Library PCard holders:
Accounting & Receiving
Christina Williams
default chart string 1111-10225-041
$4,999.00 limit per single transaction
$8,000.00 limit per monthly billing cycle
Alla Noyvert
default chart string 1113-10225-041 CV390000
$4,999.00 limit per single transaction
$6,000.00 limit per monthly billing cycle
Julie Wu
default chart string 1111-10225-041-7110711
$4,999.00 limit per single transaction
$8,000.00 limit per monthly billing cycle
Acquisitions
Tricia Mott
default chart string 1111-10225-041-7110710
$4,999.00 limit per single transaction
$11,000.00 limit per monthly billing cycle
Jennifer Fitch
default chart string 1111-10225-041-7110710
$4,999.00 limit per single transaction
$13,000 limit per monthly billing cycle
Gallery
Tom Beck
default chart string 1111-10462-041
$4,999.00 limit per single transaction
$5,000.00 limit per monthly billing cycle
Administration
Linda Durkos
Default chart string 1111-10225-041 - 7029900
$3,000 limit per monthly billing cycle
Policy and General Procedures
1. UMBC Purchasing Card Program, Policies and Procedures, User's Guide (most recent version)http://www.umbc.edu/adminaffairs/procurement/department.shtml
2. State of Maryland, Corporate Purchasing Card Program, Policy and procedures
Internal Procedures Authorizing a Purchase:
1. Written request approved according to library procedures:
- supply or other request authorized in writing
2. Specific Credit Card Purchase authorized by a supervisor's on Cardholder Transaction Log in column labeled "Authorization for Purchase (approval)"
Records
The Cardholder Transaction Log - CTL - is the official, audit record for credit card purchases and will have the following documents added as they are completed:
- written record of order placement
- credit card transaction slip, receipt or packing slip with "goods & services stamp and authorized signature
- monthly VISA statement sent directly to cardholder, reconciled and signed by cardholder and countersigned by supervisor who has reviewed and approved the reconciliation
- copy of PeopleSoft PCard monthly report
Credit Card Purchases:
Prepare folder as for any purchaseLabel:
- vendor name
- PS chart string and account
- Fiscal year
- Visa and date
- Invoice number (for some vendors)
Contents at time of order:
- document authorizing purchase
- vendor contact sheet, completed by authorized cardholder at time of order
- vendor correspondence (e.g.faxed quote)
Vendor contact and Transaction Preparation:
record information on Cardholder Transaction Log
1) Vendor/Contact Name/Phone No.
2) Items/Quantity/Description
3) Total Cost
- have transaction authorized
Purchases by Telephone:
- use "Vendor Contact sheet"
- state that you are calling from UMBC and that will be paid by VISA card;
- inform vendor that UMBC is exempt from sales tax
- record the name of the person taking the order;
- re-verify information from the "Vendor Contact Sheet", as appropriate;
- give the supplier complete shipping information
Personal name
Library Receiving, Room 123
Albin O. Kuhn Library Loading Dock
University of Maryland, Baltimore County
1000 Hilltop Circle
Baltimore, MD 21250
Phone number
- request that a receipt or packing slip be sent with the purchase;
- place the order and give your PC number and expiration date;
- complete "Cardholder Transactions Log:
1) Date of Order
2) total cost if there is a change
- place record of telephone order in "Cardholder Transaction Log" and place copy in purchase folder;
- keep this folder in cabinet in "Open" file
Purchases by Fax:
- follow procedures for purchases by telephone above;
- if vendor requests a faxed order, then:
- prepare "Visa Card Purchase (Mail or Fax)" form;
- prepare fax cover sheet with a UMBC logo;
- fax order;
- place faxed order (including cover sheet) in "Cardholder Transaction Log" envelope, and place copy of faxed order in purchase folder
Purchases by Mail:
- complete form supplied by vendor, if available;
- or prepare "Visa Card Purchase (Mail or Fax)" form
- prepare cover letter using a UMBC letterhead sheet
- mail order;
- place copy of letter or form in the "Cardholder Transaction Log" envelope and a second copy in the purchase folder.
- all open orders should be kept in "OPEN" file
Purchases in Person:
- take a copy of vendor contact sheet along
- take a copy of UMBC's tax exempt number along and advise supplier that UMBC is tax exempt;
- get a detailed receipt clearly identifying each item purchased;
- place receipt in "Cardholder Transaction Log" envelope upon return to the library
- place a copy of this receipt in the purchase folder.
Receipt of Goods
To meet audit requirements for separation of duties, a staff member other than the cardholder and other than the cardholder's supervisor must sign for receipt of goods and services.
See current list of authorized signatures for staff members with authority to sign for receipt of goods and services. The cardholder and staff member authorized to sign off on receipts work together to verify goods received.
After verifying that goods and services have been received as ordered, the authorized signer stamps the receipt or packing list that serves as a receipt with "goods & services" stamp and signs and dates as appropriate.
If goods were picked up in person, the credit transaction slip needs to be stamped with the "goods & services" stamp and signed.
Cardholder then complete the cardholder Transaction Log:date receivedinitials of authorized signer The original receipt with the original "goods & services" stamp and signatures placed in the Cardholder Transaction Log envelope, the log is marked to indicate "Receipt/Packing Slip Enclosed; a copy of the stamped and signed receipt is placed in the purchase folder.
The expenditure must be entered into the library shadow system, or Aleph, depending of the fund and account number.
Operating fund expenditures go into the A&R Operating Expense Ledger.
Revolving fund expenditures go into A&R Revenue/Expense Ledger.
Monographs - 7110710 and Serials - 7110711 are to be entered on Aleph; they must be paid in Aleph after they appear on Aleph R status report; they are on P status report next day.
The folders need to be filed in the closed files according to existing file system: alphabetical order for Monographs and Serials; account numbers for Operating, Revolving and all other funds.