Module 3: OSU Extension Purchasing Card Program

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Module 3 OSU Extension Purchasing Card Program
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Module 3 OSU Extension Purchasing Card Program

• Target audience
• All OSUE employees participating in the OSU
  Purchasing Card Program
• Key concepts
• Purchasing Card guidelines
• Travel Card guidelines
• Transaction documentation
• Before you begin
• Read the OSU Extension Internal Control Structure
  (ICS) for the University Purchasing Card and
  Travel Card (http//osuebusiness.ag.ohio-state.ed
  u/documents/InternalControlStructure_000.pdf)
• Test yourself
• For assistance
• Contact OSUE Business Operations at [phone]

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When you see this symbol, go to the back of the
section to find the corresponding handout.
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Purchasing Card Overview

• Purchase of Goods
• Purchasing Cards are for use by authorized
  individuals.
• Purchasing Cards must be stored in a secure
  office location with controlled access.
• Purchases must be approved by the appropriate
  administrative authority.
• Each transaction must be recorded on the
  Universitys standard Purchasing Card Internal
  Tracking Log.
• The Purchasing Card User is responsible for the
  security of the card while in his/her possession
  and he/she must not allow anyone else to use it.
• The Purchasing Card must be returned in a timely
  manner and not kept over-night.
• Travel Expenses
• For pre-approval, an OSU Travel Request Form must
  be submitted in its entirety and processed prior
  to use of the Purchasing Card.
• A travel number (T) must be issued before any
  purchase can be made.
• The University (T ) must be clearly noted on the
  OSU Purchasing/Travel Card Transaction Form .

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Purchasing Card Purchase of Goods Guidelines
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Purchasing Card Travel Guidelines
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Travel Card Overview

• Travel Card applications will be submitted for
  University approval for Extension employees whose
  job responsibilities require frequent travel for
  University business.
• Frequent travel is defined as 10 or more
  over-night travel trips.
• Extension Administration approval is received
  before submitting to the University.
• Extension application submission does not
  guarantee University approval.
• Travel Card usage is restricted to the individual
  named on the card.
• Travel Cards must be stored in a secure place.
• For pre-approval, an OSU Travel Request Form must
  be submitted in its entirety and processed prior
  to use of the Travel Card.
• A travel number (T) must be issued before any
  purchase can be made.
• The pre-assigned (T) will serve as pre-approval
  for the authorized trip expenditures listed on
  the originally submitted form.
• The University (T ) must be clearly noted on the
  OSU Purchasing/Travel Card Transaction Form
• Frequent flyer miles may be accrued for
  University business travel
• The accrued miles must be used for University
  business travel.
• Tracking and redemption of miles is the sole
  responsibility of the cardholder.
• The Travel Card cannot be used for meals or
  personal incidentals.
• Hotel points, rental car enticements, and other
  inducements in connections with University travel
  are prohibited.

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Travel Card Guidelines
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Documentation Overview Purchasing Card and
Travel Card Transactions

• An original Purchasing Card and Travel Card
  Transaction Form is required for each
  transaction.
• Airfare
• Credits
• Original itemized receipts are required for each
  transaction.
• Do not combine receipts on a single Transaction
  Form.

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OSU Purchasing Card and Travel Card Transaction
Form
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Documentation Purchasing Card and Travel Card
Transactions

• Support documentation is required in accordance
  with OSU Controller, Purchasing, Travel and
  Extension policies.
• Purchase Confirmation
• Packing Slip
• List of Consumers (Food Purchases)
• List of Recipients (Gift Purchases)

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Documentation Purchasing Card and Travel Card
Transactions

• Travel purchases should be supported with the
  following documentation
• Conference registration (Purchasing Card only)
• Copy of registration materials itemizing all
  costs.
• Airline tickets
• Original itemized receipt/e-ticket
• Hotel
• Original hotel receipt/portfolio itemizing all
  costs.
• Car rental
• Original car rental agency bill itemizing all
  costs.
• A copy of the itemized order confirmation for
  internet purchases is required.

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Final Thoughts

• Contacts for help

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Test Yourself

• Complete the following assessment so you can be
  sure you understand the material.
• Your answers are private and test results are not
  scored.
• A Purchasing Card can be taken overnight for
  lodging if the unit Director provides the
  pre-approval and the T has been secured.
• True or False.
• What Purchasing Card should you choose when
  purchasing a conference registration?
• Purchasing Card, Travel Card or both?
• You can use the Travel Card for a meal expense as
  long as the meal is consumed at a hotel.
• True or False.
• Every Purchasing Card transaction must have what
  documentation?
• ___________________ and __________________.
• For internet purchases of shipped goods, what
  additional documentation must be submitted?
• ____________________and __________________.

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Test Answers

• A Purchasing Card can be taken overnight for
  lodging if the unit Director provides the
  pre-approval and the T has been secured.
• True or False.
• What Purchasing Card should you choose when
  purchasing a conference registration?
• Purchasing Card or Travel Card or both?
• You can use the Travel Card for a meal expense as
  long as the meal is consumed at a hotel.
• True or False.
• Every Purchasing Card transaction must have what
  documentation?
• _Transaction Form____ and ___Itemized
  Receipt______.
• For internet purchases of shipped goods, what
  additional documentation must be submitted?
• __Order Confirmation______and ___Packing
  Slip_______________.