Equipment Tracking:
The Equipment Management Office has developed a new form to be used for tracking equipment purchases whenever the transaction is processed using a purchasing card. It can also be used for on campus transactions with departments such as surplus property or the bookstore. A copy of the invoice, receipt, or other support documentation should be included and sent or faxed to the numbers listed on the form. Click on the link to access the form: http://www.usu.edu/controller/equipinv/forms/P-cardPurchase.pdf.
P-Card Transaction Form (pdf)
The use of the Transaction Log is optional and was developed as a way for cardholders and managers to track the purchasing card transactions and assist in reconciling both the US Bank and University monthly transaction statements.
Purchasing Card Application Record (Form) (pdf)
A completed Purchasing Card Application Record is required when requesting a new P-Card or may be used to make changes to an existing P-Card account.
Purchasing Card Agreement Form (pdf)
The completed Purchasing Card Agreement Form is required for every card issued and must be completed by the cardholder and returned to Purchasing Services upon receipt of the P-Card.
P-Card Additional Information Form (pdf)
The optional Activity Verification Form can be used as support documentation for purchasing card transactions that could be viewed as personal purchases but were made for official University business purposes. All itemized receipts and other explanatory documentation for the activity should be attached to this form and be retained with the applicable monthly P-Card statements. (This form is NOT to be used for Meals or Entertainment.)
P-Card Missing Receipt Form (pdf)
The Missing Receipt Form is to be used only in exceptional circumstances and if the cardholder cannot obtain a replacement receipt for the lost invoice from the vendor/supplier. It cannot be used more than twice in any fiscal year without the cardholder receiving user violation points.
P-Card Delegated User Form (pdf)
A completed and approved Purchasing Cardholder Delegation Form is required whenever a Cardholder wishes to delegate purchasing authority to another employee. The original form, containing all signatures of approval, should be filed with the Cardholders department or administrative area. The delegated card user must be an employee of the University, (or in the case of Agency Funds for student organizations, delegation to a student may be appropriate) and is required to complete Cardholder Training prior to receiving the delegation.
There are no renewal requirements for this form, however the card users' department may set beginning and ending dates for their delegated users.
A copy of the Purchasing Cardholder Delegation Form should be attached to the monthly P-Card statements for each month that contains P-Card purchases made by a delegated user. The monthly P-Card statements should be reviewed and signed by the Cardholder and Cardholder’s supervisor..
Purchasing Card Assessment Form
The completed Purchasing Card Assessment is required.
Travel Card Application (Form) (pdf)
The completed Travel Card Application must be approved by the Travel Office, located in the Controller's Office. Contact Kelly Olson @ 7-1062 with any questions.
Travel Card Agreement Form (pdf)
A completed Travel Card Agreement Form is required for every card issued and must be completed by the cardholder and returned to Purchasing Services upon receipt of the Travel Card.
Meals and Entertainment Policy
USU Operating Policy Number 516, effective January 27, 2006 - the University Meals and Entertainment Policy - lists the meals and/or entertainment activities and expenses permitted and the required documentation for these activities. Meals and Entertainment Policy (pdf)
For additional information or to set up a Department training session on using the Purchasing Card, please contact:
Joyce Howell at 435-797-1788 or email to joyce.howell@usu.edu
or Karlene Combs at 435- 797-1037 or email to karlene.combs@usu.edu