Procurement Card Policy / Procedures

In order to expedite the purchase and accounting of low cost and frequently needed items, the District issues procurement cards to employees whenever there is sufficient benefit to the District. An application for a District procurement card must be approved by the requesting individual's Vice President/Dean. Upon approval, Vice President/Dean will forward approved request to the Purchasing Department. The Vice President/Dean will determine the single purchase (maximum single purchase is $2,500.00) and 30 day limit. Additionally, Purchasing will contact the individual when the procurement card is ready for pick up.

1) Every cardholder shall be a full-time permanent employee of the Santa Barbara Community College District, and shall agree to all terms and conditions established for the issuance of a District procurement card.

2) Every cardholder shall sign their card in the presence of a designated District issuer immediately upon taking possession of the card.

3) The cardholder shall be personally liable for inappropriate charges and shall be personally responsible for the settlement of any dispute on any purchase with a vendor. Any inappropriate use of the Procurement Card shall result in immediate termination of the card and appropriate disciplinary action shall be taken in accordance with appropriate contractual and statutory processes.

4) The procurement card may be revoked for the following reasons:

The card is used for personal or unauthorized purposes.
The card is used to purchase alcoholic beverages or any substance, material, or service which violates policy, law, or regulation pertaining to the District.
The cardholder allows the card to be used by another individual
The cardholder splits a purchase to circumvent a purchase limit assigned to the card.
The cardholder uses another cardholder's card to circumvent a purchase limit assigned to either cardholder.
The cardholder accepts a personal gratuity from a vendor.
The cardholder uses the card to purchase gratuities and gifts.
The cardholder fails to provide the approving official with information about any specific purchase.
The cardholder fails to provide documentation confirming that charges are approved within thirty days of a billing cycle.
The cardholder fails to provide accounting with expense transfer documentation that may be necessary to record a purchase appropriately.
The cardholder does not adhere to any of the procurement card policy and procedures

5) The procurement card is the property of the bank, and it may at any time revoke card privileges under the provisions of its policies and procedures.

6) Each procurement card will be assigned specific purchase limits and restrictions. Cardholders shall adhere to these limits and restrictions.

7) The cardholder is personally responsible for guaranteeing that all charges are for appropriate District expenses, that purchases are within budget limits, and that the purchase does not Violate any other law, regulation, or policy of the Board of Trustees. Neither the Bank nor the District assumes responsibility for non-District purchases. The cardholder shall be liable to the District and to the Bank for any non-District purchase.

8) The cardholder shall immediately notify the Purchasing Department if the procurement card is lost, stolen, or in the possession of an unauthorized person. A written follow-up, including pertinent information on the cause of the procurement card loss or use by an unauthorized person, shall be forwarded to the Approving official in a timely manner.

9) Every cardholder shall take reasonable precautions with the procurement card. These include, but are not limited to, the following:

Keep the card in view after you give it to a clerk. Get it back promptly after they have imprinted it.
Avoid signing a blank receipt. Draw a line through blank spaces above the total when you sign.
Destroy all carbons and voided (when a mistake was made) receipts. If the clerk has to keep a voided receipt for the store's accounting system, be sure to get a copy.
Save all procurement card receipts. Upon receiving your monthly accounting report check your receipts and payments against the statement.
Immediately report in writing any questionable charges to the Director of Business Services.
Never lend your card to anyone.
Never leave your card, receipts, or carbons where anyone can pick them up.
Never put a card number on a postcard or on the outside of an envelope.
Never give your card number over the phone unless you are dealing with a company you are sure is legitimate.
Whenever possible use those vendors identified by the purchasing department.

10) Payment for charges made against the procurement card shall be processed as follows:

When the statements are transmitted or otherwise received by the District, the charges against each card shall be charged to that card's designated budget account.
All receipts must be attached to the credit card statement.
Statements shall be forwarded to a designated approving official for review before statement is processed by Accounting.
The designated approving official shall confirm each and every purchase as to amount and purpose.
Confirmation shall be evidenced b the responsible approving official's signature and date of approval.
The bank statement will be forwarded to Accounting after approving official has reviewed and signed credit card statement

11) All charges on the bank statement will be passed on to the designated cardholder account, including any transaction or annual fees.

12) The Procurement Card cannot be used for labor services, i.e. independent contractor services, catering (if catering includes labor), or service contracts for equipment.

13) Each Procurement Card will be assigned specific purchase limits and restrictions. Cardholders shall adhere to these limits and restrictions.

14) The cardholder is personally responsible for guaranteeing that all charges are for appropriate District expenses, that purchases are within budget limits, and that the purchase does not violate any other law, regulation, or policy of the Board of Trustees. Neither the Bank nor the District assumes responsibility for non-District purchases. The cardholder shall be liable to the District and to the Bank for any non-District purchase.

If you require additional information, please contact the Purchasing Department at ext. 2361