The maximum amount of any one charge made on a purchasing card may not exceed the limit set by the hosting department. No card may have a one-time charge limit greater than $4,999.99. The splitting of an order to avoid the maximum one time charge limit will result in suspension of charge privileges.
Certain categories of purchases are excluded from the purchasing card program without express written authorization before the purchase is made. These include but are not limited to purchase the of:
Consulting or Personnel Services
Travel and Entertainment Expenses
Weapons and Ammunition
Purchasing cards will be issued to individuals upon authorization of the Department Administrator from the hosting department. The person whose name appears on the card is responsible for protecting the card and is accountable for all the purchases made by or under the immediate direction of the person to whom the card is issued.
Purchases made for the use and benefit of WHOI must adhere to institution policy. Purchases made for the use and benefit of WHOI grants and contracts must adhere to institution policy and the policies and guidelines of the funding or contracting agency.
No personal purchases are allowed on this MasterCard regardless of the intent of the individual to reimburse WHOI.
Fraudulent or misuse of the purchasing card by any WHOI employee will result in suspension of card privileges and may result in further disciplinary actions up to and including termination of employment.
The cardholder must sign a WHOI Purchasing Card Cardholder Agreement, which specifies that they will protect the card and adhere to the policies and procedures that govern its use.
The cardholder and the Department Administrator are responsible for processing all card transaction in a timely manner.
The RS Office reserves the right to cancel any card at any time for failure to comply with the policies and procedures associated with the purchasing card program.
Notify the RS Office of any changes to the card perimeters, changes of address or changes in hosting department immediately.
The cardholder is responsible to return the card to the RS Office upon leaving the institution.