6481:01

Policy #: 6481:01

Subject: MCCS Policy on Purchase Cards

Section: Business Operations (6400-6499)

Effective: 3/26/07

 

Purchasing

 

Purchase Cards

 

 

1. The system office and the colleges are responsible for purchase cards issued to employees at each location under a master agreement signed by the system office.

 

 

2. The system office has issued a ‘Cardholder Guide” for the use with the purchase cards. Northern Maine Community College will adhere to the practices described in the Cardholder Guide, which is incorporated by reference as part of this policy. A few key items are highlighted.

 

 

a. The card is NOT to be used for personal expenses.

b. Monthly charge limits have been established.

c. The purchasing policy for the Maine Community College System must be followed for purchase card transactions. A copy of the policy is attached. Therefore, competitive bids or a sole source justification is required for all purchases over $1,000.

d. For purchases greater than $200, a purchase requisition, credit card slip and other documentation must be provided to the business office within three business days of the transaction or following the return to campus. The fund, specific unit, and expense accounts must be clearly presented on the requisition.

e. For purchases less than $200, credit card slip and other documentation must be provided to the business office within three business days of the transaction or following the return to campus.

f. The fund, specific unit, and expense accounts must be clearly presented on the credit card slip.

g. The cardholder is responsible to notify vendors that the College is tax exempt. A copy of the College’s exemption letter is available for duplication as needed by the cardholder.

 

 

3. At the request of the system office, an Employee Purchase Card Agreement will be signed by all employees prior to the issuance of their purchase card. A copy of this agreement is available in the Business Office.

 

 

 

 

 

 

Approved by the Management Team on March 26, 2007.