Rail and Bus tickets for Faculty, Staff, and Students.Zipcar, when using Zipcar department account.If you have questions regarding the data security review, please email Equipment Rental (other than vehicle rentals) If the software purchase is not already on this page, then an initial OIT data security review is required prior to purchase. If at any time the Department intends to store more sensitive data in these products, the Department agrees that an additional security review needs to be conducted. The Department agrees that it will only store data in these products at the approved security level noted on this page. Software – OIT has previously completed a security review of the products listed on the Software And Services With Pre-Approved Risks web page.Computing Supplies that are not available through strategic suppliers.Academic/classroom supplies not available through University resources.Gifts and Hospitality, in accordance with the University's Gifts & Hospitality Policy (requires a meals and hospitality form).(A sample transaction log can be found on the Forms & Instructions page on the Controller’s Office website) Your manager will inform you of your department’s practice. For receipts not attached in Workday, must be logged on a transaction log.The information on the receipt should match any packing slips received as well as the PCard charge. Acceptable receipts for internet purchases include an e-mail confirmation, shopping cart list, or quote.For receipts that cannot be attached in Workday, the department must be kept a copy of the receipt for seven (7) years or 10 years after the end of the grant (of the purchase was funded on a grant).Receipts should be attached when verifying the transaction in Workdays.The accountholder is responsible for ensuring the vendor does not split a transaction greater than $999.00 into multiple smaller transactions. Split transactions occur when a single item costing more than the accountholder’s single transaction limit is broken into two or more transactions to bypass the policy on transaction limits. Splitting a purchasing transaction is prohibited.Maximum transaction limit for all items is $999.00, whether one item is purchased or multiple items are purchased.The Purchasing Card account number may not be saved on any personal online accounts. The accountholder must promptly report fraudulent charges directly to Bank of America at 86.Loss of the card must be immediately reported to both Bank of America and the Purchasing Card Administrator ( The Purchasing Card must be returned to the Purchasing Card Administrator if the accountholder leaves Brown.Purchasing Cards may only be used by the designated accountholder.Accountholders should attach their receipts in Workday when verifying the PCard transactions. Accountholders or designee must review and approve their purchasing card activity in Workday.The accountholder is responsible for safeguarding the card and is accountable for all purchases made using the card.The accountholder must also sign a Brown University Purchasing Agreement upon receipt of the card.Īccountholder responsibilities include safeguarding the PCard, purchasing appropriately, reviewing and monitoring transactions, maintaining receipts, and complying with additional grant and contract requirements. WORKS – The Bank of America online system for reviewing historical Purchasing Card information prior to January 1, 2021.Ĭomplete a Purchasing Card application and have it authorized by your Department Head or the Department Manager). You may not approve your own PCard application. Submit the application to the PCard Administrator ( PCard is issued by Accounts Payable upon the accountholder's completion of a mandatory training on PCard policies & procedures. The approver will be the cost center manager of the cost center of the allocated charges. The individual has ability to allocate the charges and assign the correct worktags in Workday.Īpprover – The individuals responsible for financial oversight and compliance with University purchasing guidelines. It is a statement that includes who benefits from the purchase, what was purchased, and why the purchase was necessary.Īccountholder – The individual to whom the Purchasing Card is issued. The business purpose is the main intent of the business transaction it is the reason why the transaction occurred. ![]() Purchasing Card - The Purchasing Card (PCard) is a MasterCard branded credit card that is accepted by most suppliers and merchants.īusiness Purpose – The business purpose, which is defined as one that supports or advances the goals, objectives and mission of Brown, adequately describes the expense as a necessary, reasonable, and appropriate business expense for the University.
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