Purchasing Card Program

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Purchasing Card Program
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• Convenience Checking Account
• -Training-
• February 2005

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Overview

• An additional feature of the USNH Purchasing Card
  program is the Convenience Check component.
  Convenience Checks compliment the program by
  providing the Dept Administrative Assistant or
  other designated employee with check writing
  capability for small-dollar, low-risk purchases.

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Features Benefits

• The Convenience Check is associated with a Pcard
  account specifically designated for Convenience
  Check transactions. Transactions are posted to
  the Pcard account and are electronically
  transmitted in the same manner as regular Pcard
  transactions.
• Convenience Checks allow purchases and
  reimbursements for expenditures up to 200.00 per
  check.
• The number of transactions daily and monthly
  limits have been set according to your needs

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Authorized Purchases

• Convenience Checks can be used for many business
  expenditures for which you might have used a
  Purchase Order, Direct Pay or Petty Cash.
• Acceptable items include
• Advertising (excluding Help Wanted)
• Business meals (use Business Meal Summary form)
• Books/pamphlets/sheet music and library
  acquisitions (excludes classroom text)
• Conference registration workshop fees
• Freight delivery charges
• Licenses and fees
• Local retail purchases
• Local transportation expenses (day trips
  mileage reimbursement)
• Membership dues and fees

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Authorized Purchases (contd)

• Miscellaneous employee and student reimbursements
• Postage including USPS, FedEx, UPS etc only if
  the agent does not accept credit cards
• Printing copying services
• Raffle prizes not exceeding 50.00 (with
  exception)
• Room rental fee (one-time)
• Subscriptions
• Supplies
• Purchases from vendors who do not accept credit
  cards
• In general, anything that could be paid with your
  regular Pcard can be paid with a Convenience
  Check. If you have exceptions on your regular
  Pcard, these exceptions will apply to your
  Convenience Check account as well. The Pcard
  should always be used if the merchant accepts
  credit cards.

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Unauthorized Purchases

• Convenience checks cannot be used for the
  following
• - Overnight travel expenses, either direct
  expenses or reimbursements
• - Personal loans, advances or IOUs
• - Any SERVICES including honoraria stipends
• - Moving expenses
• - Hazardous materials or controlled substances
• - Personal expenses (regardless of intent to
  reimburse)
• - Royalties

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Additional Information

• PSU will be charged a 1.00 fee for each
  Convenience Check processed. This transaction fee
  will be funded with a portion of the money
  received annually from the credit card rebate.
• Transactions are downloaded to USNH daily just as
  any Pcard transaction. Information provided
  includes transaction date, posting date, merchant
  name , if legible, with CC and the check number
  preceding it, transaction amount, and Merchant
  Category code.
• The checkbook holder is the only person
  authorized to issue and sign Convenience Checks,
  and has sole responsibility for safeguarding the
  checkbook. Convenience Checks and related
  documents must be kept in a safe or locked file
  cabinet all checks must be accounted for at all
  times.

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Lost or Stolen Checks

• If a Convenience Check or Checkbook is lost or
  stolen, the Convenience Checkbook holder must
  immediately contact the bank. Bank
  representatives are available 24 hours a day, 7
  days a week. When reporting a lost or stolen
  checkbook, the cardholder must inform the bank
  that the call is regarding a Purchasing Card.
  Since the Convenience Checkbook is linked to the
  cardholders Pcard, the Purchasing Card must be
  cancelled to prevent checks from clearing. (This
  does not affect your regular Pcard or Travel
  Pcard)
• The number to call is 1-800-316-6056

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Other Important Information

• Unlike standard checking accounts, it is NOT
  possible to stop payment on a single Convenience
  Check. If you believe that a check has been
  stolen or is being used inappropriately, the
  associated Pcard account must be canceled.
  Therefore, great care should be taken when
  issuing checks and storing the checkbook.
• If any check has not been processed through the
  bank after 60 days, please contact the Campus
  Card Administrator and provide the payee name,
  check amount, and check issue date , as well as a
  description of the reason for payment. These
  checks must be included with the USNH Report of
  Abandoned Property that is filed annually with
  the State of NH. If possible, checkbook holders
  should contact the payee first to see if there is
  a reason the check has not been cashed.

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Reimbursements

• Faculty, staff and students who wish to cash
  their reimbursement check without paying a fee
  should take it to a branch of the Pemi (or
  deposit the check in their own account at another
  bank)
• Plymouth
• West Plymouth
• Ashland
• Campton
• The person cashing a Convenience Check will be
  required to present both a Plymouth State
  University ID card and a valid drivers license
  for no-fee check cashing.

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Documentation Requirements

• Convenience Checking accounts must be reconciled
  on a monthly basis.
• Convenience Check transactions require the same
  documentation as any other Pcard purchase. Backup
  information must include original receipts and
  must show the 5-Ws for each transaction.
• You will not receive the cancelled check back
  from the bank. It is recommended that you make a
  copy of any check you issue for your own
  reference.
• Accounts will be reviewed on a periodic basis by
  Accounts Payable.

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Documentation (Contd)

• Please remember that if you are issuing a check
  to reimburse your supervisor, the backup
  documentation must be signed by the same person
  who would sign a petty cash slip or travel
  reimbursement for your supervisor.
• To reimburse mileage and other day trip expenses,
  please use the mileage and business expenses
  areas of the USNH Personal Reimbursement Form
• http//www.finadmin.unh.edu/pol_proc/chapter_07/re
  imburse_form_print.pdf

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Contact Information

• If you have questions please contact the
• Campus Card Administrator for assistance
• Emily Clark X2246
• Email eclark_at_plymouth.edu
• Bank One Customer Service
• 1-800-316-6056