Purchasing Card Policy

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  1. 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.

  2. 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:
    • Personal Purchases
    • Live Animals
    • Alcoholic Beverages
    • Automobile Gasoline
    • Cash Advances
    • Consulting or Personnel Services
    • Gift Certificates
    • Hazardous Materials
    • Gases
    • Travel and Entertainment Expenses
    • Weapons and Ammunition

  3. 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.

  4. 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.

  5. No personal purchases are allowed on this MasterCard regardless of the intent of the individual to reimburse WHOI.

  6. 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.

  7. 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.

  8. The cardholder and the Department Administrator are responsible for processing all card transaction in a timely manner.

  9. It is responsibility of the cardholder to report the loss or theft of the card immediately to JPMorgan Chase/Paymentech Customer Service. Customer Service representatives are available 24 hours a day 365 days a year at  (800) 270-7760. Only after notifying JPMorgan Chase/Paymentech should notification be made to the Accounts Payable Office; (508) 289-3267.

  10. The cardholder is responsible for attempting to resolve any disputes with a vendor within fifteen (15) days of receipt of disputed goods or services. If a resolution is not possible, the cardholder should report the problem to the Accounts Payable Office; (508) 289-3267 who will work with the card provider to resolve the issue.

  11. The Accounts Payable 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.

  12. Notify the Accounts Payable Office of any changes to the card perimeters, changes of address or changes in hosting department immediately.

  13. The cardholder is responsible to return the card to the Accounts Payable Office upon leaving the institution.

Last updated: February 12, 2016