Purchasing Card Procedures
When to Use Your Purchasing Card
Do use your card
- whenever you can
- when the vendor takes Visa
Don’t use your card
- for prohibited items
- for equipment that costs $5,000 or more
See the Purchasing Decision Process Flowchart for more-detailed information.
A requisition form must be completed for services provided on campus, since there are insurance requirements. If you did not fill out a requisition before the service was provided, you still need to submit one now.
If you need to pay for an item that is not included on the prohibited list for purchasing cards and the vendor accepts Visa, please pay with your purchasing card.
If an item or off-campus service is under $5,000 and the vendor won't accept a Visa credit card, you may use a check request. Larger-dollar items require purchase requisitions. Please fill out a purchase requisition and plan ahead next time so purchases do not need to be approved after the fact.
Issuance of the Card
The Purchasing Department, in coordination with Elan Commercial Card Services and US Bank, will issue the card. The Purchasing Card Agreement form is available on-line. The application must be completed, printed, and forwarded to the Purchasing Department with the appropriate authorization signatures and account index before the card will be ordered. The cardholder must pick up the card in person from the Purchasing Department. Cardholders will not be required to sign the back of the card.
The standard monthly limit for purchasing cards is $5,000. If you have reached your limit, you may request that your limit be raised on a temporary or permanent basis. You may have seasonal high-volume months and can make a request each year to have the limit raised during that time period. Ask your supervisor to email Ray Lasanen, purchasing manager, with your request to have your monthly credit limit raised.
Statement Address/Payment and Invoice Payment
The cardholder need not be concerned about statement address. Elan sends the statement directly to Accounts Payable and to the cardholder. Invoices and receipts, however, need to be mailed directly to your department.
One of the conveniences of using a purchasing card is direct delivery of invoices and packages to your department. You will be given your mailing and shipping address when you pick up your card. Give the vendor complete instructions for delivery by providing them with the following address:
Michigan Technological University
Room Number and Building Name
1400 Townsend Drive
Houghton, Michigan 49931-1295
Note: Shipping labels without your room number or building cannot be delivered by common carrier and will be delivered to Central Receiving for redistribution within the University.
The room number to be used in the address is the one that is usually staffed during business hours. The carriers will not leave a package without a signature. If no one is available to sign for the receipt of a package, the carrier will attempt to deliver for two more days, and then return the package to the vendor.
When signing a receipt, count and inspect your parcels for damage. Any shortages or damage should be noted on the paper you are signing.
Shipments in excess of 150 pounds will be delivered to Central Receiving for redelivery to the department.
Accountability, Use, and Bill Payment
The cardholder is responsible for all charges made to the purchasing card account. If the cardholder decides to delegate the use of the purchasing card to another employee, the cardholder needs to inform the delegate of the University's purchasing card policies and procedures. The cardholder should also provide the delegate with a list of prohibited purchases.
The cardholder is responsible for obtaining receipts of purchases. When placing an order online, you should print the summary page before submitting the order, print the confirmation email showing the itemized purchase, or contact the company and request a receipt, if necessary.
The cardholder, upon receiving the monthly billing statement, should reconcile items to be sure that amounts charged on the original invoices, sales slips, or receipts match the monthly statement. The original invoices, sales slips, or receipts—which are usually given to the buyer, arrive with the shipment, or are mailed to the shipping address—must include a descriptive itemization listing items purchased, quantities, prices, and vendors' names. Both the receipts and the monthly billing statement should be kept on file together for three years. For grants and contracts, these records must be kept for three years and three months after the close of the account. Alternatively, you can upload your receipts and statements to ImageNow. Once legible receipt in ImageNow is verified, it is then not necessary to keep the paper files.
Note: Monthly charges will automatically be paid by Accounts Payable and charged to the cardholder's index and E210 account number for credit card purchases. Purchasing and Internal Audit will periodically audit the charges and will review monthly summaries.
Monthly billing statements need to be presented to your supervisor or supervisor's designee for review regarding the statement's accuracy and validity of the expenditures and to confirm that all receipts are retained by the cardholder. Once the supervisor or supervisor's designee has completed the review and if there are no disputes, the supervisor or supervisor's designee should sign off on the statement and return it to the cardholder. Any disputes should be resolved between the supervisor or supervisor's designee and the cardholder. If no resolution can be reached, contact Raymond Lasanen, manager of purchasing, for assistance.
Cardholders with multiple accounts will have just one card. To charge multiple accounts, reallocate the charges on the Access Online website before the charges are posted to Banner. After the charges have been posted to Banner, if you didn't make the reallocations on the Access Online website or need to make a correction to the reallocations, use a Reallocation of Expenditures form to process the reallocation. Include the last four digits of the credit card number, vendor name, and date the charge was downloaded to Banner. This information will help an auditor trace back to the transaction slip that you are keeping for three to seven years or have uploaded to ImageNow. A copy of the Reallocation of Expenditure form should be kept in the account-charged file or uploaded with the statement to ImageNow. Process promptly (within the month after statement). Research accounts may close.
Discrepancies and Disputes
The University is exempt from all state sales tax and federal excise tax, and the vendor should be so informed at each transaction.
Our tax-free registry numbers are
- Michigan: #38-73-0627-K
- Wisconsin: #ES-41033
- Federal tax ID number (or employer ID): #38-6005955
See State Sales and Use Tax-Certificates of Exemption for forms and additional states.
Employee Termination and Transfer
Should a cardholder terminate employment with the University or transfer between departments, the user department has the specific obligation to reclaim the credit card and return it to the Purchasing Department prior to the employee's termination date.
Three days after an employee's termination, any and all purchasing cards in the name of that employee will be cancelled.
In the case of an employee’s transfer to a new department, the employee's new supervisor will be required to submit a new Purchasing Card Agreement. The card issued under the prior department will be closed, as noted above, and a new card will be ordered when the new Purchasing Card Agreement is received.
The former employee's supervisor is then responsible to maintain purchasing card records in compliance with the University Record Retention Policy.
The cardholder may not make personal purchases on the card and then reimburse the University.
Non-adherence to any of the above procedures may result in suspension or revocation of individual cardholder privileges and any other action that may be deemed appropriate. Suspension or revocation is to be determined by the manager of purchasing. First offense results in a warning, second offense results in a 30-day suspension of the credit card, and a third offense results in revocation of the purchasing card for 90 days. At the conclusion of the 90 days, the employee may apply for a new card after meeting with the manager of purchasing and the employee’s supervisor approves the request. The final determination to issue or not to issue a new card will be the responsibility of the manager of purchasing.