College Credit Card Usage
The College has various credit cards that may be checked out through the Business Office. Sample cards include Wal-Mart, Staples, Lowe’s and Westlake Hardware. Employees of the College may check the credit card out from the Accounts Payable Accountant after the purchase order process above has been followed. You must return the credit card with the receipt in a timely period to avoid finance charges to your department.
A PO/Check Request Form must be filled out prior to any purchase. Purchase Orders are not required for allowable travel expenditures such as meals, lodging or airfare.
College Credit Card Procedures. College Purchasing Cards are intended to make the purchase of travel expenses and internet purchases easier for the departments. The card may be used for allowable travel expenditures without a Purchase Order. However, any other purchase on the card must have an approved Purchase Order prior to making the purchase. Responsibility and accountability for the card resides at the department level. The following procedures provide assistance in the successful management of the Purchasing Card program.
Issuance of Card
- The Purchasing Card is issued by State Technical College of Missouri, in coordination with Commerce Bank.
- Cardholder must be a current State Technical College of Missouri employee.
- The Procurement Card Application.docx (or Procurement Card Application.pdf) must be completed and returned to the Business Office to apply for a Purchasing Card.
- Cardholder must attend a mandatory training session which will be conducted by the Business Office.
- The Business Office will contact the Cardholder or designated department representative once the card is received and ready to be picked up. Cardholder or representative must receive the Purchasing Card in person and sign an Acceptance of Responsibility Form.
Spending Limits. Monthly credit limits are indicated on the Procurement Card Application.
- Cash Advances.
- Gift Cards/gift certificates/awards and prizes.
- Firearms, ammunition, and other explosive materials
- Construction, renovation, or rehabilitation projects (using outside labor).
- Repetitive Orders: Orders for like items in excess of $3,000 that would require bid process by Purchasing (except items available via an established contract).
- Items that require Information Technology approval, i.e. computer components, peripherals, printers, scanners, etc.
- Items that require copy services approval.
- Items that require Information Technology approval (telephone or cellular phone).
- Items that require Publications approval (logo materials).
- Leases or Rentals that require signed agreements and/or extend over a period of time.
- Alcoholic beverages.
- Maintenance/Service/Licensing/Warranty Agreements (including multi-user software licenses).
- Professional Services, Repairs and Royalty Payments (these are subject to 1099 reporting).
- Personal Items or Loans.
- Trade-In Allowances: Purchasing involving Trade-In of College Property.
- Sales Tax. The Cardholder is responsible for insuring that sales tax is not charged at the time of purchase. The College’s tax-exempt number is on the front of each card. Some vendors may request a copy of the copy of the Tax Exempt Certificate.pdf. If tax is charged, the Cardholder is responsible for contacting the vendor to have the charge refunded.
All allowable excluded charges should be processed on a PO/Check Request.
Cardholder is responsible for verifying funds that are available prior to placing an order. Purchases must not exceed the Cardholder’s approved transaction limit. The transaction limit is per vendor per day and applies to the total transaction amount (including any additional charges, shipping charges, fees, etc.)
Additional Documentation. Some purchases may require additional documentation. This would include, but not be limited to the following:
- Hazardous Materials – Items that may be flammable, corrosive, reactive or toxic are considered hazardous and may be purchased with the Purchasing Card, but only by or on behalf of a person with a Registered User Number. Only departments given prior approval can use this option.
How to Use the Purchasing Card. Please note that the named Cardholder is the only person authorized to make purchases using their card. Giving your card or card number to another person to make a purchase, or using someone else’s card may result in disciplinary action.
Cards issued to a department must be carefully managed. The establishment of a check-out system for the card is required. Giving the card or card number to an unauthorized user may result in disciplinary action.
Should a vendor decline the Purchasing Card, the Cardholder should immediately contact the Business Office for assistance. If the purchase is being made outside of normal College business hours, the employee must find an alternate payment method or terminate the purchase and contact the Business Office during normal College hours.
An original receipt or paid invoice from the vendor must support each and every purchase. Copies or facsimiles are acceptable only if the original cannot be obtained. Credit card summary receipts are not acceptable. All receipts must include:
- Vendor Name
- Itemized description of item(s) purchased. If the Purchasing Card receipt only includes the total purchase amount, attach the detail receipt or packing slip with detail information to the receipt.
- Packing Lists and Packing Tickets are not considered a receipt.
- Approval Signature of cardholder
- If applicable, the approved PO#
The College is required to maintain this documentation in its files by state law. A yearly audit is conducted by the College’s audit firm.
For transactions missing a receipt, the Missing Receipt Form.docx (or Missing Receipt Form.pdf) shall be completed by the Cardholder. If the Cardholder disputes a transaction, the Procurement Card Dispute Form.docx (or Procurement Card Dispute Form.pdf) shall be submitted.
Lost, Stolen, Misplaced Cards. Immediately upon realizing the Purchasing Card is lost, stolen or misplaced, the Cardholder must notify:
- Commerce Bank Phone (800) 892-7104
- STC Business Office
A Cardholder Account Action Request Form must be completed and submitted to the Purchasing Card Program Administrator in the Finance Office. The Cardholder is liable for all charges incurred until the card is reported lost, stolen or misplaced.
Commerce Bank Purchasing Card Contact Numbers. The Commerce Bank Call Center allows the Cardholder to cancel a card 24 hours a day if card is lost, stolen or has had possible fraudulent use.
The Client Care Team is available Monday through Friday between 7:00 a.m. and 6:00 p.m. CST. You can speak to a person by telephone or send an E-mail message or Fax for general customer service questions or questions regarding denied purchases, balance, problems with the website, etc.
Cancellation of Cards. Cards should be immediately canceled if the employee terminates employment. When a Purchasing Card is cancelled, the department’s Approving Official must reclaim the card, cut the card in half, and return the destroyed card to the Business Office along with a Cardholder Account Action Request Form marked for the account to be closed. In the “Comment” space at the bottom of the form, please explain the reason for the cancellation.
Cardholder Penalties. After review of the monthly transactions by the Business Office, if problems are found with a particular Cardholder, the following is a recommended process:
- A warning is issued to Cardholder by the Business Office when patterns of abuse are identified.
- In the second instance of abuse, the Controller is notified and the card is suspended for a billing cycle.
- If problems continue after the card is reinstated, the card may be canceled.
- The Business Office may skip all these steps if the incident is severe enough.
- Any fraudulent or personal use of the Purchasing Card by Cardholder may result in termination.