INTRODUCTION
Procedure 9-101
Issued By: Campus Purchasing Departments
Issued Date: 04/15/97
Welcome to the University System of New Hampshire's Purchasing Card program. The purpose of the Purchasing Card program is to establish a more efficient, cost-effective method of making small dollar purchases. The program will reduce the time between identifying a need and delivery of the goods. Under this program, the cardholder has direct contact with the supplier in placing orders.
The Purchasing Card should not be confused with the American Express Corporate Card used by many faculty and staff for expenses associated with travel. With the American Express Card, charges are the liability of the cardholder, whereas with the Purchasing Card, the liability belongs to USNH. In addition, all travel and related charges are specifically excluded from the Purchasing Card. The Purchasing Card is similar to a standard credit card. However, the University System of New Hampshire is liable for all charges.
The cardholder is responsible for the security of their card and for all transactions made against the card. The Purchasing Card is issued in the cardholder's name and any purchases made against the card will be the responsibility of the cardholder.
As an account manager, you will be the liaison between the cardholders you are responsible for and your Campus Card Administrator. You will need to remain in close communication with both your users and your Campus Card Administrator. Any changes in policy or practice will be communicated to you with the expectation that you will inform your cardholders of the change.
In addition, you will be responsible for reviewing, reconciling, filing and retrieving documentation on all purchases made against cards under your supervision. The documentation details, instructions for distribution/correction, filing, reconciliation and retention requirements are all discussed in Procedure 9-109, Corrections and Procedure 9-110, Documentation and Retention of this guide.
This program was created with the help of many from the USNH community. It has been designed to meet your needs and those of USNH and its member institutions. Your feedback and input are a necessary ingredient to the success of this program.
In the front of this guide you will find a Comment/Suggestion Form. As you begin to work with this guide, attend the training session, and your cardholders ultimately start using their Purchasing Card, we ask that you note ideas for improvements, any confusing key words or other suggestions which you feel would improve this program. Please forward your ideas at any time to your Campus Card Administrator.