110-05 Purchasing Card

Category: 
Administration
Subject: 
Purchasing Card
Policy Number: 
110-05
Effective Date: 
November, 2014
Next Review Date: 
November, 2017
Responsible Manager(s): 
Administrative Services Director
Purpose: 

To establish department policy and procedures for the use of the UC Davis Purchasing Card.

Policy: 

Where beneficial to department operations, a UC Davis Purchasing Card may be obtained. It is the Cardholder’s responsibility to be aware of the provisions of all applicable UCOP, UC Davis and UC Davis Student Health and Counseling Services policies and procedures and of the UC Davis Purchasing Card User’s Guide, to read and understand the Cardholder Agreement, complete all required trainings, and to use the Purchasing Card accordingly. Absolute adherence is a condition of continued delegation.

Procedure: 
  1. Delegation of Authority
    1. Application Approval: The Purchasing Supervisor is the Director’s designee for approval of Purchasing Card applications. The Purchasing Supervisor shall ensure a department listing of all staff with Purchasing Card authority is maintained.
    2. Purchasing Authority: Issuance of a UC Davis Purchasing Card is the limited delegation of purchasing authority from the Account Manager to the individual Purchasing Cardholder (Cardholder).
  2. UC Davis Purchasing Card website delineates procedures to be followed regarding eligibility, application process, allowable use, account access, fraudulent or disputed charges, card renewal, card cancellation, etc. UC Davis Purchasing Cardholder complies with all applicable UC and UC Davis policies and procedures. The practice of separation of duties between the Cardholder, Account Manager and Ledger Reviewer must be maintained.
  3. Office of Record
    1. The UC Davis Campus Accounts Payable office is designated as the office of record for all documents related to Purchasing Card transactions, except the original bank statements, which are maintained by the Cardholder.
    2. Copies of bank statements will be kept in the SHCS purchasing department up to 45 days, less if reconciled sooner, then shredded. 
Originated: 
July, 2002
Supersedes: 
September, 2011
References
Related UC Davis Policies: 
UC Davis Policy & Procedure Manual, Section 330-11, Departmental Controls and Separation of Duties
UC Davis Policy & Procedure Manual, Section 350-21, Departmental Purchase Delegations
UC Davis Policy & Procedure Manual, Section 350-22, Purchasing Cards
External References (links): 
Purchasing Card User's Manual
UC Business & Finance Bulletin, BUS-43, Part 8