The Purchasing Card is designed to
be used for University business related
purchases only. Use
of the card for personal purchases is strictly
Authorized use of the Purchasing Card shall be limited to the
whose name appears on the face of the card. The
Purchasing Card cannot be
loaned to other individuals. The Purchasing and Accounts Payable departments are
responsible for monitoring the effectiveness of the Purchasing Card Program
user compliance with the procedures outlined in this manual.
Questions regarding the Purchasing Card program can be directed
Purchasing Card Member Services Coordinator at 832.2509 to
request/cancel a purchasing card, and to discuss the needs of
your department for determining limitations on the card or to
discuss and schedule an audit.
Tom Brodeur, firstname.lastname@example.org, Purchasing Manager at 832.2531
regarding the appropriateness of purchasing an item, and to
information on a contract vendor and pricing.
Kathy Kuziak, email@example.com,
CCSU OfficeMax Enterprise Solutions Coordinator at 832.2534 to
arrange a log on to use the OfficeMax On-line service and to
discuss the functionality of the on-line system.
firstname.lastname@example.org, Travel Audit Team Coordinator at 832.2549
to discuss and schedule a travel audit.
Accounts Payable Auditor, 832.2512.
The members of the Purchasing Card Team are located in Marcus White Annex
The Purchasing Card simplifies the procurement and disbursement
facilitating point-of-demand procurement. Purchasing
authority is delegated to the
ordering departments enabling the
authorized cardholders to place an order directly
suppliers. Use of the Purchasing Card will, in no way, affect
your personal credit history.
Benefits to the
Obtain goods and services faster
Significantly reduces the
workload related to the purchase and payment of goods and
No purchase order is required;
therefore, no typing and tracking of individual purchase
requisitions and receiving reports are required.
Receive orders within days
instead of weeks.
Significantly reduces the
clerical and approval processing time.
Provides end users with greater
When a purchase is requested by the vendor at the point-of-sale,
system validates the transaction against pre-set
limits established by the
University. All transactions are
approved or declined [instantaneously] based on
Purchasing Card authorization criteria:
Number of transactions allowed
per day – twenty 
Number of transactions allowed
per billing cycle – One Hundred 
per transaction is Nine
Hundred and Ninety-nine Dollars [$999.00].
limit per billing cycle – Ten Thousand Dollars [$10,000]
transaction/purchase over $999 is not allowed.
to the above limitations may be granted on a case-by-case basis
upon the approval of the Purchasing Manager.
Purchasing Card represents the University’s trust in you and
empowerment as a responsible employee of the University to
protect our assets. As a cardholder, you assume the
responsibility for the
protection and proper use of the Purchasing Card.
Activating a Purchasing
To activate a Purchasing Card, call the number printed on the
sticker at the top of
the card. The card will be available for
use within twenty-four  hours from the
time that it was
Canceling a Purchasing
If the cardholder determines that
the card is no longer needed, the cardholder
should notify the Purchasing Card Administrator or any member of the
Card Program Team in the P-Card Administrator's absence. The
will be cancelled, and a final audit of your records will be conducted as
part of the
closure process. Your card can be shredded or returned to the P-Card
Administrator or P-Card Program Team member.
Existing Purchasing Cards:
Within thirty  days from the expiration date of the card,
the Purchasing Card
Program Team will notify the cardholders and
distribute the reissued cards.
JPMorgan Chase Customer
Contact JPMorgan Chase Customer Service representative at
report a lost or stolen card or to inquire why
a card was declined at the time of
Lost or Stolen
Report lost or stolen cards immediately to a Purchasing
Card Program Team
member and contact JPMorgan Chase Customer Service when a Purchasing Card
Program Team member cannot be reached.
Disputing a Transaction:
A cardholder may dispute a charge that appears on the monthly
Disputed charges can result from failure to receive
goods, fraud or misuse, altered
charges, defective merchandise,
incorrect amounts, duplicate charges, credits not
etc. Failure to address a disputable charge may result in the
loss of your cardholder privileges.
If the cardholder is unable to reach agreement with the vendor,
the next step is to
JPMorgan Chase's Customer Dispute No. 1.888.297.0768. The
Purchasing Dept. can
intervene on your behalf once a history is provided.
When JPMorgan Chase has completed its investigation, the cardholder
informed of the resolution and any adjustments that were
Please note that, by law, vendors are not permitted to bill your
charge card for
purchases until the items have been shipped.
Chase Smart Data Online (SDOL):
We encourage all of our cardholders to visit the
JPMorgan Chase Smart Data Online website
Smart Data Online
is JPMorgan Chase's web-based support system to manage your
purchasing card activity or generate a copy of a monthly statement. If you would like to visit this site, contact the
Purchasing Card Member Services Coordinator to establish a log
on. Instructions to access the JPMorgan Chase SDOL site to view your transactions or run a copy of your statement may be found in the Purchasing Card Manual appendix. The Purchasing Card Audit
team is available to assist you
if you have difficulty maneuvering within the site. Please
note that JPMorgan Chase SDOL system only supports 184
days of transaction activity.
useful in monitoring your transactions.
Central Connecticut State University is a tax-exempt
organization. The University’s
tax exemption number is
06-1303381CSU84000. A copy of the University’s
agency exemption certificate and policy statement PS 98  can be
found in the
appendix. The tax-exempt number appears on the face of
each Purchasing Card,
directly below the cardholder’s name.
This number should be provided to
all vendors by the cardholder at the time of the
exempt payment of state sales tax. Please remember that the
University is a tax-exempt institution and purchases should not
include any state
When making purchases, every
effort should be made by the cardholder to ensure
Connecticut sales tax is not charged. If sales tax is billed
incorrectly to the
cardholder’s account, it is the
responsibility of the cardholder to make a diligent
effort to have a credit issued [applies only to State of
Connecticut vendors] in
a timely manner. Out-of-state vendors
do not have to honor our tax-exempt
If the audit team encounters
repeated failures to rectify sales tax issues, the
may lose cardholder privileges for a specific time depending on
severity of the infraction.
Sales Tax Tips to
Always carry the Sales Tax
Certification form and any Vendor Assigned Tax Exempt numbers.
Approach the “Courtesy Desk” and
advise them that you are from CCSU and will be making a
tax-exempt purchase. This will allow the merchant to verify
that CCSU is on record as a tax-exempt agency and alert the
staff at the register that a tax-exempt purchase will be
If CCSU is not in their system,
report this to the P-Card Services Member Coordinator. The
P-Card Services Member Coordinator will contact the merchant
to establish what documentation must be completed so that
future merchant transactions will be seamless.
Cardholders should notify the
Purchasing Manager when they are experiencing difficulties
with a merchant.
Double-check the receipt before
you leave the store.
The University’s agency number is 7802 and may be given upon
Vendor Assigned Tax Exempt
In addition to CCSU’s tax-exempt number, some vendors require
number be issued. Ensure that you have the list
available when making a purchase
from any of these vendors so
that you are not charged sales tax.
Monthly [billing cycle] review and approval of purchasing card
required at the department level and appropriate
documentation must be
Every bank statement entry must be supported by
If a credit is
issued, some form of documentation relating to
the original transaction should be
provided if there is no
current documentation. All documentation that does not
appear on your statement may be held in a "pending" folder for timely
reconciliation for future statements.
Once the statement is
reconciled and reviewed, the cardholder must sign and date
the monthly statement. The date reflected on the statement should
within 45 days of the end of the billing cycle (13th of every month).
the monthly statement, the cardholder will be certifying that
are consistent with all University policies and procedures. All supporting
documentation should be stapled or clipped to the bank statement to facilitate
Any historical information may be
written on the documentation for a
concise picture of the transaction for audit
If you find that you are missing
a receipt, the vendor may be able to assist you with this;
or, you may request a copy of the sales draft from the bank.
Please remember that JPMorgan Chase will
charge $5 for each copy provided and retains copies for 118 days
from the transaction date, after which all copies are destroyed.
Monthly statements and supporting
documentation should be filed by fiscal year and maintained in a
designated, secure location. Maintain all records in a manner
that allows for timely retrieval, as required by internal and
external auditors. We will provide you with Purchasing Card
envelopes to assist you with this.
Purchasing Card Audits:
To ensure the continued success of the Purchasing Card
Program and to meet the audit requirements of the University,
various government agencies, and the requirements of this
program, audits will be made of cardholder’s accounts to ensure
that items purchased have been received and that policies and
procedures are being followed.
The Purchasing Audit team will monitor conformance
to these procedures.
Audits will be completed in
accordance with the following guidelines:
will be completed on each account every other year and a
minimum of 33% of their transactions will be reviewed
as a baseline audit.
Follow-up audits will be
completed on those accounts where
infractions were previously identified on a priority
The P-Card Audit Team may provide new cardholders with a
"courtesy audit" to ensure that their records are being
maintained correctly after three months or when there is
The P-Card Audit Team will keep
the Director of Business Services informed of audit
The P-Card Audit Team will be available to
provide training and technical support to cardholders, as needed.
Misuse of the Purchasing Card:
The following is a list of sanctions that will be imposed (based on the
seriousness of the infraction) on the user if the Purchasing Card is
misused or there are reoccurring deficiencies in documentation of
Formal written warning to cardholder
and their Dean, Chief or Vice President for misuse of card
Temporary suspension of cardholder
1. 30 days
2. 6 months
Post Audit Action:
A post audit report will be provided to the individual cardholder; and if
there were significant deficiencies found, the cardholder has two weeks to
correct deficiencies, at which point the cardholder will be re-audited.
there are still deficiencies found on the follow-up audit, further
sanctions may be imposed up to and including suspension of cardholder
privileges including mandatory retraining. If necessary, the
cardholder's Dean, Chief or Vice President may be notified of the
results depending on the severity of the infraction(s).
Purchasing Manager and the Director of Business Services will be copied on
the notification based upon the severity of the infraction. The
notification will include a warning for purchasing card revocation pending
further investigation and/or misuse.
Charges to the Appropriate Accounts:
Purchasing Card charges are accumulated during the billing cycle.
Charges are expensed against the cardholder’s Banner Index in a timely
manner following the billing cycle. No action is required by the
cardholder to move these charges. Cardholders are encouraged to
view their Banner Index to ensure that
the correct amount was charged against their budget.
Purchasing Card charges are applied to the Banner Index that the
department chose at the time that they applied for the card.
Occasionally, a department may wish to have a charge applied to another
Banner Index. A Purchasing Card Reallocation form has been designed
to transfer a Purchasing Card transaction from one Banner Index to
another with proper authorization. The request must be received no
later than five (5) working days from the close of the billing cycle
(13th of each month). The Purchasing Card Reallocation form can be
found on the P-Card website at:
If the cardholder is unable to
utilize the Purchasing Card Reallocation form within the
specified period, a Journal Voucher Request form may be
completed only after the charges(s) appear in Banner so that the
cardholder may indicate the Banner Account number (subcode) on
the form. The Accounting Department cannot process the
Journal Voucher without this information. A sample of a
completed Journal Voucher Request, with instructions, may be
found in the appendix.
you do not have a Banner Account, please contact the Help Desk @
x21720 to obtain Banner access.
For those who have received Banner training and wish to receive
instructions on how to view Purchasing Card transactions in Banner, please
contact Lucy Cannamela at x22502 or e-mail email@example.com. Training
is “hands on” using your budget data.
Purchasing Card for Grant Purchases:
Use of the Grants Purchasing Card is done through the Office of Grants
Administration, Grants Administration Manager. Any individual, who
desires to use the Grants Purchasing Card, must first call the Grants
Administration Manager at x22005 and receive approval prior to placing an
order. All users of the Grants Purchasing Card must attend a Grants Purchasing
Card training session.
Grants Purchasing Card may be utilized for telephone, Internet and mail
grant purchases; however, the use of the card for a grant or contract
requires some forethought. Careful judgment must be exercised before you
make a purchase with the card against grants. You must clearly understand
what constitutes an allowable charge to your particular program.
Grant Purchases Checklist:
Grant purchases are permitted provided that the item purchased is an
allowable charge against the grant.
The Grant Purchasing 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 Banner account assigned to the purchase must be appropriate.
Any questions regarding Grant P-Card purchases should be directed to the Grants Office.
While the Purchasing Card is a procurement tool, it does not signal a
change in policy regarding compliance with University contract suppliers.
The Purchasing Department is authorized to negotiate and
that will provide the University with the “least total
cost” arrangements for
goods and services required from vendors. In
negotiating contracts, Purchasing willl will consider not only the vendor’s line
item pricing for the products or services,
but will also consider the
Ability to provide the necessary quality, delivery and service
Overall pricing structure
Warranty and service policies
Other organizational requirements
Supplier contract pricing and performance are normally based on the
University’s overall anticipated volume of purchases during the contract
period. In order to assure the University community of “least total
cost” of goods and services, and to fulfill the University’s
obligations to consolidate all of its requirements with the authorized
contract supplier[s], all University departments are strongly
encouraged to order required goods or services from those suppliers
who are authorized contract suppliers to the University.
Department of Administrative Services and the University of Connecticut
websites contain a list of contracts available to the campus community.
www.das.state.ct.us - Click on Services to State Agencies and
under State Agencies click on Find Contracts and follow the
www.ucc.uconn.edu/~wwwpurch/CCPGLIST.html - This site lists
Connecticut Colleges Purchasing Group Contracts of which CCSU is a member.
addition, the CCSU Purchasing Department maintains a list of Department of
Administrative Services [DAS] and University Contracts published on the
Purchasing Card Home Page @
Circumventing the use of these contracts may result in some initial
savings; but repeated circumvention reduces their value, discourages
vendors from bidding in the future and eventually results in higher
prices. Do not fall prey to a vendor who may offer you a lower price to
obtain your initial business after failing to be awarded a University
you request pricing, make sure that you identify yourself as a University
employee and identify the applicable contract against which the
appropriate pricing should be applied. Failure to do so may result in
your being charged higher pricing.
Using State or
University contracts ensures that you are dealing with reliable vendors,
that the items have been tested and approved, and that returns or
exchanges will be handled expeditiously.
LIST OF APPROVED AND
Purchasing Cards may only be used for official, state-related
business. Purchases must follow appropriate state laws, CSU
policy, CCSU policy and guidelines
and must be made with reasonable judgment. If there is a question about
the official purpose of a purchase or if the use of the Purchasing Card to
make a purchase is questionable, contact the Purchasing Manager for
clarification prior to making the purchase.
The following are examples of the types of items that may be
purchased with the card:
[department responsible for tear sheet]
Books and periodicals
Dues and professional membership[s] - [business, technical, professional
and institutional memberships only]
The Policy on Institutional and Individual Memberships can be found on
Freight/transportation and package delivery fees
with contract vendor only (approval must be
obtained from Laurie Napierski in the Telecommunications Department
prior to making your purchase)
Purchases for Classroom instruction/experiments only:
> Animal feed and bedding
> Live animals
Office, laboratory and educational supplies
Repair parts and materials
Software and computer supplies [for educational, administrative or
research purposes only]
Subscriptions, one year
only [departmental use only]
Note: Cardholders are to contact Facilities Management 
prior to purchasing any item that may require electrical, plumbing or
structural work. Facilities Management will ensure that the item being ordered is appropriate and
will advise if additional work will be required.
Cardholders are to contact Information Technology Services  prior
to purchasing any software or hardware to ensure that it is compatible
with the CCSU system. Please remember to obtain prior approval of
any computer related hardware purchases, including printers. The
purchase should be reviewed by the Information Technology Services
before actual purchase, especially if the equipment will be connected to
the campus network. Information Technology Services reserves the right
to not support any hardware or connect it to the campus network if
purchases are made without prior approval. Please contact Amy Magno, for
pricing, recommendations, and/or prior approval. This includes purchases
made with a University P-Card.
Cardholders are to contact Domenic Forcella, Chemical Hygiene Officer,
Campus Police Station  regarding
any chemical purchase/disposal guidelines.
The following are examples of the types of items that may not be
purchased with the card:
Any item exceeding $999
Bus Transportation-domestic travel
only (purchase requisition
must be completed)
Cash advances of any type
Coffee machines or coffee makers *3
condolences, etc. *3
Personal use items [i.e.; attaches’, folios, pen/pencil sets, etc.]
Personal or Decorative items (i.e. knick-knacks)
Precious metals *3
Prescription drugs and controlled substances except the Health Services
Refrigerators (full size and dorm-size)
Wall to wall carpet
Water Coolers and
Artwork, frames or
posters (non CCSU Artwork)*2, 3
Greenery for office
beautification *2, 3
*1- Meals may
only be purchased by Executive Committee members.
Meal expenses are restricted to luncheon or dinner meetings held in
connection with University business or with entertaining of guests
visiting the University on official business. Cardholders are to
thoroughly familiarize themselves with the University’s refreshment policy
prior to using their card for this purpose. At the conclusion of the
meal, the cardholder must obtain an itemized bill from the restaurant,
which is to be attached to a Purchasing Card Documentation form.
*2 – Exceptions may be granted
to Executive Committee members.
*3 – These restricted items do not pertain to Residence Hall
Activity Accounts and
Student Activity Accounts.
Caution: Prior to making a purchase from BJ’s, Costco, or Sam’s, please
verify that sales tax will not be charged.
Exemptions or questions regarding restricted purchases may be granted on a
case-by-case basis upon the approval of the Purchasing Manager.
RESPONSIBILITIES AND USE OF
Responsibilities of the
Completing a Purchasing Card Application Form and obtaining necessary
Attending a mandatory training session.
Responsible for reading the Purchasing Card Program Manual and abiding
to the Purchasing Card policies and procedures outlined therein.
Responsible for all purchases made with the card in accordance with the
procedures outlined in the Purchasing Card Program Manual.
Safeguarding card security at all times.
Responsible for repayment of improper charges and personal liability for
Maintaining all supporting documentation [e.g. proper receipts, vendor
order forms, cash register receipts, etc.] and reconciling to the
monthly statement in a timely manner.
Ensuring receipt of goods and following up with the vendor to resolve
disputes and arranging for returns credits, delivery problems, etc.
Verifying that the purchases are consistent with all University policies
and procedures, all merchandise has been received and all supporting
documentation is attached.
Reporting lost or stolen cards immediately to the Purchasing Card
Program Team and to Bank One when the Purchasing Card Program Team
cannot be reached.
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.
The address that appears on your statement, without the tax
is your billing
address. Please provide this address to vendors as required. Failure to
provide the proper billing address may result in your purchase being
Please note that for billing purposes only, the University's
zipcode is 06053-XXXX.
If you are a first time user, please contact the Purchasing
Card Member Services Coordinator if you are unsure of your billing address.
Inform the vendor that the address label/packing list that accompanies the
package must contain the following information:
Connecticut State University
Building and Room Number
1615 Stanley Street
New Britain, CT 06050
Packages that are not labeled properly may delay the delivery of items
Under no circumstance should the vendor
indicate the Purchasing Card number on any address label or packing list.
Listing of the card number would threaten the security of your card.
Tips to Remember When
At the time of purchase, please ask the merchant for their return
It is suggested to retain boxes, containers, special packaging
until you are certain you are going to keep the item. Some items,
such as software or fragile pieces cannot be returned without the
original packaging materials.
Read all enclosed instructions carefully. Often a phone
number and other instructions are included on the packing slip and/or
In some cases there may be a restocking fee (usually a percentage of
the purchase price). If the vendor is completely responsible for the
error or problem you should not have to pay this, or any other fee.
However, if they are not fully responsible you may have to pay it.
In reviewing your monthly statement, make sure that a credit
was issued for the returned item(s).
Proof of Purchase
With the authority to purchase comes the responsibility for maintaining
adequate documentation at the source of the transaction. It is the
responsibility of each department to develop a process and assign
responsibility for document retention in accordance with the
requirements set forth in this manual.
Within one week to ten days from the billing cycle, JPMorgan Chase will mail
the bank statement directly to the cardholder. The cardholder statement
you receive is for reconciliation and audit purposes. This statement
is to be checked against sales receipts, packing slips, etc. to ensure
that all goods were received and that the amount on the documentation
matches the amount on the statement. Documentation should support the legitimate
business purpose of all transactions made with the Purchasing Card. The
following are examples of supporting
In Person Purchases:
Cash register receipts
Copies or order forms or applications indicating the item purchased
and the cost
Screen prints of confirmation orders for internet purchases
[a screen print describing what you are ordering is not sufficient
documentation. An order confirmation page with the item,
description and cost is considered adequate documentation.]
The page should either indicate
"order confirmation", "thank you for your order" or language to that
Copies of order forms or applications from the vendor indicating the
item purchased and the cost
When placing a phone order, initially there may not be any
documentation to support the transaction. Please complete a
Purchasing Card Documentation form that can be found in the
Packing slips may be included as supporting documentation.
Quotes and proposals are not considered acceptable documentation as
they only indicate a desire to purchase.
Cardholders will not
receive a statement if there was no card activity for the billing cycle.
Please note that the
billing cycle is the 14th of each month to the 13th
of the next month.
Bank Statements and supporting documentation are to be maintained
in a secure location at all times for timely retrieval for audit
purposes in compliance with State, University or grant guidelines for
record retention [minimum of three  years or until audited, whichever
is later. Cardholders must seek University and State Library
permission to destroy their P-Card records by following the guidelines
and procedures at website: