The Department of Biology Procurement Card Policy

Duke University policy outlines procurement cardholder agreement below. The Department of Biology will adhere to and supplement the University policy.

1. Procurement Card holders must be employees of the Department of Biology.
2. Personal or non-business-related purchases on behalf of the cardholder or anyone else are prohibited.
3. Cardholders may not request or receive cash from suppliers as part of an exchange or return.
4. The cardholder is the only individual authorized to use the procurement card assigned to him or her. It is not transferable to any other individual.
5. Request for reimbursement for any procurement card transaction via an Imprest Cash Requisition form, A/P Check Request form, or Travel Expense form is prohibited and may be considered fraudulent.
6. Duke University may terminate a cardholder's right to use the procurement card. Cardholders agree to return their cards to their department administrator upon request from Employee Travel & Reimbursement, upon transfer to another department, or upon termination of employment.
7. Cardholders agree to follow the established procedures for using the procurement card. Failure to do so may result in either revocation of cardholder privileges or other possible disciplinary actions, up to and including termination of
   employment.
8. The procurement card may not be used for the restricted commodities listed:
   ·Animals
   ·Controlled substances
   ·Weapons/ammunition
   ·Flowers (exceptions for teaching specimens)
   ·Payments to individuals, consultants, or employees
   ·Capital equipment
   ·Radioactive materials
   ·Long term leases or rentals
   ·Medical/surgical supplies used in hospital or clinical patient care areas
9. Cardholders who willfully violate the terms outlined in the cardholder agreement and use the procurement card for personal use or gain agree to reimburse Duke University for all incurred charges and any fees related to the collection of those charges.

Employee Travel & Reimbursement administers the procurement card program
and actively monitors cardholders' transactions and usage. Cardholders who
are found to be in violation of the terms outlined in the cardholder
agreement may lose their cards, and when appropriate, are referred to the
Duke University Police Department and Duke University Internal Audit Office
for further investigation. If you have any questions about how to comply
with the Duke University procurement card policies, please contact Employee
Travel & Reimbursement at 681-0208.

Biology Supplement

All purchase receipts should be routed to the appropriate Procurement Card Administrator. In Biology those people are:

Carla Dillard
Carolyn Woolley
Jim Tunney

The Duke University Procurement Card is the preferred method of placing all orders .

Original receipts with the appropriate fund code are required to clear the transaction. Order forms can be used in the case of subscription orders/renewals. Faxed invoices and on-line confirmations containing prices may substitute for an original receipt when the order is placed by phone or on-line. Boarding passes are required for airline travel in addition to the e-ticket. Receipts for travel expenses must be turned in to the Procurement Card Administrators and cannot be directly reimbursed by a host institution. The reimbursement process can occur after the transaction is cleared at Duke.

It is the cardholder's responsibility to obtain a valid receipt for each transaction from the vendor and deliver the receipt immediately upon receiving it to the appropriate Procurement Card Administrator.

Procurement Card Administrators may clear their own transactions, however all purchases by the Procurement Card Administrators must be reviewed by their immediate supervisor on a monthly basis. The transaction report, once reviewed and signed should be retained on file.

Violations of any part of this policy may result in the immediate 30-day suspension of a procurement card at the departmental Administrative Manager's discretion. Other penalties may apply.

To obtain a Procurement Card the prospective cardholder should see the Procurement Card Administrator who handles their accounting. A default discretionary code with a positive balance will be necessary to qualify for a card. GSR accounts do not qualify. Departmental accounts (hard money) may only be used by departmental staff and others who are authorized to use the card on behalf of the department. Graduate students making research related purchases may have a card using their faculty's discretionary account as their default, with their faculty's approval.

At the time of application for the Procurement Card, the applicant, Procurement Card Administrator and local business manager will review the Biology Department Procurement Card User's Manual.