is defined as:
Cardholders are required to inform each merchant of the University's status as a tax-exempt organization. Taxes being charged consistently on a Cardholder's transactions may indicate the Cardholder is not letting vendors know that the University is tax exempt.
The purchase of most travel-related expenses for both employees and non-employees is prohibited on the Procurement Card. This includes:
Cardholders are not to use the Procurement Card to purchase any items that will be charged to a sponsored project unless those items are in accordance with the terms of the specific grant or contract.
All transactions are required to be assigned to a report and submitted to an Approving Official within 30 days of the transaction date. The Commercial Card Office will run a report once a month of all unsubmitted charges and issue violations accordingly.
All departmental procurement card program participants - Cardholders, Delegates, and Approving Officials - are required to know and follow Commercial Card Program policies, including those defining program violations and their consequences.
It is the responsibility of the AO (sometimes with the assistance of the department's delegates) to review transaction documentation in order to identify possible violations in card use. This review must be conducted for all transactions in each cycle period.
PSC Commercial Card Administration will issue 50 points to the Cardholder for each of the following types of Procurement Card violations.
Other violations may only warrant a violation warning unless chronic abuse is noted by the Commercial Card Administration. If chronic abuse is noted, violation points will be issued. The PSC Commercial Card Administration will use their discretion to determine whether chronic abuse exists and how many violation points will be issued. In severe cases, cards made be immediately suspended or revoked.