Activity: Purchasing Card Audit and Use Financial Policy: P-33 Conflict of Interest Related Policies: State statute #35-44-1.3, Section 2.50 (Appendix F) http://www.indiana.edu/~purchase/policies/appendix.html#appenf P-3.0 Ethics http://www.indiana.edu/~purchase/policies/p30.html P 3.1 Code of Ethics http://www.indiana.edu/~purchase/policies/p31.html Conflict of Interest and Disclosure http://www.indiana.edu/~purchase/cid.html IU Institutional Purchasing Policies http://www.indiana.edu/~purchase/policies/policy_list.html Other Relevant Policies http://www.indiana.edu/~policies Additional Forms: N/A Things to Know:
Your campus Accounting office will review cardholder statements and receipts on a monthly basis, and the IU Internal Audit Department may also conduct periodic audits of cardholder transactions and supporting documentation. Additionally, the IU Purchasing Card Administrator will be reviewing the transaction activity reports to ensure that cardholders are adhering to the IU policies and procedures. The IU Purchasing Card can be used at any MasterCard merchant. Each individual purchasing card transaction must not exceed the set dollar limit for the card including shipping (default is $1,000). Transactions at $1,000.01 and greater will be denied at the point of sale (this includes any shipping or handling charges that may apply). It is not permissible to make multiple charges in the same day to the same vendor in order to facilitate a charge that exceeds $1,000.00. If this limit does not meet your department's needs, you may submit a written request to have the transaction dollar limit revised.
All purchases must be made in compliance with IU Institutional Purchasing Policies (see above)
Cardholders may not make purchases that violate University policy restricting business transactions that may be perceived as a conflict of interest (purchases from a business in which you or a relative have a financial interest). See a full version of policy P–3.3 Conflict of Interest above.
Use of the card for personal purchases is strictly prohibited.
IU is tax exempt. Our sales tax exemption number is printed on the face of the card (0031232940008). It is the cardholder's responsibility to ensure that tax is not charged. If you are charged tax, the procedure is to contact the vendor and request a credit for that amount.
If the card is issued to an individual then only the authorized cardholder may use the card. Delegation of authority is not permitted unless your card is issued in the name of your department. Merchants require that the signature on the card match the signature on the receipt. In general, your MasterCard should be used in a responsible manner and should be used only for those purchases that are in the best interest of the University.
If the card is issued to an organization (department) then the card should not be signed.
If, in the course of using the card, you encounter a merchant who is not currently MasterCard capable, and would like to become a MasterCard merchant, please have them contact the IU Purchasing Card Manager.
See IU Purchasing Newsletters: http://www.indiana.edu/~purchase/newsletter/list.html
