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Systemwide purchasing card guidelines established

By Matt McVeigh, UNT Business Service Center

The UNT Business Service Center BSC established a system-wide guide for the use of the UNT System purchasing card on July 1.

The guide consolidates practices followed at the various UNT System institutions and eliminates practices found to be inefficient.

Among the changes to how the purchasing card (PCard) can be used includes:

  • Institutional Memberships – allowed on local funds only
  • Services – allowed unless a separate contract is required and allowed on local funds only
    • Services that are restricted or require additional approvals may not be purchased with the
    • PCard – logo/branding, entertainment, advertising, restricted chemicals, temporary personnel
  • Three levels of sanctions
  • Cards reviewed bi-annually
  • Webforms available on BSC Website – Exception Requests, PCard Application, Food/Beverage Form

According to Carolyn Cross, BSC director of purchasing, development of a systemwide guide will allow PCard coordinators to give consistent answers to purchaser’s questions, and will allow the BSC purchasing card coordinators to assist customers throughout the system.

“I am very excited about the guide. We are going to make it available on the web, making it easier for changes, updates and access,” Cross said. “It is definitely more efficient to have one guide to go to.”

Cross said additional research will be conducted to determine cost savings. However, time saved by PCard users and administrators will be immediately realized, and the consolidated guide will better serve BSC customers across the UNT System.

Israel Chavarria, purchasing coordinator for housing and maintenance and operations, says he receives a lot of calls from people in his department wanting to know what types of purchases are allowed. Chavarria said the system-wide guide will be a wonderful resource.

Posted on: Tue 17 July 2012

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