WVU Procurement Card Program

West Virginia University Policy
Division of Administration and Finance

WVU-PS-19

WVU PROCUREMENT CARD PROGRAM POLICY

PURPOSE

This policy sets forth the basic standards for the establishment and administration of the procurement card program at West Virginia University (WVU). The program currently includes the State of West Virginia Purchasing Card and the West Virginia University Research Corporation (WVURC) Purchasing Card, hereafter, jointly referred to as the “WVU Procurement Card Program or WVU’s PCard Program” throughout this policy.

The procurement card (PCard) provides a means for authorized individuals to make routine small dollar business purchases and accounts payable payments for non-restricted goods and services with a credit card.

SCOPE

This policy applies to both State of West Virginia and WVURC employees at all locations and divisions.

POLICY

State of West Virginia PCard Program

In accordance with Legislative Rule, 155 CSR 7, the State Auditor’s Office, PCard Division serves as the Program Administrator for the State of West Virginia PCard Program and will establish the minimum standards for use of the State’s PCard at WVU and must approve the University’s individual transaction limits, credit limits and internal control procedures.

WVU Research Corporation PCard Program

While the WVURC is not covered by the statutory authorities above, it has generally adopted this Procurement Card Program Policy.

Program Administration

The PCard Administration unit, within Procurement, Contracting and Payment Services shall serve as the Program Administrator for the State and WVURC’s PCard programs and will develop and document the procedures, standards, and internal control policies. The recorded policies and procedures will be disseminated to all employees with PCard responsibilities (including cardholders) to ensure compliance with WVU’s PCard Program and any relevant procurement and payment policies.

Non-compliance or fraudulent use of the PCard will result in suspension of PCard privileges and, in some cases, may result in disciplinary action up to and including termination and/or legal action.

PROCEDURE

Procedure development rests with WVU Procurement, Contracting and Payment Services.

RESPONSIBILITY FOR IMPLEMENTATION

All employees are charged with providing full support to this policy. It is the responsibility of the Dean, Director, or Designee to implement this policy and the WVU PCard Manual within their college, department or unit. Procurement, Contracting and Payment Services is available to answer questions or provide additional information regarding this policy. For contact information, please visit: https://procurement.wvu.edu/.

RESPONSIBILITY FOR INTERPRETATION

The responsibility for interpretation of this policy rests with the WVU Director of Procurement, Contracting and Payment Services.

Effective Date: June 6, 2014

Approved By: Narvel G. Weese, Jr., Vice President for Administration and Finance
Approved By: Daniel A. Durbin, Senior Associate Vice President for Finance