Kettering University

Purchasing Card Program

This Quick Reference Guide provides information for using the University's Wachovia Bank VISA Purchasing Card (hereafter, the 'Card'). Refer to the Purchasing Card Program User Manual for complete information.  

Using Your Card

Present the Card to any vendor that accepts VISA in person, by fax or mail, or by telephone. Only the authorized cardholder may use the Card. All purchases must be made in compliance with University expenditure policies and adhere to the Principles and Standards of Purchasing Practice.

When Ordering

• At the beginning of the order, state that you are going to be using a Kettering University Purchasing Card for the order. 
• Advise the vendor that we hold a MI sales tax exemption and provide the vendor with the number (see the Card’s 3rd line embossing). Should they require a Sales Tax Exemption Certificate, contact Accounts Payable at 5-600CC or x9802. 
• Clearly indicate your complete mailing address, including your name and department. Request this information be referenced on receipts, confirmations and the outside of packages delivered to you. If the vendor does not provide delivery, instruct them to ship via UPS directly to your department. 
• At the end of the order, ask for a confirmation or reference number, as well as the name of the salesperson when ordering by telephone.

Cardholder Responsibilities

• As a cardholder, you are responsible for retaining receipts, packing slips, etc. for all purchases. Receipts must be itemized. 
• You are responsible for ensuring receipt of materials, as well as any follow-up efforts required to resolve delivery problems, discrepancies, damaged goods, billing problems or returns. 
• Lost or stolen Cards should be immediately reported to your department manager and Wachovia Bank at (877) 543-4453. Notify the Purchasing Card Program Administrator in writing (kremende@kettering.edu), including the date you noticed your Card missing, the date you notified Wachovia Bank, and the representative you reported the loss to. If the Card was lost or stolen on campus, you must also contact Campus Safety at 2-000CC or x9501. 
• If you discontinue participating in the program, terminate employment or move to another department within Kettering University, you are required to return your Card to your department manager.

Spending Limits

• Each Card is assigned a monthly spending limit established by your department manager and subject to approval by Accounts Payable and the Program Administrator. 
• Each transaction must not exceed $1,000.00 (including shipping/handling charges). 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. 

Purchasing Card Transaction Log

Every purchase and return should be recorded on a log, including the date, vendor, item / description, quantity, order number, dollar amount, date/qty received, and date paid. Receipts, packing slips, return credits, etc. should accompany the log. 

Purchase Returns

Follow the specific vendor return policies. If you are required to ship an item back to them, use the University Sundry Shipper (KU-77). Indicate the following on the shipper:

• the item's value if in excess of $100  
• the vendor's Return Materials Authorization (RMA) number, if any  
• 'Wachovia Bank VISA' in the PO# field  

Disputes

You must file disputes with Wachovia Bank in writing within 60 days. Disputes should be discussed first with the vendor and referred to Wachovia Bank only after attempts to resolve the matter with the vendor have failed. Wachovia Bank will require you to submit your dispute in writing along with any supporting documentation to Wachovia Bank. 

Reconciliation and Accounting

• Wachovia Bank will provide a monthly Account Cycle Report for payment verification to the cardholder and his/her department manager. 
• The cardholder should compare all Card receipts, packing slips, and monthly log with this report. 
• Reconciled reports must be reviewed and approved by the department manager. Once approved, the department must maintain complete files of all itemized receipts, supporting purchases made with the Card, in accordance with current accepted retention policies (current fiscal year plus 6 for federal grant contracts, current fiscal year plus 4 for all others). 
• Wachovia Bank offers "Card Financials Online".  You may view your activity on your account by logging on to www.wachoviacards.com.

Accounting

Those purchasing Cards associated with multiple index numbers require that the department manager designate the total dollar amount to be charged to each index on a Journal Voucher. These vouchers are due to Accounts Payable by the 20th of each month and will be posted to the appropriate index. 

Audits

Periodic audits of each cardholder’s transaction file and monthly summaries will be conducted. Additionally, the department manager should review activity reports to ensure the cardholder is adhering to the Kettering University and Wachovia Bank policies and procedures. Failure to provide adequate documentation will result in revocation of your Card. 

Prohibited Purchases

The following items are strictly prohibited from being purchased on the Card:

If you have any questions, call the Purchasing Card Administrator at (810) 762-9815.

Policy Statement

The University reserves the right to terminate access to program at any time. Misuse of the Card (i.e.; not in accordance with the Purchasing Card Program User Manual) could subject the cardholder to disciplinary action under standard University policy. All Cards are issued through the Purchasing Department. Any Card may be rescinded at any time by the Purchasing Department. No one other than the cardholder whose name is on the Card is authorized to use the Card. Department managers are responsible to ensure proper use of the Card by his/her designated cardholder.

Any misuse of the purchasing card is handled in the following manner:

Requests for Purchasing Cards

Request Cards by completing a Cardholder Set-Up form and Cardholder Agreement (available from Purchasing).  

Questions / Problems

The Purchasing Card Program Administrator is available to assist you at (810) 762-9815 or by e-mail at kremende@kettering.edu.

Wachovia Bank

Card Holder Support Line - (877) 543-4453

Purchasing Card Program Reference Guide (rev. 5/8/06)