Purchasing Card Policy

Proper Use of Purchasing Cards (P-Card)

To apply for a P-Card, send your completed application to the Purchasing Dept.,Box 5560, or fax to x4475. Once the P-card has been received by the Purchasing Dept., you will be notified to attend training.

NOTE: If you receive your P-Card via mail, please contact the Purchasing Department for training (x7724). The P-Card cannot be used until training is completed.

If your card is lost, stolen, damaged or the number has become known to a third party who may use if fraudulently, you must contact HSBC’s Direct Bank at 1-800-975-4722 (then choose Option 1, then Option 2, then Option 2).

All purchases must comply with established University purchasing policies.

The P-Card can only be used for small dollar purchases, not to exceed:

$1,000 per transaction
$5,000 per day (faculty and staff), $2,500 per day (graduate students)
$10,000 per month

P-cards cannot be used for:

Travel
Personal items and services
Cash advances
Insurance
Legal Services
Non Business items
Controlled Substances
Radioactive Materials
Ethanol (Ethyl Alcohol)
Syringes, needles
Purchase of motor vehicles
Professional/consulting services
Tax services
Services rendered by non incorporated individuals (1099 suppliers)
Publishing
Building alterations/fixtures
Compressed gas cylinders
On campus services and maintenance
Automotive gasoline
Firearms & ammunition
Lease/Lease to purchase
Live animals
Donations
Single purchases exceeding $1,000.00
Telephone & Telephone related expenses
Passports

Purchases over $1,000 must be made through the Peoplesoft requisition process. If you need assistance with Peoplesoft, please ask your Department Secretary or call the Helpdesk (xHELP or x4357).

When a requisition is put in the system Purchasing Office checks the following:

Insurance: Contractors must have proper coverage before coming to campus
Computers: Must have OIT approval
Equipment: Info on equipment given to Property Records Clerk for processing and tagging
Full description: before order is placed, parts #, color, quote numbers, etc needed
Chart fields: account number items is being changed to
Radioactive material
Syringes and Needles
Controlled substance
Clarkson Logo: must be on approved vendor list. See Renee Holsen for approvals.
Workflow: through Peoplesoft: Dept approval, research, etc

NOTE: Radioactive material purchases need the approval of the Radiation Safety Officer and purchases of syringes and needles need the approval of the Syringe Safety Officer. Any necessary signatures will be obtained by the Purchasing Department.

Requisitions over $5,000

Need 3 bids or sole source justification
Need approval from Director of Risk Management

Requisitions over $50,000

Need approval of Director of Risk Management, Chief Financial Officer, and President

Excluded Parties List System:

Orders over $25,000 are checked for: Debarred, suspended or otherwise declared ineligible from receiving Federal contracts and certain Federal assistance and benefits.

Purchasing Card Program Coordinators:

Cinda Boyce
Box 5560
E-Mail: boyces@clarkson.edu
Phone: (315) 268-7724
Fax: (315) 268-4475

Roberta Chestnut
Box 5547
E-Mail: rchestnu@clarkson.edu
Phone: (315) 268-3789
Fax: (315) 268-2319

Sarah Ellis
Box 5547
E-Mail: sellis@clarkson.edu
Phone: (315)268-3789
Fax: (315) 268-2319

Beth Corbine
Box 5546
E-Mail: ecorbine@clarkson.edu
Phone: (315)268-3789
Fax: (315)268-2319