SAINT LOUIS UNIVERSITY
PROCUREMENT CARD
POLICIES AND PROCEDURES
TABLE OF CONTENTS
July 2008
I. Procurement
Card Program Overview
II. Statement of Benefits
A. Overall Advantages
B. Advantages to the University
C. Advantages to the
Business Manager/Department Head
D. Advantages to the Cardholder
III. Procedures for the Procurement Card Program
A. Request/Issuance of the Pro-Card
B. Card Usage Parameters
C. Card Controls
D. Disputed Transactions
E. Spending Limits
IV. Roles & Responsibilities
A. Cardholder Responsibilities
a. Lost or Stolen cards
B. Business Manager/Department
Head Responsibilities
C. Financial Services/Procurement
Card Administrator Responsibilities
V. Audit Function
VI. Non-Compliance
Policy
VII. Control Mechanisms
VIII. Reports
IX. Appendixes
A. Procurement Cardholder Agreement
Form
B. Procurement Card Application
Instructions
C. Suggested Purchases
D. Prohibited Purchases
E. Missing Documentation Form
F. Key Contacts
G. Definitions
H. Missouri
State Sales Tax Letter
I. PROCUREMENT CARD PROGRAM OVERVIEW
The Procurement Card (Pro-Card) Program is designed to provide an efficient
way to procure business-related goods and services. Under this program, qualified
purchases can be charged directly to the Pro-Card. All Pro-Card transactions
are billed centrally to the University and paid directly to the card-sponsoring
bank. Those individuals purchasing small dollar goods for Saint Louis University
are expected to be the primary users of the Pro-Card.
The Pro-Card program transfers purchasing capability directly to the cardholder
within limits determined by existing policies and the cardholder’s department
head/business manager. Rather than require a purchase requisition and purchase
order or a check requisition, the Pro-Card enables departments to quickly and
conveniently purchase goods and services directly from any vendor that accepts
American Express. In addition, the Pro-Card does not affect the cardholder’s
personal credit.
Participation in the Pro-Card program is a convenience that also carries responsibilities.
Although the card is issued in individuals’ names, it is University property
and consequently, no personal purchases may be made using the Pro-Card. All
University policies and procedures related to procurement should be followed.
All cardholders are required to read the Procurement Card Policies & Procedures
and attend a training session prior to receiving their card. Cardholders must
also have an active University e-mail address. Contact the Pro-Card Administrator
@ 977-1455 to address any issues related to card usage and policies, as well
as, to discuss modifications or improvements to the program.
Non-compliance with the program's policies and procedures or fraudulent use
of the Pro-Card will result in suspension of Pro-Card privileges and, in some
cases, may result in disciplinary action in accordance with University policies.
The most current version of this document is available by visiting the Purchasing
Department web site at www.slu.edu/purchasing/ and clicking on the Pro-Card
section.
II. STATEMENT OF BENEFITS
Purchasing, Budget Management, and Sponsored Program Accounting have developed
an improved process for the purchasing of goods and services.
The goal is to streamline the process, while improving flexibility and the
speed with which goods and services are delivered. The Pro-Card is intended
for anyone authorized to make university purchases. With few exceptions, the
card should be used whenever possible to make university purchases. In a few
cases, alternative procedures are in place to streamline procurement of particular
items. These procedures can be found on the Purchasing web page, www.slu.edu/Purchasing.
The Pro-Card Program provides the following benefits:
A. Overall advantages
• No waiting for reimbursements or payments
• Can be used anywhere that accepts American Express, providing flexibility
to the user
• Quicker delivery of goods and services
• Entire system is online, providing for electronic review
• Electronic review of transactions by business manager, financial services
or sponsored programs
• One central location and staff member for questions
B. Advantages to the University
• Overall reduction in paperwork, especially for small dollar transactions
• Uniform training for all Pro-Card holders
• Electronic system from start to finish
• Payment processing time reduced
C. Advantages to the business manager
• Reduced need for check and purchase requisitions
• More flexibility in managing your budgets, less chance for duplicate
payments
• Customized limits and category of spending for cardholders
• Less paperwork at the start of the purchasing process
• Electronic oversight
• Posting of transactions to the card statement is done within 60 hours
D. Advantages to the cardholder
• No need to advance money out of your pocket for purchases
• Purchases can be made quickly, even outside of normal business hours
• Reports can be reviewed electronically
• No paperwork to hold up the order process
• No lost check requisitions, purchase requisitions, or checks
III. PROCEDURES FOR THE PROCUREMENT CARD PROGRAM
A. REQUEST/ISSUANCE OF PRO-CARDS
1. If it is determined that a Pro-card is needed, an Access Key will be provided
by your department head/business manager. This Access Key is necessary when
completing the on-line application located at www.americanexpress.com/corporate
services. Once submitted, the department head/business manager will be notified
via e-mail of the need to review and approve the request. The Procurement Card
Administrator (PCA) is then notified via e-mail of the request and can complete
the process.
2. Certain individuals will not be permitted to receive a Pro-Card i.e. Contract
employees, students, temporary employees, an employee on leave from the University,
a Web Re-con untrained employee, and anyone who has previously had their Pro-Card
revoked.
3. Once approved, the cardholder will be scheduled for training by the PCA.
Training is required for both cardholders and business managers of cardholders.
At the conclusion of training, the cardholder agreement must be signed, if not
previously signed, and a copy of the User’s Manual will be distributed
to each User. The Pro-Card will only be distributed after all necessary documents
have been approved and signed.
4. The PCA is responsible for instructing and monitoring cardholders in the
proper use and responsibilities of the Pro-Card.
5. Financial Services and/or Sponsored Programs/Health Science Financial Services
is responsible for monitoring cardholders in the proper use and responsibilities
of the Pro-Card for sponsored program purchases.
6. A Pro-Card is identified to a specific cardholder or vendor and charges
made to the Pro-Card default to a specific Budget and/or Grant fund number.
Charges to other fund numbers, within a specific department, can be accommodated
during the reconciliation process.
7. The Pro-Card may be used for all of the allowable purchases described in
this document (See Allowable Purchases in the Attachment Section of this manual).
Department heads/business managers/supervisors have discretion to further restrict
the use of Pro-Cards, as they deem appropriate within these guidelines.
8. Cards will automatically be renewed/issued upon expiration. The PCA will
distribute these directly to the cardholder. The Business Manager/Department
Head is responsible for advising the PCA of any personnel that is terminated
or otherwise leave the University to ensure their Pro-Cards are deactivated
in a timely manner.
9. Every cardholder will be subject to a six-month probationary period. During
this time, the PCA will evaluate the cardholder’s use of the Pro-Card.
B. CARD USAGE PARAMETERS
1. The default setting on the Pro-Card for procurement of goods and services
is $200 per transaction. The business manager of the cardholder may request
a higher or lower limit as appropriate. If the business manager needs to request
an increase in his/her own Pro-Card limit, that request must be signed by the
department head/supervisor.
2. The Pro-Card is not to be used to modify an existing purchase order.
3. Existing procurement policies must be followed. For example, transactions
with vendors or individuals where a conflict of interest may exist are strictly
prohibited. To ensure compliance with this requirement, please consult the Purchasing
Agent with any questions. Do not supersede departmental procedures, if any,
to obtain authorization to make a purchase when using the Pro-Card. Current
procedures can be found at www.slu.edu/policies&procedures.
4. Determine if the Pro-Card is the appropriate method to use for acquiring
the goods or services needed. (See the attached list of prohibited purchases).
5. Prior to your purchase, determine if there is a preferred vendor for the
goods or services that are to be acquired. This list can be found at www.slu.edu/purchasing
(click on Vendor Listing) or contact the Purchasing Agent. These are pre-selected
vendors based upon a variety of parameters – quality, special discounts
or rebates that may apply. When preferred vendors are used, the institution
can leverage purchases to maximize the value to the university (i.e.: preferred
quality, pricing, enhanced customer service, and timely delivery).
6. If a cardholder wishes to use a vendor who is not on the approved vendor
list, the cardholder must provide the vendor’s name and contact information
to the PCA. These vendor names will be submitted to the Purchasing Agent for
possible inclusion on the approved vendor list.
7. The University is exempt from Missouri State Sales Tax and the University
Tax I. D. number is embossed on all Pro-Cards. To avoid paying sales tax initially
or resolving a sales tax application at a later date, you should mention the
University’s tax-exempt status at the time of purchase. A copy of the
Tax Exempt Letter can be requested from Purchasing although it is not required
to use the card.
8. Supporting documentation must be provided and maintained for all purchases.
If the purchase is not made in person, request that an invoice, receipt, confirmation
and/or packing slip be sent directly to the cardholder along with the purchase.
The cardholder must retain this information for proper reconciliation and documentation
of the charge.
9. The cardholder is responsible for ensuring receipt of the materials purchased
and for following-up with the vendor to resolve any issues related to pricing,
delivery discrepancies, damaged goods or application of sales tax in error.
When placing the order, the cardholder should ensure that complete shipping
instructions are given to the vendor.
10. If, for any reason, it is necessary to return goods that have been purchased,
the cardholder should contact the supplier and follow the directions provided
for return of the merchandise.
C. CARD CONTROLS
The Pro-Card provides each cardholder with greater flexibility to make purchases.
Pro-card purchasing controls are designed to provide management with effective
tools to monitor and oversee purchasing activities to ensure the achievement
of University goals.
At management’s discretion, each cardholder can have several different
types of controls placed on their Pro-Card. Please see the Control Mechanisms
listed in section VII of this document.
Splitting transactions – if a purchase is over your single transaction
limit, do not ask the vendor to split the charges. Splitting transactions is
not permitted. The Pro-Card Administrator will be monitoring such activity.
If you have a need for higher limits, you should request approval from your
manager and contact the Pro-Card Administrator for further instructions.
Telephone/Internet Orders – all telephone and Internet orders will require
a receipt for reconciliation and audit purposes. A packing slip can be used
as a receipt for telephone orders. An Internet confirmation or screen print
of order can be used as a receipt for Internet orders.
Taxes – DO NOT allow the vendor to charge tax. All purchases made are
exempt from taxes. The Pro-Card identifies Saint Louis University as being tax
exempt. The cardholder should advise the vendor of the Tax Exempt status and
should monitor the purchases to verify that no tax was charged. If a charge
occurs that includes tax, the cardholder will be responsible for reconciling
this charge directly with the vendor.
D. DISPUTED TRANSACTIONS
A disputed transaction can result from failure to receive goods, fraud or misuse
of the Pro-Card, altered charges, defective merchandise, incorrect amounts,
duplicate charges, credits not processed, sales tax improperly added, etc. The
cardholder is responsible for following up with the vendor and/or the card-processing
bank on any erroneous charges, disputed items or returns. After the disputed
transaction is resolved, a credit may be issued which, at the time of resolution,
will appear on the cardholder’s electronic Web Recon Statement. It is
the responsibility of the cardholder to monitor any disputed transactions and
credits issued.
The procedure for handling disputed transactions is as follows:
1. Contact the vendor first to resolve any outstanding issues. Most concerns
can be resolved in this manner.
2. If the cardholder is unable to reach agreement with the vendor, the dispute
can be handled by contacting American Express Customer Service at 1-800-492-4920.
If the cardholder is dissatisfied with the resolution of the disputed item,
the Procurement Card Administrator should be contacted.
E. SPENDING LIMITS
The Corporate Purchasing Card differs greatly from other Card products in that
it has specific dollar spending limits set for each individual Card. There is
a $200 maximum per transaction, along with a $2,000 limit per month per Card
member. Any increases to these limits will require the following:
• State the business need for the modification
• Obtain your Department Manager’s approval
• Business Manager/Department Head e-mail PCA
IV. ROLES AND RESPONSIBILITIES
A. CARDHOLDER RESPONSIBILITIES
1. Cardholders must attend training prior to receiving the Pro-Card. The cardholder
agreement will be signed at the conclusion of training, if not already completed.
2. The Pro-Card is to be used only by the named cardholder and is not to be
used by another employee or any other person.
3. Misuse of a Pro-Card could result in disciplinary action up to and including
forfeiture of Pro-Card privileges. (See Non-Compliance Policy)
4. Periodic audits of procurement card usage will be conducted by the Business
and Finance Division and may be conducted by external parties as well. Cardholders
are expected to assist in these audits as requested.
5. All potential cardholders will be supplied an Access Key. This Access Key
will be used to apply online at www.americanexpress.com/corporateservices. Cardholders
must follow all university and departmental policies and procedures relating
to the procurement of goods and services.
6. Cardholders may not make personal purchases on the Pro-Card for any reason.
There are significant tax implications both to the cardholder and to the University
related to these types of transactions. (See Non-Compliance Policy)
7. Certain purchases are restricted or prohibited for various reasons. See
the attachments for a listing of allowable and prohibited purchases. If in doubt,
contact the Purchasing Department or the PCA.
8. It is the Cardholder’s responsibility to ensure that Missouri and
Illinois State Sales Tax are not applied to their Pro-Card purchase (Contact
Purchasing if a copy of the Missouri or Illinois State Sales Tax Exemption form
is necessary).
9. Cardholders must immediately report lost
or stolen Pro-Cards by calling American Express at 1-800-492-4920
and notifying both their Business Manager and the PCA. The Cardholder’s
department may be liable for all charges incurred until the card is reported
lost or stolen. Although, charges that are deemed fraudulent by American Express
on a lost or stolen card will be covered by the unlimited liability agreement
with American Express.
10. The cardholder is responsible for maintaining all receipts and other documentation
for all procurement card transactions. When the receipt is not available, the
cardholder should keep the packing slip or receiving documentation. When an
order has been placed on-line or over the phone and there is no receipt, the
cardholder should print out the Internet confirmation or screen print the order.
11. Cardholders are required to review (reconcile) their on-line charges against
their receipts, at minimum, on a monthly basis in the American Express Web Recon
system. All documentation should then be forwarded to their designated approver.
12. Handle all disputed charges – see Disputed Transaction section III
C.
13. The receipt is a critical part of the purchase documentation and should
be included with all reconciliation’s. In the event a receipt is lost,
contact the vendor directly to obtain a copy for reconciliation. If the vendor
cannot produce a receipt copy, complete the Missing Documentation Form and forward
to your designated reviewer.
B. DEPARTMENT HEAD/BUSINESS MANAGER RESPONSIBILITIES
The University Procurement Card is an efficient tool a manager can offer his/her
faculty/staff. The Procurement Card is not for all kinds of purchases, and the
manager must understand the Procurement Card process and must be willing to
take responsibility for ensuring the faculty/staff are using the Card within
university guidelines. Specific responsibilities are as follows:
1. Coordinates Pro-Card applications.
a. The potential cardholder completes an electronic application that is forwarded
to the business manager/department head for review and approval.
b. Spending types and limits are indicated on the application by the Business
Manager, and changed when necessary by contacting the PCA.
c. The default fund numbers are also indicated on the application, and changed
when necessary by contacting the PCA.
d. Once approved by the Business Manager/Supervisor, the application is electronically
forwarded to the PCA for submission to American Express.
2. Establishes and communicates any necessary departmental guidelines or procedures.
3. Completes a review of all charges in Web Recon on a monthly basis for cardholders
in their department.
4. Obtains all supporting documentation of purchases from Cardholder’s.
Retains the documentation for all purchases on all accounts responsible for
reviewing for 5 years (current plus four years) after the close of the most
current fiscal year.
5. Submits memo to Finance/PCA if there are discrepancies or compliance questions
after completing the review.
6. Notifies the PCA if there appears to be a supplier inputting sales tax amount
and/or other point-of-sale data incorrectly. The PCA will work with the supplier
to resolve the problem.
7. Ensures that items billed to the Card have been received and that procedures
are being followed as stated in the Policy and Procedure Guide. Any violations
should immediately be reported to your PCA.
8. Collects and destroys cards from all employees separated from the University/department.
The PCA is notified of any card cancellations.
C. FINANCIAL SERVICES/PROCUREMENT CARD ADMINISTRATOR
(PCA)
The PCA will now receive one invoice from American Express each month. The
following procedures detail responsibilities of the Financial Services/Procurement
Card Administrator:
1. Reviews applications for valid cost center approval.
2. Authorizes charges over the Pro-Card limits.
3. In partnership with Purchasing and Business Managers, issues and reviews
reports concerning compliance issues and unusual or suspect activity.
4. Assists A/P in balancing the general ledger interface to card file.
5. Processes the American Express invoice within 14 days after cycle cut.
6. Contacts American Express of any card cancellations.
7. Executes random audit of charges and activities.
8. Identifies and drives future program applications and enhancements.
V. AUDIT FUNCTION
To ensure compliance with the policies and procedures of the Pro-Card Program,
the PCA along with the Purchasing Department, will execute and review the following
monthly reports in Web Recon:
Sales Tax Report – measures the application of sales tax charged in error.
Unusual Activity Report – indicates transactions with unusual vendors
and expenditures.
Vendor/Cardholder Spend Report – indicates dollar amounts spent by cardholder
per vendor.
The information obtained from the above reports will be shared with the Cardholders
and their Supervisor as necessary. Required action will be communicated to the
appropriate parties by the PCA who will complete a follow-up to ensure compliance.
In addition, a monthly random audit of Cardholder Monthly Statements will be
initiated to ensure all supporting documentation is available and record retention
policies are consistent. This audit will ensure that all active cardholders
are reviewed at least annually.
VI. NON-COMPLIANCE POLICY
Individuals given Procurement Card access by the University and their departments
are held accountable for all transactions related to their card. Consequences
for misuse of the Pro-Card are serious, and may include card suspension, card
revocation, disciplinary action, employment termination and legal action.
The following responsibilities, while not all-inclusive, are critical and must
be followed by all cardholders:
• 100% review and approval of all Pro-Card Transactions.
• Using the Pro-Card for personal purchases is not permitted under any
circumstances.
• Ensuring that Sales Tax is not applied to Pro-Card transactions.
• Failure to successfully follow the above listed policies and any additional
policies listed in this manual will result in the following penalties:
First Offense: 30-day suspension of card privileges
Second Offense: Card cancellation
VII. CONTROL MECHANISMS
The Procurement Card is a special type of charge Card. There are several types
of controls that will be placed as a default on each Pro-card. The following
are the list of controls that will be followed:
• Maximum dollar amount per transaction at $200
• Maximum transactions per day/month/cycle to be determined by the BM/DH
based upon budget limitations.
• Specific total spending limit per cycle at $2000
• Merchant Category Code (MCC) restrictions. Restricts purchases at certain
merchant types. Should a cardholder use their card at a restricted merchant,
the merchant/cardholder will receive a decline at the point of sale. The attempted
transaction will be reported by American Express to the PCA.
• Violation and Exception Reports monitored daily/monthly by PCA
• Ability to track Card usage by employee
• Periodic audits
VIII. REPORTS
Several standardized reports are available through the American Express Web
Recon system. Department Heads/Business Managers may find these useful for managing
their accounts. For further information on these reports, please contact the
PCA.
Appendix A
Saint Louis University Procurement
Card Agreement
I, _______________________________, hereby acknowledge receipt of an American
Express Procurement Card and the associated responsibilities.
I agree to the following conditions for participation in the Saint Louis University
Procurement Card (PC) Program:
1. I will use the Pro-Card only for actual and necessary business expenses,
in accordance with the purchasing guidelines detailed in the Procurement Card
Policy & Procedures Guide. Under no circumstances will I use or permit others
to use the Pro-Card to make personal purchases.
2. I will maintain merchant receipts and statements to reconcile and verify
the monthly charges on the account.
3. I will review and approve the charges on my account by the 10th day of each
month for purchases made month-to-date.
4. I will maintain the Pro-Card and the card number with appropriate security.
If the card is lost, stolen or misplaced, I will immediately notify American
Express and the SLU Procurement Card Administrator (PCA) by telephone. Failure
to notify American Express of the theft, loss, or misplacement of the Procurement
Card may make me personally responsible to the University for any fraudulent
or unauthorized use.
5. I understand that activity on the Pro-Card will be reported to the SLU PCA,
who will audit the use of the card and report any discrepancies.
6. I understand that any attempts to use my Pro-Card for unauthorized purchases,
detailed in the Policy & Procedures, will be reported by American Express
to the SLU PCA.
7. I understand the charges on the card will be billed to my department fund
and account number unless I otherwise notify Financial Services/PCA.
8. I understand that unauthorized use of the Pro-Card may result in revocation
of my use privileges or other disciplinary actions.
9. In addition to any other legal recourse, which SLU may have, I authorize
SLU to deduct from my salary any personal charges prohibited in condition 1
above.
10. I agree to relinquish the Pro-Card immediately upon my retirement, termination
of my employment, re-assignment or re-location, or upon the request of any authorized
representative of Saint Louis University.
Appendix B
Instructions for Cardmembers to
Apply for Your American Express Card Online
Your Business Manager/Department Head will determine who is allowed to receive
a Procurement Card. A department ‘access key’ will be needed to
apply online and can be obtained from your Business Manager/Department Head.
Please follow these quick and easy steps in order to apply for your American
Express Procurement Card using the online application process:
Step 1: GO TO THE AMERICAN EXPRESS WEB SITE
Please visit http://www.americanexpress.com/corporateservices via the Internet
and select “Apply for a Card.” This will take you to the screen
entitled “Submit a Card Application – Step 1 of 3.”
Step 2: ENTER YOUR ACCESS KEY
For security purposes, you will need to input the Access Key (an alphanumeric
password) provided by your Business Manager/Department Head. Enter your Access
Key in the appropriate spot on the screen.
Step 3: COMPLETE THE APPLICATION
Carefully complete the entire application. Certain fields are required and
must be completed to allow the application to be submitted to your Business
Manager/Department Head for approval.
Step 4: SUBMIT THE APPLICATION
Submit your completed application by clicking on the “SUBMIT” button.
Submitting your application will automatically route it to your Business Manager/Department
Head for review and approval. Once approved, it will be forwarded to the SLU
PCA for a final review and submission to American Express for processing.
Once you have submitted your application:
• Procurement Card applications initiated via the Internet have an average
processing time of 24 hours from the time it is submitted by the Pro-Card Administrator.
Approved applicants will receive their Cards via their Business Manager/Department
Head within 7 to 10 days. If this request requires more urgent processing, please
contact the Procurement Card Administrator.
Important Contact Information:
• Your Program Administrator is Jackie Siebert and may be contacted by
phone at 314-977-1455 or via e-mail at jsieber4@slu.edu.
• If you have technical problems utilizing the American Express online
Apply for a Card process, please contact American Express at 1-800-238-8087.
Appendix C
Suggested Purchases
These are examples of uses for the Pro-Card. This list is not exhaustive. If
there is any question about the acceptability of using the Pro-Card, contact
the PCA. In all cases, existing guidelines should be followed and only work
related items should be charged.
Art supplies
Artwork
Books
Chemicals
Discount Stores (i.e. Wal-Mart, Target)
Film and film processing
Florists
Grocery Store (in town/local)
Catering for meetings and events ON campus
Hardware supplies
Janitorial
Lab equipment
Lab supplies
Magazine and newspaper subscriptions
Membership dues
Office supplies
Research supplies
Subscriptions
Teaching supplies
Uniforms
Gasoline for University owned vehicles ONLY
Postage Stamps
Appendix D
Prohibited Purchases
Purchase of some equipment, materials, supplies or services is subject to University
policy and legal/technical constraints and, therefore, the Procurement Card
should not be used. Such items must be purchased using other more appropriate
purchasing means. The following list of items may not be purchased using a Procurement
Card:
*Bio-hazardous materials
*Biological or bacteriological viruses purchased live
*Cash advances
*Gift Cards
*Items for personal use
*Packaged alcoholic beverages
*Services involving labor, indemnity, and/or insurance requirements, and/or
requiring SSA/W-9. Please see the University
and Medical Approved P-Card Vendor List for exceptions to this rule.
*Vehicle purchase or lease
*Weapons, ammunition and detonating equipment
*Travel/Entertainment expenses (as covered in the T&E policy) T&E
Policy
*Independent Contractors
*Technological purchases including computers, laptops, software, cell phones
and PDA’s
*Office machines including copiers, facsimile, scanners and printers
*Interior furnishings
*Events requiring a contract
Any attempt to use the Pro-card for disallowed categories will be reported
by American Express to the PCA and the Department Head/Business Manager.
Appendix E
MISSING DOCUMENTATION FORM
This form is to be used only in the rare cases when documentation from a Pro-Card
purchase is missing or incomplete. Once the required documentation is received,
it should be attached to the appropriate card statement.
Cardholder Name: ______________________________________________________________
Vendor Name: _______________________________________________________________
Transaction Date: ____________________________________
Transaction Amount: __________________________________
Description:
Explanation of why documentation is currently unavailable:
Cardholder signature __________________________________________________________
Appendix F
Key Contacts
Card lost or stolen
American Express Customer Service 800-492-4920
(24 hours, 7 days a week)
Questions about the program
Procurement Card Administrator 314-977-1455
Assistance with vendors, card acceptance problems
Procurement Card Administrator 314-977-1455
Purchasing Director 314-977-2925
Questions about the posting of charges to your account
Procurement Card Administrator 314-977-1455
Appendix G
DEFINITIONS
Alternative Procurement Methods
Purchasing programs designed to provide optimal combinations of price, quality,
compatibility, etc. For example, the on-line office supply ordering system,
E-Way, is an alternative procurement method.
American Express Web Recon
The on-line electronic repository that houses all the card charges. This system
is where all reviews are completed and reporting can be executed.
Business manager
The person in the department that is responsible for the budgets and who has
final purchase authorization.
Card Processing Bank
The bank that will issue and maintain the Pro-Cards, which will be American
Express.
Centrally billed
All charges to the Pro-Card are sent by the vendor to Saint Louis University
and processed through the Pro-Card Administrator.
Default Fund number
The operating budget or grant fund to which a card charge will default.
Procurement Card Administrator (PCA)
The Saint Louis University staff member responsible for coordinating the Procurement
Card Program.
Purchasing
The department at Saint Louis University responsible for acquisition of goods
and services.
Sales Tax Exemption
As a non-profit organization, Saint Louis University is exempt from Missouri
and Illinois State Sales Tax.
Splitting transactions
If a transaction needs to be charged to more than one budget or grant fund number,
it can be split on the Web Recon system.
Sponsored Program Accounting and Health Science Center – Financial Services
The units at Saint Louis University responsible for reconciling sponsored research
and designated gift accounts.
Revised: Thursday, 3 Jul 2008Return to IndexPrinter Friendly Format
