IOWA STATE UNIVERSITY (ISU) PURCHASING CARD PROGRAM
Department Agreement
Department Name: / Dept Alpha Code:Department Address: / Dept Number:
Department Chair/Director: / Phone Number:
Department P-card Coordinator: / Phone Number:
The Iowa State University Purchasing Department, in coordination with USBank, will issue the Purchasing Card. Iowa State University Purchasing Card Program Cardholder Agreement and Application forms and online process will be supplied to the department and must be completed and returned to Purchasing with appropriate authorization before Purchasing Cards will be ordered. All card charges and associated fees will be the responsibility of the cardholder’s department.
The Purchasing Card dollar limit will be $4,900 per transaction, with departments having the option of setting lower limits. The monthly credit limit will be determined by the department, Purchasing, and the Purchasing Card company, based on departmental need. The maximum monthly credit limit allowed per card will be $15,000, unless special approval has been obtained from the Director of Purchasing.
The department shall validate, reallocate and approve all charges using the Purchasing Card on-line reconciliation system within 10 days of monthly statement date. System users and cardholders will receive reminder messages about transactions that are not approved within 30 days of the post date.
The original, itemized charge receipts and a copy of the billing statement are to be maintained by the department for a period of ten (10) years in accordance with the university records retention policy. This documentation is subject to audit.
The cardholder and cardholder’s department will reconcile items to be sure that actual amounts charged for purchases are correct and match the billing statement charges. Discrepancies are the responsibility of the department to resolve. If there are charges the department wishes to dispute, it is the responsibility of the department to first contact the merchant to seek resolution. If not satisfied with the outcome, the department shall contact the Purchasing Card Program Administrator to initiate a formal billing inquiry with USBank. Transactions sixty (60) days past the statement date cannot be disputed with USBank and will be the responsibility of the cardholder’s department.
Should a card be lost or stolen, the cardholder or cardholder’s department is responsible for notifying USBank at 800-344-5696, the Purchasing Card Program Administrator at (515) 294-4589, and the ISU Public Safety Office at (515) 294-4428.
Should a cardholder terminate employment with the university, or transfer to another university department, the cardholder’s department has the specific obligation to notify the Purchasing Card Program Administrator at prior to the employee's termination or transfer date.
Approvals in the purchasing card reconciliation system are based on the fund(s) used in transaction reconciliation. The department shall identify on-line system approvers below, and validators and reallocators on the Cardholder Application.
Approver: ISU ID# Phone #
Approver Proxy: ISU ID# Phone #
Changes to on-line system funding approver records may be made by email from the department chair to the Purchasing Card Program Administrator.
Non-adherence to any of the procedures enumerated in the Department Agreement, the Cardholder Agreement, the User Guide, or the Statement of Purchasing Card Receipt, will result in revocation of individual cardholder privileges and may result in revocation of all division or departmental Purchasing Cards.
Department Chair/Director Date
H:\Lackore\1-Pcard\Forms\Pcard_Dept_Agreement.doc Revised August 2010