Max dollars per transaction - $3,000.00Max dollars per month - $10,000.00Max number of transactions per day – 10Max number of transactions per month – 100

All these limits are coded into the Purchasing Card

Remember: You (the cardholder) are the ONLY person authorized to make purchaseswith your Pcard

1. Check to see that your name and spelling of your name on the purchasing card is correct.

2. Turn the card over and sign on the white strip.

3. Activate the card today by calling the number listed on the sticker on the front of your card.

4. Once the card is activated, peel off the removable strip on the front of your card.

Supplies – any items needed for the day-to-day operation of your department such as office supplies or items needed for maintenance & repair.Conference & registration fees.Membership dues & fees that are departmental or institutional only. This excludes personal memberships.Subscriptions

Library acquisitions for your department, i.e., books, CDs, DVDs, movies, etc.Postage (not KSC Mail Services) – US Postal Service, FedEx, UPS, etc.Printing & Copying (not KSC printing or if a bid has been done by College Relations).

1. Conference & Registration Fees2. Conference Packages3. Lodging (including reasonable telephone calls)4. Business Meals (meals eaten alone do not

qualify as business meals).5. Vehicle Rentals (when leaving from KSC, use

our contracted vendor – U-Save Auto Rental)6. Gasoline (for fleet and rental vehicles only)7. Transportation to & from airline or hotel (i.e.,

shuttle service, taxi, metro lines)8. Parking fees

Advertising Air/Rail Alcohol (regardless of

intent to reimburse the college)

Animals Automotive repairs Awards, gifts, prizes Equipment – AV or IT related Cash Advances Construction/Renovation Consulting Services Donations Entertainment & Hospitality Flowers Gasoline Hazardous Materials KSC Dining Commons

KSC Bookstore, Computer Store or Mail Services

Lease or rentals (real property & lease purchases)

Meals Movies Personal items (regardless

of intent to reimburse the college)

Purchase from an employee or where a conflict of interest exists

Radioactive materials Services: Professional or

personal Telephone Equipment Weapons or ammunition

If you find that you have to make purchases on a regular basis that are on the unauthorized list, talk with your Account Manager. Under certain circumstances exceptions can be made to allow these purchases.

Your Account Manager can request an exception via email with the business details justifying the request.

Remember: The exception is not in effect until approved. Request the exception to policy well in advance of the purchase to allow time for it to be processed.

If a supplier should request a business address asverification of your account with the bank, use thefollowing:

Keene State College229 Main Street, Keene NH 03435(603) 358-____ (use your campus phone #)

If your card is denied, call the bank’s customer service

number, 1-800-316-6056, immediately.Contact Tammy LaFreniere or Renee Harlow if thebank cannot assist you.

√ Individuals contact the KSC approved

vendor (Milne or Accent)* and make their travel arrangements.

*The travel Agency can reserve hotel & car rental, however, the traveler must present their Pcard upon arrival at the hotel and/or car rental agency.

Notes:When an individual calls the travel agency to make

travel arrangements, the following information is

Needed:

**Important: No one can approve his/herown travel arrangements.

Date of DepartureDate of returnOriginating CityDestination CityNumber of TravelersNames of Travelers

Passenger phone numberTransfers to/from the airportAny physical disabilitiesExcess baggage requirements

Approvals: Suggested E-Mail Process

1. Domestic Travel: A. Travel vendor will e-mail the itinerary to

the traveler and Purchasing.B. Traveler forwards itinerary with the

FOAPAL and business purpose to the Dean/Department Head (or his/her designee) to obtain approval.

C. Dean/Department Head forwards the itinerary with his/her approval to Purchasing.

2. Foreign travel:A. Travel vendor will e-mail the itinerary to the

traveler and Purchasing.B. Traveler sends the itinerary with the

FOAPAL and business purpose to the Dean/Department Head and the Vice-President (or their designee).

C. The Dean/Department Head and the Vice-President will forward the itinerary

with their approvals to Purchasing.

3. Faculty Enhancement:A. The traveler forwards the itinerary with

the Dean/Department Head’s pre-approval to the Faculty Enhancement Administrator.

B. Foreign travel must also be approved by the Vice-President or President.

C. The itinerary with the approvals is then forwarded to Purchasing.

Once all approvals have been obtained and forwardedto Purchasing – Purchasing will call or email the travelagency with the authorization to book the tickets andsend a confirmation email to the traveler.

Please Note: 1. Purchasing can not authorize the tickets until all

required approvals are received. The travel agencies can not hold the price of a ticket until we notify them to book the flight.

2. All tickets are non-refundable to insure that we are getting the lowest fare possible. It is important that you get your approvals as soon as possible so that you don’t lose the airfare that has been quoted by the agency.

3. The individual who is traveling can not approve his/her travel. The Dean/Department Head or Faculty Enhancement Administrator and the Vice-President or President (when required) must always approve the travel documentation.

4. When Purchasing receives the notification that the charge for the tickets has been processed - Purchasing will electronically charge each appropriate department FOAPAL (Account).

5. The charge will appear on the monthly budget reports.

Advantages of this system:

1. Uses faster, more efficient e-mail communications.

2. The travel agencies have an 800 number that can be reached 24/7.

3. Administrative Assistants won’t have to enter requisitions into Banner.

The Administrative Assistant can make the hotel reservations for you. However, your card may be required when you check in or out of your room.

Note: When you check into the hotel, we encourage you to present a second card that can be used for any/all incidental items or services that are not allowed on the KSC Travel Pcard.

When using the internet, be sure you are on a secure website.Print out your reservation information before closing from the site.Hotel room and tax charges, reasonable phone charges and internet hook up may be charged to the card.All other expenses, including but not limited to, room service, mini-bar service, movies, spas, etc. must be billed and paid separately by the traveler.

Meals are reimbursed at the standard per diem meal

allowance rate for the destination travel location.

Travelers may not mix reimbursement between theper diem allowance and actual expense on a given

trip,except in the case of business entertainment

meals.

Listed below are some examples of business/entertainment meals:

Group Travel MealsDepartmental MeetingsBusiness Meetings with ColleaguesDinners with potential students, donors or prospective employees.

1. Per Diem Allowance (Preferred)A. Based on the federal meal & incidental expense

(M&IE) per diem rate.B. The time, place and business purpose of travel

must be substantiated when using the USNH Personal Reimbursement forms.

C. The rate must be adjusted if the traveler is not entitled to a full day’s per diem. (Based on travel times.)

D. No receipts required for reimbursement up to the per diem allowance.

2. Actual ExpensesA. Original receipts are required for all meal

expenses, regardless of amount.B. Generally, tips in excess of 15% to 20% of meal

cost will not be reimbursed.C. Costs incurred for meals must be reasonable.

Business Entertainment Meals – Per Diemallowance doesn’t apply:

1. IRS regulations pertaining to business meals require:

A. Original receipts for meals.B. Names of the guest(s), including title, or other

designations including business relationship to the traveler.

C. Business purpose, place, date and amount of the expenditure.

USNH does not reimburse for the following:

1. Alcoholic beverages2. Meals eaten alone or in lieu of those included

in conference registration fees3. Tips in excess of 15% or 20% of meal cost4. Meals for spouse or other personal travel

companion without documented valid business purpose and pre-authorization

Personal Vehicles:1. Use of personal vehicles for college business

is not encouraged.2. Personal vehicles used must be adequately

insured for public liability insurance protection.A. Traveler responsible to insure their own vehicleB. Traveler won’t be reimbursed for collision losses

during business use of a personal vehicleC. USNH doesn’t provide any comprehensive or

collision for personal vehicles used on business

3. Carpooling is encouraged.

Rental Vehicles:When departing from KSC, use U-Save (our contracted vendor).If using a Pcard, the Cardholder must be listed as the primary driver on any/all rental forms.When using a Pcard, the traveler should decline the CDW (collision damage waiver) and LDW (liability damage waiver). USNH will not reimburse for CDW or LDW charges.

Some exceptions are:The rental period exceeds 31 daysCargo vans & high end specialty vehiclesIn the above instances, the traveler must purchase the vehicle rental insurance.If traveling outside the U.S., the traveler should contact JPMorgan Chase at 800-316-6056 prior to travel, if they have questions regarding insurance coverage.

Separate the lost & stolen portion of the tri-fold from your Pcard name and number.Keep the lost & stolen number in a secure and accessible placeProtect the card – never leave it in view. The card should be kept in a locked desk drawer or file cabinet when not in use.Comply with all policies & procedures.

Remember, the Pcard is for your use only! Never loan your card or account number to anyone to use, including your supervisor, others in your department or a student worker.Stay within the established card limits and within the allocated department budget. It is a violation to split a payment into more than one transaction to allow a purchase over your card limit to be processed. If you need your limit increased, please contact your Account Manager.

Review transactions via email daily. Your will receive email notification of each purchase, generally within 2-3 days after the purchase has been made. These notifications as well as your monthly statement, come from “Banner Pcard”. You must verify that each transaction is valid. A transaction that you do not recognize is often the first indication that your account number has been stolen.

When you receive a daily notice, review the FOAPAL information carefully. If there are changes required, i.e, account changes or if another FOAPAL is being charged, please notify Tammy LaFreniere or Renee Harlow by forwarding the information to purchasing@keene.edu. Please do not just reply to your email. The reason for making these changes is so that your expenses are correctly reflected in your budget.

Some examples of account codes that should be changed from your default code are:

Conference Fees – 710300Non-Employee Travel – 710400Rentals (including vehicles) – 716100Meals – 719XXXMemberships & Dues - 719100If you have any questions regarding these or other changes, call Tammy LaFreniere – 358-2494 or Renee Harlow – 358-2493.

From: Banner PCard To: Cardholder Subject: Daily PCard Notice (02/06/2009) These transactions have been received. Please provide proper documentation to your account manager as soon as possible. If you have questions regarding your statement, then please contact your account manager. ============================================================================ Credit Card No: **********000000 Cardholder Name: Cardholder ============================================================================ Invoice Date Bank Date Sweep Date Invoice Num Vendor Name Transaction +Charge/ Amount -Credit Seq Num Fund Orgn Acct Prog Actv Line Amount ---------------------------------------------------------------------------- 2/06/2009 2/04/2009 2/13/2009 US Airway 03775284934002 239.20 + 1 5U0000 KFBPUR 711000 020 239.20

TransactionAmountFoapal-Default Account

Sweep Date Vendor Name

From: Banner PCard To: Cardholder Subject: Monthly PCard Statement (01/01/2009-01/31/2009)

These transactions have been received. Please provide proper documentation to your account manager as soon as possible. If you have questions regarding your statement, then please contact your account manager. ========================================================================= Credit Card No: **********000000 Cardholder Name: Cardholder ========================================================================= Invoice Date Bank Date Sweep Date Invoice Num Vendor Name Transaction +Charge/ Amount -Credit Seq Num Fund Orgn Acct Prog Actv Line Amount ---------------------------------------------------------------------------- 12/19/2008 12/22/2008 1/12/2009 S0968391 Southwes 5268766895089 187.00 + 1 54N140 KACDVS 710100 020 187.00 12/19/2008 12/22/2008 1/12/2009 S0968390 Agt Fee 89081379710433

40.00 + 1 54N140 KACDVS 710100 020 40.00

Card number(last 6 digits)

Foapal - Default Account Transaction Amount

Statements are due in the KSC Purchasing Office on the 10th of each month. Submit the purchase documentation to your Account Manager in a timely manner. Assist with the resolution of any disputes that might arise.When in doubt, ask your Account Manager or the Purchasing Office questions before you make a purchase.

Purchase from contracted vendors. (See the Purchasing Website for a list : www.keene.edu/purchasing/approved.cfm)Example: U-Save for auto rental; OfficeMax (Boise) for office supplies; Hamshaw Lumber for hardware supplies.

General Rule:It is a sound and established business practice to have the Account Manager be the Supervisor of the Cardholder. While we support this model, we realize that in order to achieve our goal of fiscal responsibility (which is Banner access and account redistribution processing) exceptions to our general rule may be granted.

Conditions for Granting Exceptions to General Rule:

Approved by Supervisor to make any/all Pcard Account Manager authorized changes in Banner.Fiscally responsible for departmental transactions.Active Banner User.

Authorized person serving as Account Manager must review, approve and sign off on monthly Pcard statements.Account Managers with Banner access can be given authorization to reallocate funds within their budget limit.If you would like to have this capability, please contact either Tammy LaFreniere – 8-2494; tlafreni@keene.edu or Renee Harlow – 8-2493; rharlow@keene.edu.

Submit applications for new cards for your department. The form can be downloaded from www.keene.edu/purchasing/forms.cfm.

Maintain communication with your Cardholders.

Review all documentation in a timely manner and add any missing information. Remember – all monthly statements are due in the KSC Purchasing Office by the 10th of every month.

Reconcile documentation to the statement for each Cardholder every month.

Monitor your Cardholders use and compliance with rules and policies.

Contact the Campus Card Administrator when Cardholder violations occur.

Request policy exceptions for Cardholders when necessary.

If the card is lost or stolen, the Cardholder must dothe following immediately:

1. Notify JP Morgan Chase at 1-800-316-6056 to report the loss. The number is available 24/7, 365 days a year.

2. Notify Tammy LaFreniere at 358-2494, tlafreni@keene.edu or Renee Harlow at 358-2493, rharlow@keene.edu.

Remember - your department is responsible for allcharges made against this card up until it is

reportedas lost.

Cardholder name and campus address MUST be on all documentation. The seven (7) required points for documentation are:

Who – Vendor or supplier nameWhere – Vendor or supplier addressWhat – Brief description of goods purchasedWhen – Date of purchaseHow many – Number of units purchasedHow much – Unit price and total order amountBusiness purpose - Very important

Substantiate a clear business purpose for use of department funds

Invoices are the preferred form of documentation

Cardholders must verify that the seven points of documentation are on all invoices.Examples include:

Invoices and hotel foliosItemized restaurant receipts – not just total billCar rental invoices noting travel destinationClear business purpose:

Business discussionDestinationsGroup names/team namesMeeting attendees

Substitute documentation is allowed for rare and unusual circumstances. However, lack of original documentation is a Cardholder violation and may be misconceived as a personal purchase and subject to investigation. The following information must be included with the information previously mentioned.

Explanation of why original documentation is not availableVendor Identification (name and address)Cardholder identification (name and card number)

A missing slip form can be obtained by emailing either Tammy LaFreniere – tlafreni@keene.edu or Renee Harlow – rharlow@keene.edu

Account Managers or Cardholders are responsible for filing the documentation that supports all purchases. Reconciled statements with supporting documentation attached for all Purchasing Card transactions should be filed by date. Account Managers or Cardholders are responsible for maintaining all documentation for Purchasing Card transactions according to documentation procedures.Records must be maintained for at least three (3) years after the fiscal year end.

Account Manager or Cardholder retains appropriate documentation as defined for each purchase made.

Each month the Cardholder receives a monthly statement of activity.

Cardholder prints statement and attaches documentation sequentially for each transaction listed.

A clear and concise business purpose must be stated on either the receipt or the monthly statement for each charge.Cardholder matches the receipts to their statement, signs and dates the statement and forwards to their Account Manager for review.Note: When there is a small receipt, please tape it to an 8-1/2 x 11 sheet of paper to eliminate the chances of losing the receipt. Several slips can be taped to one sheet of paper in chronological order.

Account Manager reviews the packet for appropriate purchases and documentation, dates, signs and sends the complete packet to the KSC Pcard Business Managers Tammy LaFreniere or Renee Harlow at MS1601.Business Manager reviews all documentation during the monthly internal audit and signs off on the Cardholder statement, provided all supporting document is attached and in compliance with policies.

Should the documentation be unsatisfactory, the Business Manager will work with the Cardholder and/or Account Manager to resolve all identified non-compliance issues.Items that remain unresolved for more than 30 days will be forwarded to the Pcard administrator for resolution.Failure to comply with these conditions may result in the withdrawal of the privilege of using the Pcard.

The Cardholder and Account Manager receives the Pcard daily transactions and monthly statements directly from Banner Finance Production via Outlook email.The Account Manager can access FAAINVT to query purchasing card activity. The Account Manager can have the ability to change feed dates and accounting distributions via FAAINVT

If you, as the Account Manager, would like to make these changes, please contact us for training. Otherwise, these requests should be directed to Business Managers Tammy LaFreniere or Renee Harlow at purchasing@keene.edu.

KSC Pcard Audit:Goal

To assure that established auditing and approved business practice rules and regulations are followed.

Process:Cardholders and Account Managers are trained on their roles and responsibilities for Pcards.Cardholders review their Pcard daily activity and their monthly statements.Authorized Account Managers review the Cardholders monthly statements

Authorized Account Managers approve, date and sign the hardcopy of the Cardholders monthly statement.Monthly statements are to be sent to the KSC Purchasing Office by the 10th of each month.KSC Pcard Business Managers review all monthly statements and notify Cardholders and Account Managers with any/all questions regarding monthly statements.Monthly statements not received and/or resolved by KSC Purchasing within 15 days - a letter will be sent to the Cardholder and Account Manager.

Monthly statements not received and/or resolved within 20 days – a second (2nd) letter will be sent to the Cardholder, Account Manager and Supervisor.Monthly statements not received and/or resolved within 25 days – a third (3rd) and final letter will be sent to the Cardholder, Account Manager and Supervisor with the date of Pcard termination.

KSC Cardholder Manualhttp://www.keene.edu/purchasing

KSC Purchasing Manualhttp://www.keene.edu/purchasing/manual1.cfm

KSC Travel Manualhttp://www.keene.edu/purchasing/travel.cfm

KSC Contractshttp://www.keene.edu/purchasing/

approved.cfm

If you have any questions or problems, contact your

Account Manager and/or the Campus Card Administrator:Tammy LaFreniere: 603-358-2494 or

tlafreni@keene.eduRenee Harlow: 603-358-2493 or

rharlow@keene.eduFor lost or stolen cards call JP Morgan Chase: 800-316-6056