USC Visa Purchasing Credit Card
Click here for Purchasing Card Reporting Procedures (Rev 7-12-2006)
The University of South Carolina is now issuing Bank of America purchasing Cards to eligible employees for purchasing supplies that total $1,500 or less. Each permanent faculty member or staff member is eligible to apply for an individual card (no departmental cards will be issued, only one card per individual). The application must be approved by the member's Department Head and submitted to the Business Office for College approval. After the application is approved by the Dean or his designee, the application will be forwarded to the University Purchasing Liaison in the USC department. The Purchasing Card will be issued in the name of the member and will carry the statement "For official use only," along with the University of South Carolina name. Bank of America will send the Purchasing Card to the University Purchasing Card Liaison for dissemination to the member. The University Purchasing Card Liaison will either contact the member directly or will contact the College Liaison to arrange for the member to sign the cardholder's agreement and to complete a mandatory training session. The card will then be given to the member. From this point forward the faculty or staff member will be referred to as the cardholder.
Purchases made using the Purchasing Card must be approved by the department head, the College of Education Business Office, and the Dean or his designee. Purchases made, which exceed $300.00, must be approved prior to the actual purchase. The College of Education will use the Purchasing Card Purchase Approval form for approval purposes. A copy of the approved Purchasing Card Approval form will be returned to the cardholder by campus mail from the Business Office, or if necessary, the cardholder or his or her designee can be telephoned to pick up the approved form. Once the purchase has been made, the cardholder must turn in the original sales slips, register receipts, packing slips, and Purchasing Card slips to the College Liaison. A copy of the Purchasing Card Purchase Approval form must accompany the receipts and slips. The College Liaison must receive the receipts, slips, and Purchasing Card Approval form copy within three business days of the purchase.
The Department Head must assign a default account number (example: 15200A000) and class code (example: 53002 - educational supplies) for each card. The default number will be charged for all purchases made with the card, unless approval has been made to charge another account. You will indicate the account to be charged on the Purchasing Card Approval form. The College Liaison will assign an account number to be charged along with any cost sharing information and other changes when the Purchasing Card statement is received from the University Liaison. If the default account number needs to be permanently changed, notify the College Liaison by memo. The memo needs to include the Purchasing Card number, cardholder's name, an effective date of change, new default account number, and the department head approval.
Cardholder Responsibilities
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Ensure the Purchasing Card is used only for legitimate business purposes.
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Maintain the Purchasing Card in a secure location at all times.
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Not allow other individuals to use the Purchasing Card.
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Adhere to the purchase limits and restrictions of the Purchasing Card and ensure no single transaction exceeds $1,500.
Under no circumstances charge more than $1,500 for a single transaction, even if you believe the purchase is an emergency purchase.
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Turn in original sales slips, register receipts, and/or Purchasing Card along with a copy of the approved Purchasing Card Purchase Approval to the College Liaison within three business days of the purchase
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If the purchase is by telephone/fax, the cardholder must turn in the order blank if one is available, and a copy of the approved Purchasing Card Purchase Approval with a notation that the purchase has been made.
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Attempt to resolve disputes or billing errors directly with the vendor and notify Bank of America if the dispute or billing error is not satisfactorily resolved.
If Bank of America needs to be notified, complete the Cardholder Statement of Disputed Item, form and fax it to Bank of America. Notify the College Liaison of any pending credit by noting the credit amount and information on the Purchasing Card Purchase Approval form and forwarding a copy to the College Liaison. If the dispute is not settled, notify the College Liaison within three business days.
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Not accept cash in lieu of a credit to the Purchasing Card account
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Immediately report a lost or stolen Purchasing Card to Bank of America (24 hours a day, 365 days a year). Immediately notify College Liaison at the first opportunity during business hours
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Return the Purchasing Card upon terminating employment with the University of South Carolina or transferring to another department within the University
Cardholder Liability
The Purchasing Card is a corporate charge card which will not affect the cardholder's personal credit, however, it is the cardholder's responsibility to ensure that the card is used within stated guidelines of the Purchasing Card Cardholders Manual as well as University Policies and Procedures relating to the expenditure of University funds. The Dean of the College will be notified if the cardholder fails to comply with program guidelines. Failure to comply with program guidelines may also result in permanent revocation of the card, personal liability for expenses incurred, and further disciplinary measures that may include termination.
Termination of Cardholder's Account
The cardholder's account will be terminated by the University Liaison for the following reasons:
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Cardholder transfers to another University department
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At the request of the cardholder's department head
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Termination of University employment
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Use of card for personal or unauthorized purposes
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Cardholder fails to give College Liaison required receipts
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Use of card to purchase alcoholic beverages or any substance, material, or service which violates policy, law, or regulation pertaining to the University
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Cardholder allows another individual to use his or her card
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Cardholder splits a purchase to circumvent the limitations of the South Carolina Consolidated Procurement Code.
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Cardholder structures purchases with another cardholder to circumvent the purchase limit assigned to either cardholder or to circumvent the South Carolina Consolidated Procurement Code
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Cardholder fails to provide, when requested, information about any specific purchase
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Cardholder does not adhere to all of the Purchasing card policies and procedures
Unallowable Purchases
The following items cannot be purchased using the Purchasing Card and will be blocked at the point of sale:
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Travel expenses
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Registration Fees
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Entertainment Expenses
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Cash transactions (No Cash Advances)
A more comprehensive list of unallowable vendor types will be given to the cardholder during their Purchase card training with the University Liaison.
If you have any questions or comments concerning this program, contact the College of Education Business Office