Procurement Card Procedures. All applicable employees must read, understand, and comply with all provisions of this policy. It describes many of the responsibilities as a CPD employee who has requested use of a Procurement Card and outlines processes and procedures that will facilitate secure, timely, and valid purchases. The Procurement Card manual is a basic guideline document, and is not intended to anticipate every circumstance or question. It may be revised or supplemented from time to time, as CPD deems it appropriate. Although the current purchasing process will continue to be the primary means of purchasing for the Chicago Park District, the Procurement Card will enable direct purchases from vendors by phone and at the point of sale. The Procurement Card shall be used as a secondary purchase option for small purchases unless in the case of emergency or immediate need where the normal purchasing avenue is not able to be utilized. In all cases, it is the responsibility of the card holder to determine and document whether the requested purchase warrants deviation from the purchasing process. Items which are available through established contracts such as District-wide blanket purchase orders or departmental blankets should not be purchased using a CPD Procurement Card. All forms referenced in this policy are available on the shared drive at S: //Forms.
Procurement Card Procedures. I hereby agree to use my best effort to minimize exposure from lost, stolen, or otherwise compromised procurement cards. I agree to properly use the procurement card. I understand that my department may be held responsible for unrecoverable charges due to exposure from lost, stolen, or otherwise compromised procurement cards. I understand that the University WILL audit the use of the procurement card. I understand that I CANNOT use the procurement card for personal transactions or for any restricted purchases, even if reimbursed. Requirements and Responsibilities: Must be a current employee of USM. Assure that the commodities/services purchased are required for bona fide university purposes. Assure that the prices are fair and reasonable. Notify the merchant that the purchase is being made in the name of a government entity, which is exempt from state and local taxes. If taxes are charged, obtain credit immediately. Obtain itemized receipts from vendors. All items are received (no back orders allowed). Assure that state contract items are purchased only from the state contract vendor at or below the state contract price. Assure that the purchases are within the limits set and available budget authority (single transactions must be less than $5000 – unless approval for higher amount is granted from Procurement and Contract Services.) Do not split purchase into several transactions to avoid the $5000 limit. Do not use the Procurement Card for travel expenses, i.e. hotels, airline tickets. Rental cars per the state contract may be paid and conference registration fees may be paid with approved Permission to Travel. No purchases are to be made from hotel, motel, or restaurants for travel related expenses. Purchases of food are only allowed if for business (no receptions or parties). Prior email approval and Food Purchase Form is required for all such purchases. Please refer to the University Catering and University Snack Policy as guidance on acceptable food purchases. No cash advances. Do not purchase equipment or inventory items (see Special Inventory List or contact Property Accounting for guidance) – unless prior approval is obtained. Do not purchase radioactive materials. I hereby understand that improper use of the procurement card may result in disciplinary and legal actions, including but not limited to restitution, forwarding information to the appropriate authorities for criminal prosecution, and possible termination of ...
