Ohio Administrative Code › Title 3364 - University of Toledo › Chapter 3364-40 - Fees and Reimbursements › Section 3364-40-16 - Purchasing card (p-card)

Current through all regulations passed and filed through July 1, 2024
(A) Policy statement
The university approved purchasing card ("p-card") is a
				university credit card issued in the name of authorized, trained individuals to
				purchase certain eligible goods and services in support of the university of
				Toledo. The p-card is both a procurement and payment tool and provides an
				effective, cost-efficient method for employees to procure goods and services up
				to the maximum credit line authorized. All cardholders must use the card
				responsibly and in a manner consistent with the university's policies and
				procedures and within the standards of the Ohio ethics law. Personal purchases
				are strictly prohibited. As a public institution, the university is held to a
				high degree of public scrutiny and accountability for its business practices.
				Improper use of the p-card may result in disciplinary action up to and
				including termination of employment.
(B) Purpose of policy
The purpose of this policy is to ensure that all individuals
				authorized to conduct purchasing and payment activities with the p-card do so
				responsibly and are audited regularly for compliance with the following
				specific policies (procurement; membership, dues and subscriptions; research
				and sponsored programs; travel and business expense reimbursement), and any
				other applicable university policies. The p-card provides an efficient tool
				used to reduce administrative burden and costs, but it also exposes the
				university to risk. This policy outlines the responsibilities and controls to
				mitigate the risk.
(C) Card
			 limits and eligibility
Card limits will be determined by
				accounts payable based on type and volume of usage. Properly trained university
				of Toledo employees are eligible for a p-card. Non-employee affiliates will be
				reviewed by accounts payable on a case-by-case basis.
Regardless of card limit, purchases
				over five thousand dollars must be approved in writing by the associate vice
				president of finance (for non-goods and services purchases, such as travel
				purchases) and by the senior director, supply claim (for goods and services
				purchases).
Limits for p-cards issued to research and sponsored funded
				programs will follow the then current limit as outlined in office of management
				and budget "OMB" uniform guidance 2 CFR part 200.
For administrative purchases,
				university departments are encouraged to limit the number of cards issued and
				utilize singular cards to support all department employees.
All p-cards will be reviewed on a scheduled basis for
				inactivity. If there is no activity in a twelve-month period, the p-card will
				be inactivated for non-use.
(D) Roles and responsibilities
(1) Definitions:
(a) Cardholder - an individual who has
			 received approval to hold a p-card in the university's name to make appropriate
			 purchases of goods or services in alignment with departmental needs.
(b) Card approver - the cardholder's
			 immediate supervisor or person acting as a delegate of the card
			 approver.
(c) Card administrator -
			 an individual in the account payable department responsible for the
			 administrative functions of the p-card program.