GVSU PURCHASING CARD PROGRAM

1
GVSU PURCHASING CARD PROGRAM

• Credit card technology for small order
  purchases
  
• Charges billed directly to the University

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GVSU CREDIT CARD
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BENEFITS

• Decreases number of POs issued, invoices
  processed number of checks issued
  
• Reduces administrative expenses
• Provides electronic data integration to FRS
  accounting system
  
• Provides Web-based data access

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PROGRAM CONTROLS

• Credit limits ? 1,000 per
  transaction ? 10,000 per month
  
• Transaction vendor restrictions
• Policy procedures manual
• Records usage audited

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LIMITATIONS

• One account number per card
• One object code per card ? New object code
  3999
  
• No reallocation of charges

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CARD TYPES

• Department Card ? Embossed w/department
  name ? Multiple users
  
• Personal Card ? Embossed w/personal
  department names ? Single user

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DEPARTMENT CONTOLS

• Appointing Officer/Dean approval
• Identify approved card users
• Department Administrator ? Manages Department
  Card usage ? Collects stores purchase receipts
  ? Reconciles monthly statements

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CARDHOLDER RESPONSIBILITIES

• Attend training session
• Sign cardholder agreement
• Collect submit purchase receipts
• Reconcile claims/disputes
• Report lost or stolen cards

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USING THE CARD

• Authorized purchases ? Pre-existing authority
  ? Department guidelines ? Streamlines
  process
  
• Restricted purchases ? Personal ?
  Contractual services ? Cash advances ?
  Travel and entertainment expenses

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CONTACTS

• GVSU Program Administrator ? Kip Smalligan _at_
  228 LMH
  
• 616/331-3211
• Bank Administrator ? JP Morgan Chase
• subsidiary of Chase Manhattan Bank ? 24 Hr
  Customer Service 800/270-7760

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SMART SOLUTION

• Reduced transaction costs
• Employee convenience
• Improved vendor relations

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