PROCUREMENT CARD EXCHANGE MEETING

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PROCUREMENT CARD EXCHANGE MEETING

• APRIL 18TH, 2007

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Procurement Card Program Development

• Background
• Internal Audit Division (IAD) currently completed
  Oregon University System (OUS) system-wide audit
  of procurement card program
• University of Oregon (UO) is participating in OUS
  system-wide review of procurement of procurement
  card policy and procedures
• Results of review will be a revised OUS
  system-wide policy and procedures

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Procurement Card Program Development (cont.)

• UO Policy and training needs to be revised in
  line with OUS system-wide policy and procedures
• Current Practice
• Interim procedures until system analysis is
  completed
• Review Procedures
• Transaction Review
• Looking at all transactions monthly
• Requesting ORIGINAL documentation on selected
  transactions (Send originals, PCS make copies,
  returns originals)

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Procurement Card Program Development (cont.)

• Review Procedures (cont.)
• Transaction Review (cont.)
• Original documentation may include
• Multiple User Log, if required (this has been
  added)
• Order Form
• Sales/Charge Slips
• Receiving Reports
• Invoices
• Department Reviews
• As necessary
• PCS will visit the department onsite and review
  selected transactions

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Procurement Card Program Development (cont.)

• Review Procedures (cont.)
• Follow-up on potential fraudulent activity
• Please notify PCS about any contact from US Bank
  regarding potential fraudulent charges
• Most common problems
• Phishing make sure to use secure sites
• Foreign transactions

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Procurement Card Reminders

• Make sure your UO Procurement Card Signature
  Authorization/Agreement Form is current at all
  times
• When procurement card is used for reservations,
  please ensure traveler presents their credit card
  to vendor upon check-out. The traveler should
  verify their credit card (not the UO Procurement
  Card) has been charged before leaving.

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Procurement Card Reminders (cont.)

• Multiple User Log
• Required for cards with more than one card user
• Policy requires actual card user to be listed.
  Recommend also listing who the card user placed
  the order for.
• Unit Administrator review of custodian charges
• Signature and date of review required

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Procurement Card Reminders (cont.)

• Unauthorized Users
• Do not let individuals use the card or the card
  number if they are not listed on the UO
  Procurement Card Signature Authorization/Agreement
  Form
• Incorporated Service Vendors Exception List
• Allows purchase of services
• Pre-approval is required process recap

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Procurement Card Reminders (cont.)

• Send meeting notes along with revised training
  packet to custodians via email which will reflect
  interim review procedures

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Contact List

• Deanne Lahaie-Noll
• Program Administrator
• [phone]
• deanneln_at_uoregon.edu
• Lynne Harrell
• Research Analyst
• [phone]
• lharrell_at_uoregon.edu
• US Bank [phone]