Introduction

Welcome to the University of Connecticut MasterCard Procurement Card (“P-Card”) Program. The University P-Card issued by, JP Morgan Chase, is a credit card which acts as a procurement tool offering an alternative to the existing University procurement processes. It provides an extremely efficient and effective method of purchasing and paying for goods and services with a value less than $4,999.00. The University’s P-Card Program is designed to delegate authority and capability to quickly and conveniently purchase approved commodities directly from the vendors that accept MasterCard. This Program, co-sponsored by the Purchasing Department and Office of the Controller, was created with the assistance of many staff and faculty members, and is designed to more efficiently meet your purchasing needs and those of the University. The benefits of the P-Card to you and the University are significant and include:

Benefits to the Cardholder

• Allows you to obtain goods much faster and easier than before;
• Significantly reduces workload related to the purchase of and payment for goods;
• Allows you to be more efficient and to focus on the value added aspects of your job;
• Significantly reduces clerical processing time and time associated with the approval process;
• Provides end users with greater autonomy.

Benefits to the University

• Reduces the number of purchase orders, invoices and checks;
• Enables Purchasing and Accounts Payable to focus on higher yield, value added activities;
• Dramatically reduces the number of vendors in the University vendor database;
• Prompt payment to the vendor results in better prices and improved vendor relations;
• Significant reduction in the number of paper transactions;
• Purchasing Department will have more time to negotiate better contracts.

Benefits to the Department/Fiscal Officer

• Only one (1) monthly statement will be received for verification and reconciliation;
• No need to prepare and obtain approval signatures on internal renewal forms;
• No purchase order is required, therefore no typing and tracking of individual purchase requisitions and receiving reports are required;
• Monthly approvals required rather than individual purchase order and invoice approvals;
• Receive orders immediately or within days instead of weeks.

The P-Card is designed to be used for purchases related to University business only. Use of the P-Card for personal purchases is strictly prohibited. The Purchasing and Accounts Payable departments are responsible for monitoring the effectiveness of the P-Card Program and user compliance with the procedures outlined in this manual.

How it Works

The P-Card simplifies the procurement and disbursement process by facilitating point-of-demand procurement. Purchasing authority is delegated to the ordering departments enabling the authorized Cardholders to place an order directly with the suppliers. The vendor validates purchases made with the P-Card at the point-of-sale. The MasterCard system validates the transaction against pre-set limits established by the University which include:

• Number of transactions allowed per day – twenty (20);
• Number of transactions allowed per month – One Hundred (100);
• Single purchase limit not to exceed $4,999.00;
• Spending limit per month – Ten Thousand Dollars ($10,000);
• All Merchants are assigned a Merchant Category Codes (MCC) that corresponds to their type of business (as established by the bank and encoded into the magnetic strip on the reverse side of the P-Card);
• Travel and entertainment MCC’s are blocked.  The P-Card cannot be used for any travel related expenses.

*Exemptions to the above limitations may be granted on a case by case basis upon the approval of the Director of Procurement Services or his/her designee.

The authorization process occurs through an electronic system that supports the P-Card processing services under the University’s agreement with JP Morgan Chase.  In addition, the Procurement Card Administrator has the capability to view a large selection of daily reports to effectively monitor the use of P-Cards. The Purchasing Department will also identify opportunities to further maximize the University’s significant buying power through contract negotiations and contract administration.

Restricted Purchases

Purchases of the restricted items listed below and purchases in excess of $4,999.00 or more must continue to be processed in accordance with established procurement and disbursement policies and procedures.

The P-Card is not to be used for the following commodities

• Alcoholic beverages;
• Appliances;
• Animals;
• Biological Select Agents and Toxins (except for exempt quantity toxins);
• Business, travel, and entertainment related expenses;
• Cash advances of any type;
• All phone and related monthly charges;
• All clothing (including for promotional use);
• Chat GPT
• Computers/tablets (any value, any device that can access the internet.  Also includes components that are purchased with the intent of building a computer.);
• Computer monitors
• Construction and Renovation Services (includes anything that requires installation);
• Contract agreements of any type or value that involve a signature;
• Controlled Substances and Prescription drugs;
• EBay or any other auction website;
• Equipment on the EHS Restricted Equipment list
• Equipment valued over $4,999.00
• Food & Beverages consumed at vendor’s location (i.e., eating in at a restaurant or eating at an off campus location. Only take-out of food and non-alcoholic beverages for events/meetings held at a UConn campus location are allowed);
• Food Trucks (on and off campus)
• Furniture of any type;
• Gasoline (except for State vehicles);
• Gifts/Donations (including flowers, gifts for life events, gifts for students, and milestones);
• Gift Cards – MUST submit PCard Gift Card Preapproval form on HuskyBuy and receive prior approval;
• Internet Service Providers;
• Invoice Payments when payment method was not identified at the time of purchase (considered unauthorized);
• Items prohibited from purchase under grant or research contract;
• Leases & Lease – Purchases or any other time payment;
• Memberships (lifetime or multiple years);
• Moving Services;
• Personal use items (i.e., attachés, folios, pen/pencil sets, etc.);
• Precious metals;
• Printing Services;
• Promotional Products/Apparel (UConn branded items and Non-UConn branded items)
• Radioactive Materials;
• Rental of vehicles;
• Reimbursements of any type;
• Signage
• Software – MUST receive written approval from Procurement prior to making the purchase.
• Web domain registrations
• Web hosting services

*Exemptions to these restricted purchases may be granted on a case by case basis upon the approval of the PCard Administrators.

If you have any questions regarding a restricted purchase, please contact our Procurement Card Program Administrator at pcard@uconn.edu.

Approved Purchases

The following are examples of the types of items that may be purchased with the P-Card:

• Advertisements;
• Animal feed and bedding (purchase of animals is prohibited);
• Catering Services (Held at UConn locations only, where a signed contract is not required)*;
• Computer supplies, upgrades, replacement parts, for existing University-owned computers should be purchased in Husky Buy when possible. Components purchased with the intent to build a computer are not allowed;
• Conference registrations with department dean/director approval;
• Dues and Professional Membership(s) – (Business, Technical, Professional and Institutional memberships only, Lifetime and multiple year memberships are restricted);
• Floor and Window Treatments;
• Food (Take out or grocery store purchases for student activities & official business meetings held at a University campus location only).  Must provide: business purpose, list of attendees and agenda; and completed Business Meal Pre-Approval Form (for staff only meetings) for submission to the KFS PCDO edoc when realocating;
• Gases under pressure (Instructions for Ordering & Shipping Instructions for AirGas is available for HuskyBuy orders, which is our preferred method)
• Gasoline (State vehicles only);
• Hardware supplies;
• Internet Purchases for Approved Items Only (must be a secure site)**;
• Laboratory chemicals (Storrs and Depot campuses must follow EHS procedures)***
• Maintenance Service/Repairs;
• Office, Laboratory and Educational supplies (items not available through Central Stores and HuskyBuy)
• Postage (non-metered mail up to $50.00 value);
• Subscriptions (Departmental use only);
• Tools, fixtures and miscellaneous apparatus;

* Must have formal agenda, Business Meal Pre-Approval Form signed by the department head & detailed receipt as backup documentation for all food purchases. Food may only be purchased for an event held at a UConn campus location.

** The risks of using the P-Card over the Internet are similar to the traditional risks involved when using it in person or over the telephone with one important exception. When Cardholders make a purchase over the Internet, the information exchanged between the Cardholder and the supplier may be transmitted through a network of possibly dozens of sites. For this reason, it is important to encrypt (scramble) the data exchanged so only the supplier can decrypt the information. To minimize your liability, it is important to ensure that the supplier is running a “secure” server for purchases so any information entered is likely to be meaningless to sites in between. If the supplier has a “secure” server, the Cardholder should be directed to this site prior to entering information including P-Card number and expiration date. A dialog box informs the Cardholder they are switching to a “secure mode”. In addition to the dialog box, the web browser should have a visual aid indication a secure/non-secure mode. In addition to a “secure” site, Purchasing recommends that if a purchase is made over the Internet, it be with a company you have used via traditional methods in the past. If you are uncomfortable giving your number over the Internet, some companies leave the option of placing your order on the Web and following up with a P-Card number on the telephone.

*** Individuals purchasing laboratory chemicals at the Storrs and Depot campuses (except for the Chemistry Building) should follow the instructions in HuskyBuy for Setting Up a Chemical Shipping Address and Placing Chemical Orders to comply with the Laboratory Chemical Inventory Program. If HuskyBuy cannot be used, the Procurement Card Laboratory Chemical Purchase Instructions must be followed. Individuals at other regional campuses must only follow the standardized procedures in the Procurement Card User Manual.

(Note: this restriction does not apply to the ordering of compressed gasses; microbiology media such as agars, broths and serums; buffers; test kits; radioisotopes; drugs and cleaning products.)

Online Services and Emerging Technologies

Guidelines for Amazon Business Purchases

Although Cardholders may purchase a wide array of items from Amazon Business, careful judgement must be exercised before making a purchase with the P-Card.  Cardholders who must purchase from Amazon Business must use the following guidelines:

• Accounts should be set up using the cardholder’s UConn email address;
• Never use University Amazon Business account for personal purchases;
• Ship Amazon Business P-Card purchases to a UConn Office or work location.

Contract Compliance

While the P-Card is a procurement tool, it does not signal a change in policy regarding compliance with University and State contract suppliers. These suppliers can be found in a contract search in HuskyBuy. State Contract vendors can be found on the DAS Website. If you have any questions as to whether an item is on contract, any of the buying teams in Purchasing can help you. If the contract vendor can’t supply your required goods and services you can go elsewhere but you should keep documentation in your P-Card log sheet as to why you did not use the contract vendor.

Responsibilities of Use

Responsibilities of the Cardholder

Cardholder is defined as an authorized University employee designated by the Department Reporting Authority to receive a P-Card and make P-Card purchasing transactions on behalf of the University.  The Cardholder is responsible for:

• Completing a P-Card Application Form and obtaining approval signatures from Reporting Authority;
• Responsible for all purchases made with the P-Card and for making such purchases in accordance with the procedures outlined in the User manual;
• Using the P-Card for University purchases and approved items only;
• Attach all supporting documentation to the CBS report in Concur (e.g., Proper receipts, vendor order forms, cash receipts, etc.);
• Only the Cardholder is authorized to use the P-Card or may designate up to two (2) secondary users. The Cardholder remains responsible for all purchases made by authorized secondary users;
• Ensuring receipt of goods and following up with the vendor to resolve disputes and arranging for returns credits, delivery problems, etc.;
• Reporting lost or stolen P-Card immediately;
• Safeguarding P-Card security at all times, including, but not limited to, protecting P-Card number and online purchases on secure websites only;
• Responsible for repayment of improper charges and personal liability for misuse;
• Timely submission of the CBS report in Concur on a monthly basis;
• Submission of the CBS report in Concur should be completed by the 15th of the month following the statement month.

Fiscal Officer is the department’s financial representative responsible for reviewing P-Card transactions.  The Fiscal Officer is responsible for:

• Reviewing, and if compliant, approving P-Card transactions submitted on the monthly CBS report;
• Assuring that correct expense types are used on transactions; and ensure that sales tax is not charged;
• Reviewing validity of a transaction by scrutinizing the submitted receipt;

Responsibilities of Reporting Authority

Reporting Authority is defined as that individual who has oversight responsibility for purchases and for administering the department’s budget (e.g., the dean, director or department head).  The Reporting Authority is responsible for:

• Designating one (1) or more individual(s) in the department to act in the capacity of the Record Manager;
• Identifying potential Cardholders;
• Approving all P-Card Application Forms;
• Overseeing P-Card Program for their respective department.

How to Use Your P-Card

Ordering Process

The P-Card may be used to purchase approved goods and services in person (at the point of sale), over the phone, by mail or over the Internet. Please remember when using your P-Card over the Internet, to be sure that you are using a secure site. Prior to placing the order, check the University and State Contract Supplier Listing for the applicable contract suppliers for the product or service you are about to order. All Cardholders are encouraged to order required goods and services from those suppliers who are authorized contract suppliers to the University. When placing your order, please be sure to provide the vendor the following information:

• Identify yourself as a University of Connecticut employee;
• State that you are making the purchase using a MasterCard P-Card;
• State that it is a tax-exempt purchase and provide the tax exempt number listed on the front side of the P-Card;
• State Cardholder name;
• Provide individual P-Card number and expiration date on P-Card;
• Provide complete delivery address including building and room number;
• State the appropriate University or State contract that you are using to insure that you receive correct pricing and applicable prompt payment discounts;
• State the quantity and description of the items being ordered;
• Verify the total cost of the purchase with the vendor;
• Furnish any other information that may be required.

Note: Please inform the vendor not to send a bill or invoice to the ordering department or Accounts Payable. Submitting an invoice for a charge card transaction may result in a duplicate payment.

Shipping Instructions

Important: Tell the vendor that the address label/packing list that accompanies the package must contain the following information:

• Cardholders Name
• Department Name
• Building and Room Number
• Street Address, Unit Number
• Storrs, CT 06069

Packages that are not labeled as above described may delay the delivery of items ordered indefinitely. Under no circumstance should the vendor indicate the P-Card number on any address label or packing list. Listing of same would threaten the security of your P-Card. Upon receipt of your order, keep the documentation received from the vendor (typically a sales receipt, cash register receipt, or packing slip) for later reconciliation in Concur.

UConn Bookstore

The P-Card may be used for departmental purchases from the UConn Bookstore. The P-Card cannot be used for personal purchases of any type from the Bookstore or for any other restricted purchases identified in this user manual.

Proof of Purchase Documentation

With the authority to purchase comes the responsibility for attaching adequate documentation to the transaction in Concur.  Documentation must support the legitimate business purpose of all transactions made with the P-Card. The following are examples of supporting documentation:

• Copies of order forms or applications;
• Internal order form if applicable;
• Cash register receipts;
• Sales receipts; and/or
• Vendor order number if any, for telephone orders.

Disputing a Transaction

The Cardholder is responsible for following up with a vendor regarding any erroneous charges, disputed items or returns within sixty (60)  days from statement date on which the transaction appears. A Cardholder may dispute a charge that appears on their monthly P-Card statement. Disputed charges can result from failure to receive goods, fraud or misuse, altered charges, defective merchandise, incorrect amounts, duplicate charges, credits not processed, etc. The Cardholder should contact the vendor first to resolve any outstanding issues. Most issues can be resolved this way. If the Cardholder is unable to reach agreement with the vendor, the next step is to call JP Morgan Chase at the number on the back of your card.

Receipt of Goods and Services

The Cardholder is responsible for ensuring receipt of goods and services and follow-up with the vendor to resolve any delivery problems, discrepancies or damaged goods.

Returning Item(s)

Item(s) should be returned directly to the vendor by whichever means the vendor requires. The Cardholder is responsible to see that the proper charge is posted for any returned item(s). (refer to Disputing a Transaction).

Using the P-Card for Grant Purchases

The P-Card may be utilized for grant purchases, however, the use of the P-Card for a grant or contract requires some forethought since the purchasing authority has been transferred to you through issuance of the P-Card. Careful judgement must be exercised before you make a purchase with the P-Card against grants. You must clearly understand what constitutes an allowable charge to your particular program. You should be aware, for example, that supplies on grants must be “lab” and not office supplies. If you have questions in this area the staff in the Office of Sponsored Programs remains available to assist you.

Grant Purchases Checklist

• Grant purchases are permitted provided that the item purchased is an allowable charge against the grant;
• The P-Card cannot be used for charging departmental costs to a grant account;
• Grant purchases must be made in accordance with the restrictions terms and conditions of the grant;
• The grant account cannot be used as a clearing account for P-Card purchases;
• KFS account and expense type assigned to the purchase must be appropriate;
• When placing an order against a grant account, the “received date” must be within the terms of the grant or contract;
• P-Card purchases can be charged to a grant account through the re-allocation process only. If an incorrect account or expense type is used, correction shall be required and accomplished through a general ledger transfer;
• A direct benefit must be shown for all P-Card purchases made against a grant account;
• Any questions should be directed to the Office of Grants and Contracts.

Where can you use the card?

The P-Card can be utilized at virtually any location that accepts the MasterCard. You should use University and State Contracts and suppliers on HuskyBuy whenever possible as they offer the most competitive pricing and favorable terms to the University. A list of University Contract suppliers are listed in HuskyBuy or State Contracted Vendors on DAS Website.

P-Card Administration

Acquiring a P-Card

Only permanent full or part time employees of the University, designated by the Department Reporting Authority, will be permitted to receive a P-Card. An individual may only receive his or her P-Card after the following:

• Completing an Application Form and Cardholder Agreement Form;
• Successfully completing an online training session.

The Cardholder is required to read the P-Card User Guide and must adhere to all P-Card policies and procedures outlined therein. Prospective Cardholders and Authorized Secondary Users must successfully complete and online training every three years.

Retired Employees as Cardholders

Retirees returning as part-time employees may continue to hold a P-Card if all of the following criteria are met:

• The retiree must be returning to work in the same department where they previously held a P-Card;
• The retiree had no significant P-Card audit findings while a full time employee;
• Dean or Department Head approves the retirees continued use of the P-Card.

Canceling P-Cards

To cancel a P-Card, send a  written request for cancellation to pcard@uconn.edu and then the card can be shredded.  All Cardholders are responsible to notify Purchasing to cancel their P-Card prior to leaving the University or accepting a position in a new department.

Renewal of Existing P-Cards

A new P-Card will automatically be sent to the P-Card Administrator at least thirty (30) days in advance of your current P-Card’s expiration date. Renewed P-Cards will be distributed by the P-Card Administrator.

Lost or Stolen P-Cards

It is the responsibility of the Cardholder to report a lost or stolen P-Card immediately. Notification must be made by phone directly to JP Morgan Chase at (800) 316 6056 and send an email to pcard@uconn.edu.

P-Card Security

Only authorized Cardholders may use the P-Card or up to the maximum of two (2) individuals within the department that have been granted secondary use authorization by the Cardholder. In granting this secondary authorization, it should be noted that the Cardholder remains directly responsible for the proper use of the P-Card in accordance with established procedures. P-Cards and P-Card numbers must be safeguarded by the Cardholder against use by unauthorized individuals within or outside the University.

Misusing the P-Card

The P-Card represents the University’s trust in you and your empowerment as a responsible employee of the University to safeguard and protect our assets. As a Cardholder, you assume the responsibility for the protection and proper use of the P-Card. The following situations are examples of misuse of the P-Card:

• Use of P-Card for personal purchases;
• Use of P-Card by individual other than Cardholder or authorized secondary user;
• Use of the P-Card to purchase a restricted item as identified in the user guide;
• Use of the P-Card in excess of assigned Cardholder limits, available budget and/or after the expiration date of a grant or contract;
• Splitting orders at point of sale to avoid the single transaction limit;
• Re-allocation of non-grant expenditure to grant account;
• Receipt of item outside of grant period;
• Inappropriate re-allocation; and/or
• Failure to re-allocate charges within the period specified for re-allocation.

Misuse of the P-Card will be handled promptly and uniformly for all Cardholders. Refer to the Post Audit section of this manual for how consequences of misuse will be handled.

P-Card Reviews

CBS reports are reviewed and approved by Procurement staff on a monthly basis to ensure that policies and procedures are being followed.   Consequences of misuse may include any one (1) or combination of the following remedial actions:

• Verbal notification of infraction;
• Written notification with copies sent to P-Card Program Administrator and Reporting Authority;
• Temporary suspension of Cardholder privileges with mandatory re-training ;
• P-Card suspension with permanent loss of privileges;
• Disciplinary action up to and including dismissal, personal liability and repayment (referred to Human Relations Department for disposition).

Sales Tax Exemption

The University of Connecticut is a tax-exempt organization. The tax-exempt number appears on each P-Card. This number must be given to all vendors by the Cardholder at the time of the transaction to exempt payment of state sales tax. In addition, all Cardholders can access the tax exempt certificate for P-Card Use Only on our website. Connecticut Tax Exempt Certificate and Florida Tax Exempt Certificate. If sales tax is billed incorrectly to the Cardholder’s account, it is the responsibility of the Cardholder to contact the vendor to obtain a credit for the tax.