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Purchasing Office

SMITH COLLEGE PROCUREMENT CARD AGREEMENT

The Smith College Procurement Card Program was implemented in order to provide a more convenient method of procurement for items under $2,000.00, and to reduce the time and expense involved in the processing of requisitions, purchase orders, and invoices for low-dollar amounts. All departments are encouraged to join, and we recommend that departments process as many small orders as is practicable through the procurement card program.

In addition to all other existing Smith College policies and procedures, users of the Smith College Procurement Card must comply with the specific policies and procedures outlined below.

UNAUTHORIZED ITEMS

  • Personal items
  • Firearms, ammunition, or explosives
  • Travel and entertainment including meals for College employees
  • Cash advances or any pre-paid gift cards
  • Department Dinners or Entertainment*
  • Payments for services, including payments to independent contractors or consultants

*Incidental purchases of food and beverages may be made at local grocery stores for department catered luncheons or receptions. However, when an employee is accompanying visitor/guest, the procurement card should not be used for meals or entertainment. Please see the College's Travel and Entertainment Expense Policy at the Controller's Web site for details on entertainment documenation and accounting procedures.

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STANDARD CARD LIMITS

  • Unless spefically authorized, single purchase limit must not exceed $2,000.00 per transaction.
  • Number of daily authorizations allowed is 10 transactions per card.
  • Monthly spending limit (to be determined for your account).
  • Some individuals may have additional limits or variances due to work responsibilities or grant guidelines.

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ADMINISTRATION

The Smith College Procurement Card program is administered by the Business Operations Office of the Physical Plant Department. New card applications should be submitted to this Office for approval. Your supervisor must approve the procurement card request and agree to participate in monitoring card use. Individuals requesting procurement cards will be notified when their card is received. The new cardholder must review and sign the cardholder agreement in order to receive their card.

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CONTACTS

  • JP Morgan Chase:
    • To activate your card: 1-866-602-8170
    • Report a lost or stolen card: 1-800-316-6056
    • Request a copy of a charge slip ($5.00 fee): 1-800-316-6056
    • Customer service: 1-800-316-6056
    • Billing Inquiries: To resolve a dispute or question a charge, you must, within 60 days of the monthly cycle date, complete a "Dispute" form and send it with supporting documentation as instructed by JP Morgan customer service
  • Smith Procurement Card Coordinator: Marisabel Alvarez, Ext 2436 (questions about your card, or to order or make changes to a card)

Dispute forms are available online or by contacting Marisabel Alvarez @ Ext 2436.

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RESPONSIBILITY

The person who is listed on the "Cardholder Account Form" as the Approving Official (most often your direct supervisor) is responsible for reviewing activity on the card to ensure that the cardholder is in compliance with policies and procedures. A monthly report will be provided to the Approving Official to assist them. The Controller’s Office, Business Operations Office or Purchasing may jointly or independently review and audit individual cardholder’s accounts to ensure compliance with College policies.

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OBTAINING THE CARD

The Department Chair or supervisor approves a Smith College card application form. In most cases, the Approving Official is the position to which the cardholder reports directly. The completed forms are submitted to the Business Operations Office at Physical Plant for approval.

Please note that the Cardholder Account Form recognizes that card limits may vary based on College policy, departmental policies, specific responsibilities or grant requirements and every effort will be made to support such requests.

The Business Office of Physical Plant forwards the approved application form to JP Morgan Chase for issuance of the card. Upon receipt of the procurement card from  JP Morgan Chase, the Business Office will notify the cardholder to pick up and sign for the card at the Physical Plant located at 126 West Street.

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NUMBER OF CARDS PER DEPARTMENT

Each department may request any reasonable number of cards for use by that department, however the card must be assigned to an individual user. Each card is restricted to one specific account code. More than one person may have the same account code. Each card will still be handled as a separate card, with separate statements and reports. All cardholders will be required to sign cardholder agreements so that there is a written record of the individual responsible for the card.

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USING THE CARD

The procurement card is to be used only for purchases currently authorized under current purchasing procedures. The card may be used in person, by telephone, online, or in conjunction with a preprinted order form with any vendor who currently takes MasterCard.

  • You must call JP Morgan Chase to activate your card before using it for the first time.
  • All MHEC or Smith College discounts remain applicable. No vendor should charge you a higher price or decrease a discount because you choose to use the card. Contact the Purchasing Department immediately if this happens.
  • Be sure to mention the MHEC contract or Smith College contract when you place the order. If there is no contract, ask for an educational discount. Many vendors will grant you a discount if you ask for one.
  • All purchases are tax exempt, therefore no sales tax should be added.  Smith College's tax-exempt number is E041843040. The Purchasing Department will provide you with a copy of the Exempt Purchase Certificate (Form ST-5) upon request, or click here print your own copy. Check all receipts carefully before signing the charge slip.
  • The card may be used by the cardholder only.
  • The cardholder needs to resolve all disputes directly with the vendor involved.
  • If a credit refund is involved, instruct the vendor to send you a procurement card credit voucher. A record of this credit must be retained with your procurement slips.

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RECORDKEEPING

Payments that appear on the monthly Procurement Card Statement have already been made electronically to JP Morgan Chase. Corrections are made in arrears. The individual cardholder has the task of carefully maintaining all records of procurement card transactions, in a timely fashion, and in an auditable form.

Records must be maintained for a minimum of seven years, unless otherwise stipulated in the grant to be held longer. Section 112 of the Staff Handbook-Archives Policy also applies.

  • Charge slips and receipts must be retained by the department. The charge to obtain a copy of a lost slip from JP Morgan Chase is $5.00.
  • All charge slips should be itemized and contain the following information:
    • Item description
    • Quantities
    • Unit costs
    • Total cost
    • Date of transaction
    • Internal accounting information
    • Signature of authorized cardholder
  • The monthly statement and itemized receipts should provide a clear audit trail. The approving official has the responsibility for ensuring that all expenditures on the card are proper and in accordance with college policies and procedures.
  • The monthly statement must be reviewed promptly. Each charge slip should be compared against the statement, all discrepancies resolved, and a Journal Voucher Form completed, signed and sent to the Controller's Office with a copy of the bank statement and they will make any necessary transfers or adjustments needed to accurately reflect the expenditures in your budget reports.
  • All expenditures, procurement procedures, and filing on all transactions under a grant must conform to the requirements of the grant. The cardholder is responsible for reviewing such requirements and complying with them.

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TERMINATION/CANCELLATION OF THE PROCUREMENT CARD

Protect the card against unauthorized use, theft, and/or loss. Procurement cards may be cancelled if a department or individual does not comply with policies or procedures.

  • Expiration Date: Cards are renewed every two years.  The card is automatically terminated at the end of the contract period with the bank.
  • Lost/Stolen Card: Immediately notify JP Morgan Chase and the Business Office of Physical Plant Department (Ext2436) if the card is lost or stolen
  • Terminated or Transferred Employee(s): Employees terminating employment or transferring to another department must return any procurement cards in their possession to the Business Office of Physical Plant prior to departure or transfer.
  • USE OF THE CARD FOR PERSONAL PURCHASES IS CAUSE FOR IMMEDIATE CANCELLATION OF THE CARD AND POSSIBLE DISCIPLINARY ACTION BY THE COLLEGE.

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