Vol. 19, No. 19

Feb. 10, 2000

Procurement card use has reduced
campus paperwork

The introduction of the procurement card program two years ago has reduced paperwork and made acquiring products and services much easier and faster for virtually all departments and units, according to Stephen Grimble, treasurer. Under the program, approximately 1,500 selected employees use Visa cards to purchase up to $5,000 of non-capital supplies and to meet the expenses to run their units, according to Tory Windley, purchasing. “This allows for flexibility and convenience within departments and lowers the cost of transactions by eliminating the invoice process,” Windley said. “In addition, with e-commerce, the procurement card facilitates buying products using the web.” “The convenience is accompanied by an important responsibility on the part of cardholders and card administrators,” Grimble pointed out. “Each employee entrusted with a University purchasing card is responsible for ensuring that it is used only for authorized purchases necessary to conduct University business.” Under the current system, supervisors and administrators periodically review and audit procurement card activity and take action if irregularities are found. “Card administrators are responsible for independently reviewing on a regular basis the purchasing card activity in their respective units to ensure full compliance with University policy and procedures. If effectively administered, the purchasing card program promises to yield substantial benefits and savings to the University,” Grimble said. “The University has a history of using purchasing cards correctly,” Windley said, “and the program is monitored closely by purchasing, accounts payable and internal audit.” Audits indicate that cardholders are using cards properly, Grimble said, but in view of the problems arising with cards in various governmental agencies, he urged all concerned employees to be vigilant in their compliance with procedures and in monitoring the program. –Sue Moncure