Project Administration
Procurement Card Program
Overview
The Research Foundation American Express procurement card provides a convenient method for principal investigators to purchase small-dollar materials and supplies. The procurement card:
- offers automatic posting of charges on the project, thus eliminating the need to approve invoices
- eliminates the need to process a "Requisition Form" (1303) for each order
- offers the capability to view card activity online
How to Apply for a Procurement Card
Submit a requisition to the Research Foundation Procurement department (fax: 292-6870) with the following information :
- vendor name: "RF Procurement Card"
- project number
- address to which the monthly statements will be mailed
- name of the cardholder
- transaction limit (RF recommends $400).
- monthly spending limit that coincides with the material and supplies budget of the project (most cards are $2,000).
Note: Only principal investigators, co-investigators and project-authorized signers are eligible to apply for cards.
When the Card Arrives
- Procurement will contact the principal investigator to set up an appointment to pick up the card. Wooster campus employees can pick up cards at the OARDC Business Office.
- This appointment will take about 10 minutes. for a training session. Procurement will answer any questions the investigator has about card usage.
- The procurement card may be used once the card usage agreement is signed and the card security feature is activated. A copy of the card usage agreement will be provided with the card.
Guidelines for Purchasing Items with the Procurement Card
- Each transaction must be less than the transaction limit requested at card issuance.
- Inform the cashier that the transaction is tax exempt and provide the tax-exempt number, located on the decal on the card, before items are totaled.
- Keep a log of orders placed by phone, fax, or mail, including shipping information.
- Be familiar with the vendor's terms such as shipping, freight, return, and refund procedures.
- All charges must be directly allocable and allowable to the project, and all purchase prices must also be reasonable. Use the card responsibly.
- Keep all receipts. They will be needed for reconciling the statement each month.
- If an item must be returned and the vendor requires the original receipt, a copy of the receipt may be sent to Procurement with the reconciled statement.
- If receipts are lost, write a letter detailing the items purchased.
- Once the statement is reconciled, record the project number on the statement and mail it, along with receipts, to: RF Procurement, 1960 Kenny Road, Columbus, Ohio 43210.
Restricted Items
Cardholders agree not to use their delegated purchasing authority to obtain:
- animals
- equipment
- radioactive materials
- alcoholic beverages
- guns and ammunition
- repairs
- patient care
- airline tickets
- accommodations
- entertainment
- individual meals
- subcontracts
- consultant agreements
- advertising
- rental agreements
- general purpose equipment
- purchases outside time frame of project
- purchases exceeding budget
- maintenance agreements
- pre-payment of purchase orders
- renovation and construction purchases
- items that may be considered taxable income to a private individual
- memberships and subscriptions in an individual's name (must be in the name of the department)
- fabricated equipment and component parts purchases
- Ohio Board of Regents funded purchases
- split funded or cost shared purchases
- cash advances. This is not a debit card or smart card
Please contact Research Foundation Procurement at 292-6871 with any questions.