P-Card Transaction Log 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 Assessment Form
The completed Purchasing Card Assessment is required and must be returned to Kelly Olsen at UMC 2400 before the card may be picked up.
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 Optional Support Documentation 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-Cardholder Delegation 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 and Purchasing Services approval, should be filed with the Cardholders department or administrative area, and a copy must be forwarded to Purchasing Services.
A copy of the Purchasing Cardholder Delegation Form should be attached to the monthly P-Card bank statement for each month that contains P-Card purchases made by a delegated user. The monthly P-Card bank statement should be reviewed and signed by the Cardholder and Cardholder’s supervisor. 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 attend Purchasing Cardholder Training prior to receiving the delegation.
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