370.4 TAP Card Program

370.4 Purchasing Card (Pro-Card) Program

A. Background

The Travel and Purchasing card (TAP Card) is one of the authorized methods to pay for business travel expenses and goods and services for the University.  It allows University employees the convenience of paying for authorized business expenses using a University credit card.  Adherence to the TAP Card program guidelines reduces paperwork, and processing time and costs.

B. Policy

The TAP Card is University property and should be used with good judgment.   It can only be used for University business related expenses in accordance with the guidelines established hereunder.

C. Guidelines

1.  The TAP Card is provided to employees based on their need to purchase business related goods and services.  Personal charges are not allowed on the TAP Card.

2.  All cardholders shall sign a Cardholder Agreement upon receipt of their TAP Card, and shall attend annual cardholder refresher training in order to maintain the active status of their TAP Card.

3.  Allowable Expenses and Purchases:

Travel Expenses – To the extent possible all authorized pre-trip expenses and expenses incurred during travel should be charged to the traveler’s TAP Card.  The traveler must retain receipts for charges regardless of dollar amount.

Purchase of supplies and services - The TAP Card is primarily used for low dollar transactions such as supplies, minor office equipment, furniture, membership dues, etc.  Single transaction limit and monthly spending limit are set for each card.  The guidelines stipulated in Purchasing Policies and Procedures (370.2) should be followed to determine if competitive bidding is required for specific purchases.  Splitting transactions to avoid either the competitive threshold or established card transaction limit is strictly prohibited.

4. The use of TAP Card for the following items is not allowed unless specifically authorized by the Purchasing Department or the proper approver:

      Personal travel expenses

      Personal purchases

      Cash advances

      Gift certificates

      AAA membership

      Capital equipment

      Computers

      Services of independent contractors or consultants

      Hazardous substances/materials

      Lease or rental payments

5.  Preferred suppliers are to be used to acquire goods or services whenever possible.

6.  All TAP Card monthly statements must be approved by at least on person upward in the University’s reporting chain as follows:

·        Faculty - Department chairperson and the Vice President for Academic Affairs and Dean.

·        Administrative and Support Personnel - Budget unit head

·        Budget unit heads – Vice President or Directors who report to the President

·        Vice Presidents and Direct Reports to the President - President.

·        Student and non-employee travel and entertainment must be coordinated and pre-approved by the faculty/staff sponsor and pre-approved further by a vice president or other budget unit head, as is appropriate. 

7.  A TAP Card may be revoked at any time based on change of assignment or termination of employment.

8.  Improper use of the TAP Card is considered misappropriation of University funds, and may result in disciplinary action, up to and including termination of employment.

9. A cardholder must surrender his or her card upon termination of employment.

10. Cardholders are responsible for verifying and reconciling their card transactions using the on-line reconciling tool, PaymentNet, in a timely manner.

11.  Cardholders are required to keep receipts for all purchases and attach them to the statement to be submitted to Purchasing by the monthly due date.  The statement should include signature of the proper approver as defined in paragraph 6 above.  Where competitive quotations are required according to Purchasing Policies and Procedures 370.2, copies of quotations must be attached to the statement. 

12. All meal charges shall have business justification, and name and affiliation of all attendees (if 5 or less people are in attendance at the meal) indicated on the receipts.  If there are more than five (5) individuals at the business meal, the host of the event must be listed on the receipt, as well as the number of others in attendance, in lieu of listing the name and affiliation of each individual at the meal.  Failure to provide a business justification and attendees may result in the entire cost of the meal reported as taxable income on the employee’s W-2 Form.  The incurring of any meal expense must comply with the guidelines contained in 388.4 Travel and Entertainment.

13. Purchases that may raise questions regarding propriety, such as grocery purchases and cell phone service, should be accompanied by detailed, itemized receipts with business justification included on the receipts.

14. Where a TAP Card is authorized for travel expenses, the cardholder shall follow the University Travel and Entertainment Policy 388.4, and provide all the necessary documentation to support the expenses. 

15. It is the responsibility of the cardholders to safeguard cards and card numbers against use by unauthorized individuals within or outside the University.  The cardholder shall report a lost or stolen card immediately to the credit card company and to the University’s program administrator.

16. Cardholders are responsible for resolving any charge discrepancies directly with the supplier.  In the event a resolution cannot be made, the cardholder should contact Purchasing for assistance in filing a dispute with the credit card company.  All disputes must be filed within thirty (30) days of the transaction date.

17. Compliance audits shall be performed periodically by the University’s program administrator.

18. Cardholders who take a leave of absence, or who are on sabbatical leave, for more than six (6) months, must return their cards to the University’s program administrator.

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