Important Guidelines for Using Purchasing Cards at Salt Lake Community College
Understand the basic rules and card limits when using purchasing cards at Salt Lake Community College. Ensure compliance with sales tax exemption, SLCCBuy usage, and shipping instructions. Remember monthly and single purchase limits, and follow procedures for tax-exempt purchases in Utah.
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Basic Rules These are credit cards that are funded by taxpayer/college funds. Business cards for business use only. We are Utah Sales Tax Exempt, so always request a sales tax exemption when using the card. Always get an itemized receipt for each purchase. This includes tips, shipping, fees, etc. Submit an expense report each month that covers your transactions. Report covers the previous calendar month 1st-31st. Do not use personal accounts for orders on Amazon, Paypal, Uber, etc. Use SLCC Buy accounts when possible.
Card Limits Default monthly limit: $5,000 Limit may be adjusted by supervisor request Single purchase limit: $1,500 Do not split any purchases to avoid the single purchase limit Consider the total cost of the purchase Single purchase limits may be raised by request for conference registrations, memberships, or hotel reservations Any other purchases that exceed the $1,500 should be completed by submitting a payment requisition in SLCCBuy REMEMBER Purchasing cards are one way to pay for small dollar purchases but they are not the only way to make a purchase for the college.
SLCCBuy The P-card can be used in SLCCBuy with select Punch- Out Vendors Cardholders should not setup or use their own business or personal accounts to make purchases from these vendors, including Amazon Prime For purchases over $1500, create a non-catalog item requisition in SLCCBuy Our default phone number for business accounts is 801- 957-4254 or -4255. Reach out to Martha Wilding, Brandon Ostrander, or Wade Nielsen for assistance.
Sales Tax Exemption Only exempt in Utah Cardholders must request exemption for every purchase If the purchase cannot be made without paying tax, cardholders must document their attempts on their expense report Our exemption applies to online purchases, it is the cardholder s responsibility to request it
Mail All items purchased using a P-card must be shipped to SLCC Central Receiving Cardholders are strictly prohibited from having SLCC purchases shipped to their home address or other non-SLCC addresses Billing Address Shipping Address Salt Lake Community College Attn: {cardholder name} 4600 South Redwood Rd PO Box 30808 Salt Lake City, UT 84130-0808 Salt Lake Community College Central Receiving P-card {cardholder name} 2675 S 900 W Salt Lake City, UT 84119
Common Reasons for Declines If your card is declined during regular business hours, please contact the P-Card specialist before calling US Bank. Billing zip code - 84130 Exceeding the single purchase limit - $1,500 Exceeding the monthly cycle limit - monthly cycle limits reset the 26thof each month Merchant Category Codes (MCC) Fraud Alerts
Credit Card Fraud Monitor your account regularly Fraud must be disputed within 60 days Cardholders are responsible for the dispute process with US Bank Damaged cards (not lost) can be reordered Any missing or lost cards should be immediately reported to US Bank and the P-Card Specialist If you will not be using your card for an extended period of time it can be temporarily locked
Traveling with your P-Card Pre-Approval is required before making travel arrangements. Conference registrations should be added to P-Card expense reports, not travel expense reports. Use Concur to arrange flights, hotel, and car rentals. Business Accounts with Uber and Lyft you can use. Travel policy must be followed when using the P-Card. Individual meals on the trip will be done on your personal cards (per diem), which will be reimbursed for you when the trip is over. P-cards should be used for hotels, car rental, hosted meals (student trips). Travel Specialist: Lisa Bradshaw (ex. 4613) SLCC travel policy http://www.slcc.edu/accounts- payable/travel.aspx
Software & Subscriptions All software and subscriptions must be pre-approved by IT Approval requests are submitted online A copy of the approval email must be attached any time there is activity on the card Software renewals also require an attached approval.
Personal Life Events Purchases celebrating personal life events such as birthdays, baby showers, bosses' day, secretary s day, weddings, promotions etc. are not allowed. These purchases cannot be authorized by a supervisor or VP, they are not appropriate purchases Personal event? Use personal funds.
Greeting Cards Personal life event cards (weddings, baby showers, graduations etc.) and holiday cards for internal distribution are not allowed Allowable cards for employees: birthdays, get well, condolence, thank you, Holiday cards for external distribution only
Floral and Plants Condolence Flowers Current employees and immediate family members - head of department approval needed. Retired employee - executive approval if the employee had 10 years of service and retired within the last 5 years Get-well flowers for hospitalizations and extended recoveries Births or Adoptions only flowers, no supplies Decorations for public spaces, not private offices
Gift Cards Gift Cards are NOT an allowable expense as a thank-you gift for employees. Gift cards are considered cash by the IRS and they need to be taxed from the recipient if bought using a P-card. Cardholders are responsible for keeping an inventory and tracking the disbursement of all purchased gift cards using the Gift Card Inventory/Recipient Form. Thank you gifts may be given in the form of tangible merchandise under special circumstances. All gift card logs should be submitted to ap.invoice@slcc.edu within two weeks of disbursement
Gifts, Prizes, and Awards For non-employees, gift cards are allowed as a thank-you gift, but we discourage you from using gift cards. We prefer tangible merchandise like coffee mugs, blankets, etc. Thank you gifts for employees cannot exceed a value of $50 per occurrence nor a cumulative of $75 annually. Gifts with a value of $50 or less are not taxable to the recipient. Merchandise gifts valued at $50 or more are considered taxable to recipients. Such gifts are accounted for and reported using the Gifts, Prizes or Awards Recipient Information form.
Restricted Purchases Capital Equipment Computers (i.e. laptops, desktops, etc. must be purchased through a PO in SlCCBuy) Furniture and space heaters (must be coordinated through Facilities) Gas or oil for vehicles, except for rental cars (There is a separate Gas Card for Motor Pool vehicles. Reimbursement for miles on a personal vehicle is done using the Mileage Reimbursement Form in SLCCBuy.) Services that would be considered either Payroll (salary) or Independent Contractor Payments (Payment Request) Charitable Donations (The sponsorship form may be used under certain circumstances) Alcoholic Beverages Cell Phones, accessories, and plans (see Personal Communication Plan Guidelines) Cash Advances
Food Purchases All food purchases must have a business justification that outlines the college function and who attended. It should be clear if the attendees were employees, guests, or students. There are different rules based on the nature of the event. See Small Dollar Guidelines. We have contracts with Taher for food catering, and Pepsi for beverage purchases. Both have first right of refusal. Reach out to Gina Chase (ext. 4031) for more information. https://www.slcc.edu/foodservices/foodandbeveragepurcha seguidelines.aspx
Food For Internal Events Breakrooms should not be stocked with significant refreshments, including soda, excess candy/snacks, and other food items, solely for employee use Departments are encouraged to utilize water dispensers and reusable cups, rather than bottled water. Beverages provided must be in adherence to the current beverage contract with Pepsi. Food for College business meetings and college-sponsored employee events, held on or off campus, including training, extended meetings, retreats, and other official gatherings limited to College employees is an appropriate expense with a valid business purpose. Tipping is allowed, 15% or the Auto Gratuity on the order. The food and beverage should be appropriate to the function and at a reasonable cost. Such business meals must have a direct business purpose where the main focus is the business activity and the meal is incidental,and should be infrequent. Departments are discouraged from regularly providing food for staff meetings, including holding meetings at restaurants. Food for social events limited to college employees is an appropriate expense with Executive Approval. Education and General (E&G) funds should not be used for these social events.
Business Purpose Purchases must be appropriate for the activity and be a reasonable cost to the College An appropriate business purpose answers the question: How does this purchase benefit SLCC? Business purposes should be written in such a way that an individual, unfamiliar with your position or department, can understand how the purchase benefits the College. Account codes and business purposes are not the same. The business purpose may include information related to the account code, but an account code alone is insufficient.
Expense Type Business meal Sufficient Business Purpose Lunch for employees for quarterly IDC meeting held during lunch due to scheduling needs Insufficient Business Purpose Staff Meeting or Lunch Food for event Snacks Food for students for Back to School Night on 08/20/2020 2020 AMA Conference New York John Conference Conference Smith Board fabrication MARS project Supply Electrical components Office Supply Mouse for John Smith Mouse Membership Membership 2020 Annual Institutional Membership to National College Association (NCA) Paper goods for break room Office Supply Breakroom supply or Office Supply Project Expense Parts for Chiller at AAB Work Order 12345 Water Rental for Water Cooler in AAB123 Office Supply or Water Book Books Book for staff research and course development
Itemized Receipts Itemized receipts are required for every transaction. There are no exceptions. Receipts must be legible. If a receipt cannot be read, the transaction will be returned. Original receipts must be kept until an expense report is approved. All receipts must include: Vendor name Item description(s) No Utah sales tax Total Transaction amount (must match amount in Chrome River) Date Unit price
Itemized Receipts Examples of itemized receipts: invoices, email confirmations, website confirmations, or scanned paper receipts Chrome River Snap app - upload receipts directly POs from SLCCBuy may be used if the total amount matches the transaction amount. Lost receipts Cardholder should contact the vendor for a replacement If unable to obtain a copy, a missing receipt form must be submitted. This form should be used infrequently and as a last resort
Due Dates A P-Card expense report must be completed every month your purchasing card has activity. This includes both debits and credits Expense reports must be submitted by 10th of the following month and BCMs should approve by the 15th If your card has no activity you do not need to submit an expense report P-Card transactions will NOT post to Banner until the cardholder has submitted their expense report and the report has been approved by all necessary approvers, including the P-Card Office. Therefore, it is very important that expense reports are submitted and that approvers review and approve expense reports in a timely manner.
P-Card Misuse & Policy Violations All P-Cards are the property of SLCC and you should only use the card for SLCC business purchases. If you intentionally use your P-card for a personal purchase, your card privileges will be revoked Accidental personal purchase Reimburse amount at Cashier s Office and provide proof in Chrome River P-Card strikes are given for misuse If you receive 3 strikes you will be placed on a 6 month probation and will need to re-train
Main Points of using a P-Card Single purchase limit: $1,500. Can be raised for travel, memberships, and conference registrations. We are Sales Tax Exempt for the state of Utah. ALWAYS request a sales tax exemption. You ll have to follow up with the vendor if tax was paid. Get an itemized receipt for each transaction. Itemized receipts have the vendor's name, date of purchase, item description, unit price, sales tax/shipping fees, and the total amount. Write your Business Purposes as a full sentence at least. Call/email the Purchasing Card Specialist if your card is declined or have any questions. Use them for whatever you need for your job! These cards are to help you purchase what items you need. Large orders will go through Non-Catalog Item form in SLCCBuy.
