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P-Card Changes

This is a compilation of email messages sent by Amy Davis regarding changes to the P-Card protocol in 2009.

Updated P-Card Form

Due to a recent message from the Corporate Controller’s office, modifications were made to the MRI Purchasing Card Support Form in order to comply with policy.  The form is available in room 243 and on the MRI website at the following address:  http://www.mri.psu.edu/intranet/forms.asp

The changes to the form include an area for the purpose of the purchase.  Please be sure that you are providing a clear purpose for the transaction (why was the purchase made?).  A purpose of “research” is not enough – but information like “to support lab work on XYZ grant” is acceptable.

Other examples given were:

The other change was to the description area of the form.  Please just list the items purchased then fill in the total of the order where indicated.  
 
As a reminder for Purchasing Card acquisitions, the card holder is responsible for the following:

• verifying that the receipts and support form pertaining to ordered material or services accurately depicts the transaction including the amounts paid,
• marking on the support form the authorized accounts to which the transaction should be charged,
• ensuring the support form contains the description of the purchased item or services (what was purchased),
• noting the purpose of the acquisition on the support form (why it was purchased- business purpose),
• signing the receipt when not already signed to indicate that goods and services were received, and
• signing the support form as verification that the information on the support form is correct.

Use of E-Buy instead of P-Card

Per our Financial Officer, we are being encouraged to use eBuy, rather than the purchasing card, for all vendors on the eBuy system.  A listing of such vendors is available below.  Many typical scientific suppliers such as Fisher, Sigma-Aldrich and VWR are among those available via eBuy.

We are also being encouraged to make use of General Stores (via eBuy) as the vendor of choice for typical office supply needs.  While there may be occasional savings on individual products, we should not forget the lost time from other duties for staff to make trips to off-site vendors.  Ordering online from General Stores, who then provide delivery, is usually the overall cost-effective choice.

E-Buy vendors:

Splitting P-Card Charges by Account

When splitting charges between budgets/funds/cost centers please don’t forget to include the shipping charges.  The shipping should also be split between the accounts.
 
Example:
You purchase three items from a company and want to charge them to three different accounts.
 

If you have any questions please contact Amy Davis ( Validate to view contact info ) .