75.37 -用户界面购买卡

A. 一般. The purpose of the University of Idaho Purchasing Card program is to establish a more efficient, cost-effective method of purchasing and paying for small dollar transactions. 该计划旨在取代部门采购订单, 杜绝零用现金的使用, and personal funds reimbursed by a claim voucher for small dollar purchases. The Purchasing Card can be used for in-store purchases as well as mail, phone, or fax orders.

A-1. 采购标准. The following general guidelines identify what the Program is not intended to do:

• Avoid or bypass appropriate procurement or payment procedures. Rather, the Program complements the existing processes available.
• To be used for purchases over $5,000 [only with departmental approval].
• 用于旅行费用或个人物品. [Note: Use of the Card not in accordance with the guidelines established for this Program may result in personal liability.]

B. 卡控制. Department heads and/or fiscal officers submit requests for cards through Accounts Payable. A Purchasing Card Cardholder Account Form is sent to Accounts Payable for initial review and approval. 批准, University of Idaho Cardholder Agreements are prepared and a cardholder training session is scheduled for those individuals receiving the card(s). [注:针对莫斯科地区以外的员工, other arrangements for pick-up will be made with the Purchasing Card Administrator.]

B-1. 卡注销. To cancel a Card, immediately call, or notify in writing, the Purchasing Card Administrator. The administrator will notify the bank and deactivate the card. The card should be cut in half and immediately forwarded to Accounts Payable.

B-2. 遗失或被盗咭. 如果您的购物卡丢失或被盗, 立即通知银行一，电话:(800)316-6056, 或应付款，电话:(208)885-5389.

B-3. 修改“收费”信息. The “charge-to” or specific account and 位置 codes for each card may be changed by contacting the Purchasing Card Administrator at (208) 885-5379. [ed. 6-07] 

B-4. 购买卡安全. Only the authorized Cardholder (or designated user) may use the Card. Cardholders must have a signed agreement on file with the Purchasing Card coordinator.

B-5. 未经授权的收费和责任. 作为公司账户, Bank One will only hold the university accountable for all authorized charges. 根据第一银行, unauthorized charges are charges from lost or stolen cards after they have been reported. In other words, the university is responsible for charges until the card is reported lost or stolen. 如果卡被报失, the university is not responsible for any charges made after that time.

C. 过程. 订单和货物收据. The Cardholder is responsible for ensuring receipt of materials and will follow-up with the vendor to resolve any delivery problems, 差异, 或损坏的货物.

C-1. 解决错误. The Cardholder is responsible for following up with the vendor or bank on any erroneous charges, 有争议的条款, 或一旦检测到就返回. Disputed billing can result from failure to receive goods/services, 欺诈, 滥用, 修改费用, 有缺陷的商品, 错误的数量, 重复的费用, 未加工的学分, 等. The Cardholder should first contact the vendor to resolve any outstanding issues.

C-2. 解决争端. If the Cardholder is unable to reach agreement with the vendor, contact Bank One’s Customer Service Center at (800) 316-6056 (7:00am - 7:00pm (Central Time), 星期一至星期五). The bank will ask the Cardholder to complete a Dispute Form and fax or mail the completed form to the bank. [Note: A copy of the dispute form should be sent to Accounts Payable at mail stop 4244.]

C-3. 学分与回报. Each credit received for purchase returns or exchanges should be documented. 取得付款单或信用单的副本, 请致电银行一客户服务部(800)316-6056. 这是5美元.00 charge for each copy which will be billed to your Card account.

D. 程序. 帐单、付款和会计处理. UI Accounts Payable pays Bank One every two weeks for the previous two weeks’ posted transactions. Accounts Payable will distribute the charges based upon each Card’s pre-assigned unique organization code bi-weekly. Each department/division is responsible for allocating charges to the appropriate organization and account code on a timely basis.

D-1. 所需的记录保存和文件样本. 促进和解, 实体化, 以及电荷的重新分配, the Cardholder is required to provide detailed information about their credit card purchases. 交易文件正本(如.g.信用卡条、装箱单等.) will generally provide information as to when the transaction occurred, 卖主是谁, 位置, 购买数量, 以及购买者的身份证明. 另外, the Cardholder must provide a description of the item purchased, as well as the UI budget and account code charged for the expense. The Cardholder must maintain a summary of charges to ensure reconciliation and distribution of charges. [Note: Real位置 of charges must be completed every two weeks. This activity is dependent upon card users providing complete transaction documentation on a timely basis to departmental record keepers. 这项活动需要不断审查. A pattern of non-compliance will be the basis for revocation of the Purchasing Card.]

E. 信息. Please address any questions or concerns regarding the Purchasing Card Program to the Purchasing Card Administrator at (208) 885-5379 or reference the University of Idaho Purchasing Card User Manual – January 1997. [ed. 6-07]

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