P-Card Program

Responsibilities and Expectations

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Responsibilities

The Accounts Payable department is responsible for monitoring p-card transactions for compliance, not only with ACU policies but also with the IRS. The signed expense reports and their related documentation are audited on a monthly basis and retained in the Accounts Payable office.

The cardholders will have the following responsibilities:

  1. Ensure the proper and secure use of the p-card and respect the card as if it were their own.
  2. The cardholder may initiate transactions on behalf of others in his/her department; however, the cardholder is responsible for all use of his/her card.
  3. Ensure that sufficient budget funds exist for making purchases and only use FOAP numbers the cardholder is authorized for.
  4. Know and follow the p-card policy as well as any other applicable university policies.
  5. On a monthly basis each cardholder or department responsible individual should complete the following processes:
    1. Reallocate p-card transactions throughout the month to the appropriate FOAPA in Concur Expense
    2. Provide a valid business purpose for each expense
    3.  Upload receipts that correspond with posted p-card transactions in the applicable monthly Concur CBS report
    4.  Submit monthly CBS expense reports in Concur Expense by the 15th day of the month following posted card transactions

Concur CBS P-Card Expense Report User Guide

JP Morgan Card Insurance Memo

Penalties and Prohibited Items

The following purchases are considered prohibited and the funds charged to the university card will need to be reimbursed to ACU through the Cashier’s Office:

  • Alcoholic beverages or tobacco products
  • Cell phones or cell phone monthly bill payments – see the Cell Phone Policy 
  • Personal purchases that are not business related expenses
  • Cash as a credit for returned items

The following items should not be purchased with an ACU purchasing card:

  • Travel expenses (with the exception of fuel in a university vehicle)
  • Fuel in a personal vehicle – If an individual is using their personal vehicle for ACU business, they need to track mileage and turn in a Concur expense report for mileage reimbursement. Mileage reimbursements not only cover fuel costs but also wear and tear on the vehicle. Please see ACU’s Travel & Entertainment Policy.  
  • Gift cards, gift certificates, or store credits
  • Gifts purchased over 30 days in advance without an intended business purpose
  • Certain gifts, awards, prizes, and reception costs – please see ACU’s Gifts, Awards, Prizes, & Receptions Policy when making such purchases
  • Cash advances
  • Cash as a credit for returned items
  • Alcoholic beverages or tobacco products
  • Personal purchases including individual memberships. For example: Amazon, Spotify, and Sam’s Club memberships are prohibited.
  • Personal utility bills
  • Spousal or family expenses unless previous approval from the tax director has been obtained through a Spousal Accompaniment Approval form – see the Travel & Entertainment Policy for more detail
  • Cell phones or cell phone monthly bill payments – see the Cell Phone Policy
  • Internal ACU purchases such as ACU Billing, ACU Press, ACU Theater tickets, ACU Athletic tickets, ACU dinner tickets, ACU Meal Plans, or CopyCat are prohibited. These purchases should be made using a departmental FOAP.
  • Telephone and computer purchases – these items should be purchased through the Information Technology department.
  • All travel expenses for employees should be purchased using an employee’s travel card and not with a university purchasing card.
  • Other purchases in violation of university policy – see the P-Card Policy and the Employee Handbook for more detail.

The Accounts Payable department is responsible for monitoring p-card transactions for compliance, not only with ACU policies but also with the IRS. The signed expense reports and their related documentation are audited on a monthly basis and retained in the Accounts Payable office.

If a cardholder does not submit the monthly p-card expense report in Concur by the required due date or if a p-card expense report is received that is in violation of the p-card policy, the cardholder and supervisor will receive an email notification allowing 7 days for the proper documentation to be provided.

The p-card is a privilege granted to faculty and staff and must be used in a responsible and appropriate manner. Fraudulent misuse of the card or policy disobedience can result in:

  • Temporary card suspension
  • Permanent card suspension
  • Financial restitution
  • Employment termination
  • Other disciplinary actions set forth under university policy

If a supervisor is not meeting their supervisor responsibilities, penalties may include:

  • The suspension of all cards underneath the supervisor
  • Employment termination
  • Other disciplinary actions set forth under university policy

Topics and details for purchases

If an ACU employee is using their personal vehicle for business, they should track mileage and turn in an expense report for mileage reimbursement. Do not charge fuel for a personal vehicle to the purchasing card. The mileage reimbursement is to cover not only fuel but travel wear and tear on the vehicle. Fuel and mileage together should never both be paid to an individual.

If a vehicle is rented for business purposes, fuel may be purchased on the purchasing card.

The IRS standard mileage rates for business use of a car (including vans, pickups or panel trucks) will be:

  • 0.575 mileage rate

Please refer to the ACU Travel website for rental car information and hotel details.

ACU has an exclusive agreement with the Coca-Cola. The contract allows for the sale or promotion of any product available only through Coca-Cola on our campus. We ask your help and cooperation in honoring both the stated intent and the spirit of the contract. We look forward to a great partnership with Coca-Cola over the term of the contract. If you have questions about the product availability or product mix, or if you need ordering information, please contact University Procurement at 325-674-2273 or email purchasing@acu.edu.

From whom can the contract beverages be purchased?Contract beverages, such as sodas, juice, sports drinks, water, and other variety of beverages, may only be purchased from Coca-Cola, the ACU Warehouse, any of our dining services, The Campus Store or vending machines. These beverages cannot be purchased from any other source by purchase order, purchasing card, or donation through reimbursement. See below for purchasing information.

What about advertising?
Bottling company advertising or promotion on campus is limited to Coca-Cola and its products. Other competitor companies may not advertise or promote their products on campus during the term of this agreement.

Purchasing and Product Information
We ask that you order the products listed below through the ACU warehouse only. All prices for products stocked in the warehouse have been compared to market value. To help offset the cost, we are discounting the price on all drink purchases through the warehouse only. Prices are subject to changes as market value fluctuates. We will commit that pricing will not change until May 2024.

The following are a list of items that must be ordered through the Warehouse. Please send a completed Warehouse order form (available on myACU Quicklinks) by email to warehouse@groupmail.acu.edu.

Stock#         Description           Discount Price      Case Quantity
S30110        Coca-Cola             $12.32                  24-12oz cans
S30111        Diet Coke               $12.32                  24-12oz cans
S30102       Dr Pepper               $11.50                  24-12oz cans
S30103       Diet Dr Pepper       $11.50                   24-12oz cans
S30112       Dasani Water          $5.29                    24-16.9oz bottles

All other Coca-Cola products not listed above must be purchased through myCoke.com. The delivery schedule for orders through myCoke.com is as follows:

Order: Monday —> Delivery: Wednesday
Order: Wednesday —> Delivery: Friday

For assistance regarding special orders or requesting new user access to myCoke.com, please contact the Procurement office at purchasing@acu.edu or by calling extension 2273.