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Procurement Card Information
The State of Maryland Corporate Purchasing Card (VISA) is to be used
to purchase goods and services required for daily departmental operation.
It cannot be used to make purchases for restaurants, airline tickets,
trains or recreation. The Corporate Purchasing Card saves the state time
and money by eliminating the need to issue purchase orders, process invoices
and issue payments to vendors. It helps the university obtain small dollar
value items in a more efficient and cost effective manner. However, the
use of the Corporate Purchasing Card is not intended to replace current
policies and/or procedures defined by the State of Maryland, the University
System of Maryland and Frostburg State University. The State of Maryland
mandates the use of the purchasing card for single transactions up to
$2,500. The use of purchasing cards will:
- Expedite the ordering and delivery of goods
and services
- Eliminate the need for issuing requisitions and purchase orders
- Eliminate the need to process invoices
- Allow departments to have direct contact with suppliers
- Provide payment to vendors normally within two days of the purchase
Procurement Card Request
To request a purchasing card, obtain a Cardholder
Agreement Form (PDF) or contact
the Procurement Office. Cardholder agreements are completed by the
employee requesting a purchasing card, approved by the supervisor and
submitted to the Procurement Office for processing. Only employees
of Frostburg State University are eligible to receive a purchasing
card and are required to attend training.
Restrictions
Vendors who accept VISA credit cards should accept the State of Maryland
Corporate Purchasing Card. However, certain categories of merchandise
and services are restricted from being purchased using the State of
Maryland Corporate Purchasing Card. Vendors register with VISA under
a specific Merchant Category Code Group. The MCCG number usually corresponds
to the type of merchandise or service a vendor supplies. The following
list of MCCG numbers is restricted from purchases using the State of
Maryland Corporate Purchasing Card:
- 6010 through 7033 - Service
Providers; total group
restriction (financial institutions, security brokers, timeshares,
etc.)
- 7221 through 7299 (except #7296 - clothing, costume
and uniform rental) - Personal Service Providers; photographic studios,
beauty
and barber
shops, funeral services and crematories, dating and escort services)
- 7832 through 7997, and 7999 - Amusement
and Entertainment;
motion picture theatres, bowling alleys, video game clubs, betting,
golf,
etc.
- Miscellaneous - Specific restrictions by individual
MCCG number as follows:
a. Drinking establishments (Alcoholic beverages)
- 5813
b. Eating places (Restaurants) - 5812
c. Fast food restaurants - 5814
d. Package goods stores (Beer, wine, & liquor) - 5921
Attempts to purchase from vendors registered under any of the above
MCCG numbers will result in rejected transactions. No purchases for these
groups and/or items are allowed under the Corporate Purchasing Card Program.
Any services that may be IRS Form 1099 reportable are
NOT authorized. Cash Advances are strictly prohibited.
No purchase made using the State of Maryland Corporate Purchasing Card
is subject to state sales tax. The state's tax exempt number is located
on the front of the credit card.
FSU Procurement
Card Manual
Highlights to FSU Procurement Card Manual – Audit
Comment Requirements
- Sharing of Purchasing Cards is a violation of
university and state policy and is prohibited. Cardholders are encouraged
to use their
cards to make departmental purchases for other members of their department
where appropriate.
-
As with the current purchasing regulations, “splitting” purchases
to exceed the single purchase limit is prohibited. An example of splitting
an order is when an item costs more then the single limit on the card
and the cardholder makes two or more purchases to buy them.
- State policy requires cardholders who have been inactive for six months
to justify to PCPA why they still need a card, and cards that are inactive
for a year will be canceled.
- Personnel who routinely make departmental
purchases should have their own Purchasing Card if approved by the
department.
- The cardholder must provide adequate item description in their monthly
activity log submission.
FSU Procurement Policy (PDF)
State
of Maryland Corporate Purchasing Card Manual (PDF)
Appendices:
Exhibit A - Cardholder
Agreement Form (PDF)
Exhibit B - Cardholder Information Form (PDF)
Exhibit C - Cardholder Information Maintenance Form (PDF)
Exhibit D - Cardholder Statement of Disputed Item Form (PDF)
Exhibit E - Cardholder Activity Log (PDF)
Exhibit F - Account Code Number Set Up Guidelines (PDF)
Exhibit G - Posting and Payment Distribution Process (PDF)
Corporate
Purchasing Card FAQ
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