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Using the MASTERCARD Purchasing Card
- Have an approved purchase (required prior to use). The
MASTERCARD card shall be used for purchases that are on a mandatory state
contract, if the contract conditions include accepting the MasterCard, or shall
be used for over the counter purchases when accepted.
- Identify a vendor/supplier that
sells the required good(s) or service(s).
- Go to the vendor's place of business and place
your order. Be sure that the vendor does not charge you sales tax. If
you are unsure if the vendor will not charge sales tax without a “tax
exemption form”, please verify with the vendor prior to placement of order. If
the vendor requests a “tax exemption form”, email your
request for an exemption certificate to Debby Cooper,
cooperdj@longwood.edu in the Materiel
Management Office and one will be issued for you to take or mail to the
vendor.
NOTE: The MASTERCARD is only to be used by the person whose
name appears on the face of the card. If the Card member is going to be absent
from the office for an extended period of time, management may request a
new Card to be issued to a different person for the duration of the absence. The cardholder may make purchases for anyone in their department. If you
have multiple codes, the Cardholder may make charges against all codes if
you are authorized by your department head to charge against those codes.
Under no circumstances may you allow another person to use the card.
- For those vendor/suppliers that make deliveries or will
mail items, please make sure to give your complete delivery address; i.e.,
building, room number, street address, on the location you wish your delivery
to be delivered.
- Retain all documentation
(sales receipt or packing slip) pertaining to the purchase. This
documentation must be kept on file for reconciliation to the charge card
statement. Documentation will be kept attached to the cardholders
transaction log. The signature on the sales receipt or packing slip will
act as receiving report documentation. Logs and backup paperwork,
packing slips, receipts, invoices, etc. must be in Accounts Payable no
later than the 7th of the month. The original paperwork must come to
Accounts Payable. Copies of the log and attached documentation
will be kept in the Department file for audit.
NOTE: Each transaction must be tracked by the
use of the log.
Click
here to download an
Adobe Acrobat file containing the
MASTERCARD Purchasing
Log which is an example of the log that may be used.
The MasterCard statements are audited by Materiel
Management each month. Cardholders will be sent a written (email)
notification of any infractions found in the monthly statements. These
infractions will include, but not limited to such items as tax charged, not
using proper forms, not having proper signatures, purchases made without
obtaining a release from mandatory state contracts, not using SWaM vendors, etc. If these
infractions are not corrected and are found in the second month's audit, the
Director of Materiel Management may take the card for 30 days. If the
cardholder continues to have infractions, the card may be taken permanently.
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