Credit 1 - Iowa State University



IOWA STATE UNIVERSITY

COA PURCHASING CARD PROGRAM

Cardholder Application

|Name of Purchasing Card Applicant (must be an officer of the org.): |Cardholder ISU ID: (on the ISUCard, middle 9 digits only) |

|      |      |

|Organization Name & Title of cardholder: |Telephone Number       |

|      | |

| |Telephone Number (Alternate):       |

Purchasing Card Process

The ISU Campus Organizations Accounting Office (COA), in coordination with ISU Purchasing Department, USBank and Elan Financial Services, will issue the COA Purchasing Card. COA Purchasing Card Program Cardholder Agreement and Application forms must be completed and returned to the Campus Organizations Accounting office with appropriate authorization before the Purchasing Card will be ordered. The cardholder will receive their card at the completion of training for all roles in the reallocation process and at that time the cardholder will be required to sign the back of the Purchasing Card.

The Purchasing Card dollar limit will be $500 per transaction, with student organizations having the option of setting lower limits. The monthly credit limit will be determined by the organization, Campus Organizations Accounting and the Purchasing Card company, based on organization need. The maximum credit limit allowed for each card per cycle month will be $5,000, unless special approval has been obtained from the campus organization accounting administrative unit. Your organization advisor may also request a higher transaction limit if based on need.

Limit per transaction: $      (not to exceed $500 without COA administrative approval)

(Charges may not be split to circumvent transaction limits. This is considered a violation of policy.)

Monthly credit limit*: $      (not to exceed $5,000 unless authorized below)

*Please attach memo from organization advisor to explain request for higher monthly limit COA Admin Unit___________________________

The COA Office upon receiving the monthly project statement will check items to be sure that actual amounts charged for purchases are correct and match the receipts. Discrepancies are the responsibility of the organization to resolve. If there are charges the organization wishes to dispute, it is the responsibility of the organization to first contact the merchant to seek resolution. If not satisfied with the outcome, the organization shall contact the Campus Organization Accounting Office within thirty (30) days after the transaction is posted, or ten (10) days of statement receipt, whichever comes first, to initiate a formal billing inquiry with US Bank.

The organization shall validate and approve all charges using the Purchasing Card on-line reconciliation system within ten (10) days after the transaction is posted, or ten (10) days of statement receipt, whichever comes first. The original charge receipts and a copy of billing statement are to be maintained by the Campus Organizations Accounting office for a period of ten (10) years. This documentation is subject to audit.

The organization shall provide the following information for the on-line system database:

PLEASE PRINT BELOW: (Validators and approvers input data into the p-card reconciliation system in AccessPlus)

|Treasurer |      |ISU ID# |      |Phone # |      |

|(Validator) : | | | | | |

(on the ISUCard, middle 9 digits only)

|Advisor |      | ISU ID# |      |Phone # |      |

|(Approver) : | | | | | |

| |Default fund account number : |206-00-35-00- |

Organization Election Date: __________________(cardholder must be an officer of the org while holding a COA Purchasing Card )

Cardholder Signature: Date

Treasurer (Validator) Approval: Date

Advisor (Approver) Approval: Date

Campus Organizations Accounting Approval: _______________________________________ Date _____________________

IOWA STATE UNIVERSITY

COA PURCHASING CARD PROGRAM

Cardholder Agreement

The cardholder agrees, within ten (10) days after the transaction is posted to provide all receipts to card validator (the treasurer) to validate the accuracy of all charges. All card charges and associated fees will be the responsibility of the cardholder’s organization.

Should a card be lost or stolen, the cardholder and cardholder’s organization are responsible for notifying USBank at 800-344-5696, the Campus Organizations Accounting Manager at (515) 294-1633, and the ISU Public Safety Office at (515) 294-4428 within five (5) calendar days.

The Purchasing Card is to be used only by the named cardholder and is not to be loaned to another person. The cardholder has full liability for any improper charges that result from allowing others to use the card. Should a cardholder leave the university or student organization, the cardholder’s organization has the specific obligation to notify the Student Purchasing Card Manager within five (5) calendar days. The cardholder may not make personal purchases on the card and then reimburse the organization/university.

As holder of this Student Purchasing Card, I agree to accept the responsibility for the protection and proper use of this Student Purchasing Card, as enumerated in this Agreement, the User Guide for Iowa State University Student Purchasing Card Program (User COA Guide), and Statement of Purchasing Card Receipt, which will be furnished when my card is received. I understand sales tax and federal excise tax can frequently be avoided by providing or drawing attention to the tax certificate numbers on the sleeve provided for the card. I agree the items shown below will NOT be purchased using this Purchasing Card.

I further understand that improper or fraudulent use of the Student Purchasing Card may result in disciplinary action in accordance with the student conduct policies and/or violation of criminal laws. Should I fail to use this Student Purchasing Card properly, I authorize the university to charge my university bill, an amount equal to the total of the improper or non-documented purchases. I also agree to allow the university to collect any amounts owed by me, even if I am no longer affiliated with the university. The unpaid account may be referred for collection where I agree to pay the collection costs. If the university initiates legal proceedings to recover amounts owed by me under this Agreement, I agree to pay legal fees incurred by the university in such proceedings.

Cardholder agrees the following items will not be purchased using this purchasing card:

|Services |Items restricted due to standards/reporting issues |

|Construction services |Alcoholic beverages1 |

|Repair & technical services* |Controlled substances |

|Professional services |Items from on-line auctions |

|Rental services* |Pharmaceuticals & drugs |

|Telecommunications services |Radioactive materials & hazardous materials |

| |Trademark items unless through a licensed vendor |

|*without written authorization from | |

|campus org. accounting admin. | |

|Personal items & gifts |Items available through ISU stores & services |

|Items for personal use |Printing & photocopying |

| |Business cards & letterhead |

1 With regard to purchase of alcoholic beverages, please refer to university policy.

The Campus Organizations Accounting Office shall communicate any changes to the list of restricted commodities to the Cardholder by email, newsletter, and/or interoffice memo. I agree to comply with any additional restrictions communicated to me, effective on the date of the email or memo.

NOTE: Non-adherence to any of the procedures enumerated in the Agreement, the User Guide, or the Statement of Student Purchasing Card Receipt, will result in revocation of individual cardholder privileges and may result in revocation of all student organizational Purchasing Cards.

Questions concerning ISU Campus Organizations Student Purchasing Card procedures or purchases should be directed to the Campus Organization Accounting Office, at (515) 294-1633.

Applicant signature Date

Applicant’s ISU Graduation Date: (Semester/Year)__________________________________________________________________

Treasurer’s ISU Graduation Date: (Semester/Year) _________________________________________________________________

(if not the cardholder)

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