|
PROCUREMENT
CARD POLICY
(a) The MTSU Purchasing Card (PCard) will be used for buying supplies
and services that do not conflict with/or violate Procurement
or Contract Policies.
(b) For any purchases of supplies and/or services less than $5,000
(Does not apply to Personal, Professional, or Consultant Contracts)
MTSU Departments and employees shall use a PCard to procure the
supplies and/or services.
(c) All University Departments and employees must utilize State
of Tennessee, MTSU, Tennessee Board of Regents (Including all
TBR Institutions), and University of Tennessee (Including all
UTK Institutions) contracts as the primary sources to procure
any needed supplies and/or services. A list of current State of
Tennessee, MTSU, Tennessee Board of Regents (Including all TBR
Institutions), and University of Tennessee (Including all UTK
Institutions) contracts are available on the MTSU Procurement
Services Website: http://procurement.mtsu.edu/.
If the item or service can be procured at a lower price or is
unavailable on these contracts then the Department or employee
may purchase it elsewhere, however all PCard purchases shall be
made utilizing 'best bid practices'.
(d) All documentation pertaining to PCard purchases of supplies
and/or services shall be available for review and audit by Procurement
Services, Internal Audit, and State Audit. The Procurement Services
PCard Administrator shall monitor PCard purchases and audit MTSU
Departments and employee purchases both electronically and by
physical inspection.
(e) The PCard Administrator shall provide education classes for
MTSU Departments and any new and existing cardholders as required.
All new MTSU Departments and employees will be required to attend
a 'mandatory' training class prior to having their PCard activated.
(f) All purchases made for supplies and/or services under $5,000
shall be made with an MTSU PCard unless the vendor requires a
University Purchase Order or in rare circumstances a "Check
Enclosed". For these situations a Procurement Requisition
will be completed utilizing SciQuest and forwarded to Procurement
Services along with an explanation. MTSU Departments and employees
not utilizing the MTSU PCard for local purchases will have a 'local
purchase limit' of less than $500. Any purchase for supplies and/or
services $500 and greater will be made by using a Procurement
Requisition.
(g) Failure by any MTSU employee to adhere to these PCard policies
may cause the violator to be held personally liable for all charges
and temporary suspension of their PCard. Continual abuse and/or
misuse of University PCard Policies shall result in forfeiture
of all Procurement Card privileges and possible disciplinary action
up to termination of your employment from the University.
Activities that are specifically prohibited are:
1. Absolutely NO alcohol or food of any nature shall be purchased
with a PCard (Refer to Procurement Policy Section 9.0 for Food
Policy).
2. Absolutely NO Travel, including but not limited to airfares,
rooms, and car rentals, shall be purchased with a PCard
3. Absolutely NO Medical, Physician, and/or Pharmaceutical expenses
shall be purchased with a PCard
Required
PCard Forms:
PCard
WORKS User Guide
Email Nina
Lee Procurement Card Administrator with Questions:
|
