are responsible for department blanket purchase orders
make purchases that are currently process through petty cash
make emergency purchases
they are responsible for less than ten purchases per year
STEP 1 - Cardholder Account Form
The account manager may obtain the Purchasing Card Account form on line in HUM called an HRSPUF form. If this is not available, the account manager may obtain the form from their Campus Card Administrator. The cardholder must complete the form with the account manager. Then the account manager will obtain applicable signatures and fax or mail the form to the Campus Card Administrator. Please note all information not marked optional should be completed. Failure to do so will delay or even prevent the issuance of a card.
The Merchant Category Codes (MCC) are groups of Standard Industry Classification (SIC) codes. Each card is assigned one Merchant Category Code. The Merchant Category Code defines the goods that each card is allowed to purchase. At point of sale the Purchasing Card system checks the supplier's SIC code to ensure it is included on the card profile. If it is not, the system will not authorize the purchase. The default MCC code for Keene State College is 03I and for all other campuses is 86E.
All information on this form is strictly confidential. Information such as USID, birth date and mother's maiden name, are used by the bank to verify identity when contacted by phone. The date of birth will be obtained from the HRIS personnel files. Incomplete or missing information will delay the approval and issuance of a card. Should the date of birth, or any other information be missing or incorrect, the Campus Card Administrator will contact the Account Manager for verification or completion. If the incorrect or missing data is related to personnel data, such as the date of birth, the Account Manager should assist the cardholder in contacting the campus personnel office to correct the HR information.
The Account Manager is responsible for assuring the referenced purchase order and/or fund-area-org-object lines are valid in CUFS prior to forwarding a request for a new card. The Campus Card Administrator will verify this information in CUFS prior to issuing a request for the card to the bank. No requests will be submitted to the bank without the information being on line.
Personal credit references will not be checked prior to issuance of a card nor will anyone's personal credit rating be affected. Charges are paid directly by the University System of New Hampshire. All cards will be mailed directly to the Campus Card Administrator. You and the cardholder will be notified when the card has arrived. Before actually receiving a card, all cardholders must attend a mandatory training session.
STEP 2 - Training Session
At your training, you will receive your copy of this Cardholder's Guide and your card. The purpose of the session is to ensure that the cardholder understands all of the policies, procedures, and their role and responsibilities involved with the use of the Purchasing Card. It will provide an opportunity for any instruction not contained in the guide as well as a question and answer period.
During this training session the cardholder will have the opportunity of activating their card with the bank. The cardholder will also be required to sign the cardholder acceptance section of the Card Account Form and the back of their card prior to leaving the training session.
Instructions on Completing the Card Account Form - (frames) (no frames).