Ohio Administrative Code|Rule 3342-7-02.16 | Administrative policy regarding use of purchasing card (pcard).

                                                
(A) Purpose. Usage of purchasing cards (pcards) reduces the
		  paperwork generated for purchases and facilitates more timely payments to
		  vendors, thus streamlining the purchasing and payment process. This policy
		  provides the framework for the university pcard program, the procedures for
		  which are documented in the university pcard manual. 
(B) Definitions. "Pcard" for the purpose of
		  this policy means a purchasing card issued by the universitys exclusive
		  credit card provider, to be used only for business expenditures that are
		  allowable under the university purchasing policy, as provided in rule
		  3342-7-12.1 of the Administrative Code.
(C) Implementation.
(1) Program administration and roles. The division of
			 finance and administration is responsible for the administration of the pcard
			 program. Program oversight and compliance roles are assigned to the following
			 departments and groups.
(a) Accounts payable
				provides functional oversight and management of the pcard program. One or more
				staff members, acting as pcard administrators, are responsible for the
				day-to-day management of the program. Pcard administrator responsibilities
				include serving as the point of contact between the university and the credit
				card issuing bank, card user training, card issuance and cancellation, the
				enforcement of the card user responsibility as defined in the university pcard
				manual, maintaining the pcard manual and ensuring that all pcard transactions
				are entered into the universitys financial records.
(b) Procurement reviews
				buying patterns and analyzes pcard usage data to ensure compliance with
				purchasing policy and identify opportunities for price negotiation or the
				solicitation of bids.
(c) All transactions are
				subject to appropriate review by the Kent state university office of internal
				audit, the university's external auditors, and other reviewing agencies in
				order to test for compliance with university policies and procedures; federal,
				state and local laws; and regulations and constraints imposed by agencies and
				donors.
(d) Card users include
				pcard holders, transaction reconcilers and transaction approvers. Individuals
				serving as card users must be university employees with continuing assignments.
				Card user responsibilities are described in the pcard manual.
(2) Restrictions on use.
(a) Pcards are subject to
				certain restrictions, such as those on transaction dollar amount, vendor
				merchant category code (MCC), and purchase types. These limitations are
				established at card issuance and serve to ensure policy compliance and maintain
				financial controls. A comprehensive list of pcard restrictions is maintained in
				the pcard manual.
(b) Pcards may not be
				used to make personal purchases or for cash advances.
(3) University pcard manual. All procedures and pcard
			 program information, including descriptions of card user roles and
			 responsibilities, are located in the university pcard manual. The manual is
			 located on the accounts payable website.
(4) The pcard is the only credit card to be obtained on
			 behalf of the university for departmental purchases.
(D) Violations. Violations of the pcard policy or procedure
		  may result in the individual being required to reimburse the university for
		  inappropriate charges and may result in disciplinary action as established in
		  the conduct and discipline section of the employee resource manual pursuant to
		  the employee code of conduct provided for in rule 3342-6-01 of the
		  Administrative Code.