SECTION C: BUSINESS AND SUPPORT SERVICES

 

BUSINESS AND SUPPORT SERVICES
PROCUREMENT CARD PROCESS

Procedure

PROCEDURES

The Procurement Card Program at Navarro College is designed to promote an efficient and cost effective process for procurement related to professional travel or minor expenditures. This program allows authorized us-ers to purchase approved items and services directly from vendors using their district-issued Master Card or Campus assigned cards 1-10. This program is not intended to avoid or bypass appropriate procurement or payment procedures.
Some of the benefits of the Procurement card include the following:

  • Reduces the need to use personal funds for business-related items
  • Card users have the opportunity to take advantage of discounts that can save the district money
  • Orders can be placed and filled in a timely manner
  • Efficiencies are gained through reduced dependence on paper-work
  • Payment to vendors can be expedited
  • Authorized users can respond to urgent needs

PROCESS FOR SECURING A PROCUREMENT CARD

Supervisors will identify any employee who needs a procurement card for business-related purposes. They will submit a written request with the supervisor's approval to the procurement office for final approval.  It is the employee’s responsibility to obtain approvals from their chain of command. Once approval is granted, the Procurement Office will obtain a signed “Procurement Cardholder Agreement Form” and provide training on the appropriate use of the card to the employee. Once this form is signed and training completed, the employee may begin using their card.  If an employee transfers to another department, they must obtain approval from their supervisor and the procurement office for continued use of the card.

When an employee leaves their job at Navarro College, they must return their Procurement Card to the Procurement Office.

If a card is lost or stolen, the cardholder should contact the Purchasing Office immediately at (903) 875-7317 and Citibank at (800) 248-4553. At the request of the cardholder, a new card with a new account number will be issued if the card is permanently lost or stolen.

PROCEDURES FOR PROCUREMENT CARD USE

  • Procurement cards are restricted to Navarro College business-related transactions. As such, no personal charges may be made with the card.
  • Procurement cards can be used to purchase the same goods and services that can be obtained using a purchase order if the vendor will not accept a purchase order or payment by check. Purchase of goods and services with the card must be preapproved by the Director of Budget and Procurement or their designee. The Director of Budget and Procurement may approve use of the cards for other purchases as circumstances arise.
  • Purchases made on the procurement card must be used for single transactions. At no time should a purchase be split into two transactions.
  • Grant account charges must have prior approval of the Grant Accountant to assure compliance with the grant award.
  • Cash advances are not allowed on a procurement card.
  • The procurement card may be used to cover business-related travel expenses upon approval from all appropriate parties and purchase orders issued.
  • At the time of purchase, obtain a receipt showing items purchased with amounts paid.
  • Inform the vendor at the beginning of the purchase that the purchase is tax exempt. If sales tax is inadvertently charged to the card, it is the cardholder’s responsibility to contact the vendor to request that the tax be removed.
  • Verify available account funds prior to submission of reconciliation form and receipts. IF necessary, complete a "Budget Transfer Form" to cover any account overdrafts. It is the cardholder's responsibility to assure that sufficient funds are available prior to purchase.
  • A PO must be obtained and in outstanding status before a purchase is made on a purchasing card.
  • When checking out a Campus card, a PO and informtion for the future charges must be written in the purchasing card binder before use and the card must be signed out by user.

RESTRICTIONS

The following restrictions apply when using the procurement card:

  • No gift cards or certificates may be purchased
  • Alcoholic beverages may not be purchased using the card
  • Furniture
  • Equipment may not be charged to the card without prior approval of the Director of Budget and Procurement or their designeeMemberships
  • Personal expenditures
  • Office Supplies
  • Computers and other electronic devices may not be charged to the card without prior approval of the Director of Budget and Procurement or their designee.
  • Items that are not for business purposes
  • Fuel
  • Cash advances
  • Split purchases
  • Meals associated with official college-approved events*

*Administrators may receive approval from District President for use of procurement card for business-related meals.
Any unique purchasing needs that cannot be met due to these restrictions require approval of Vice President of Finance and Administration or District President.

Any unique purchasing needs that cannot be met due to these restrictions require approval of Director of Budget and Procurement.  The Director of Budget and Procurement may make exceptions to restricted purchases based on the circumstances of the need. This exception will be noted by their approval on the purchase order.

If a cardholder fails to comply with the procurement card procedures, the use of the card may be suspended. The card may be revoked if a cardholder has multiple instances of non-compliance.

 

MONTHLY RECONCILIATION OF PROCUREMENT CARD PROCESS

By the 10th day of each month, a reconciliation of the procurement card statement is due to the Accountant/Procurement Officer.  Below are the steps to reconcile the procurement card:

  • Print a Citibank card statement from Citibank website on the 4th business day of each month. Each individual card holder will have their own login information.

Login can be found here: https://home.cards.citidirect.com/CommercialCard/ux/index.html#/login?locale=en

  • Complete the Card Reconciliation Form with detailed information for each purchase or charge on the card statement.
  • Items to include on the reconciliation form:
  • Name on card
  • Date/Month of Reconciliation
  • Purchase Order/Blanket Purchase Order Number for each charge
  • GL Account Number
  • Vendor/Purpose of Charge
  • Amount of Purchase
  • Amount on original PO/BPO
  • Line item number from the card statement
  • Cardholder Signature
  • Any helpful notes or comments for the charges

 

  • Attach statement and all receipts to the reconciliation form and turn into the purchasing office.

Updated: August 25, 2020