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Procurement and Campus Services

Purchasing Card Manual

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Key Contacts
Introduction
Benefits to the Cardholder
Benefits to the University
How It Works
Accounting
Purpose and Restrictions
Master Contract Compliance
How to Place an Order
Purchasing Card Administration
Cardholder Training
Misuse of the Purchasing Card
Purchasing Card Audits
Tax Exemption
Policy Summary

 

Related Forms

Purchasing Card Application

 

Key Contacts

Cardholder Customer Service

Procurement and Campus Services
e: GA_Corporatecard@bentley.edu
t: 781.891.3456
        

TO REPORT LOST OR STOLEN CARDS
JPMorgan Chase
24 HOUR Customer Service Line

1.800.316.6056

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Introduction

Welcome to the Bentley University Purchasing Card Program.  

The Purchasing Card provides an efficient means of purchasing and paying for goods and services that cost less than $5,000.

This policy outlines the benefits of the Purchasing Card Program and provides information needed to use the card.  The Purchasing Card offers an efficient means of making low dollar purchases. 

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Benefits to the Cardholder

*Goods and services can be more easily obtained

*Time required for purchase and payment of goods and services is significantly reduced

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Benefits to the University

*Payment processes are significantly reduced

*Allows Procurement and Accounts Payable to focus on higher yield value-added activities

The Purchasing Card is designed for purchases relating only to Bentley business.  Use of the card for personal purchases is strictly prohibited.  Procurement is responsible for monitoring the Corporate Card Program

If you have questions regarding the program, or the appropriate use of the card, contact Procurement. 

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How It Works

The Purchasing Card simplifies the procurement process by facilitating point-of-demand purchases. Procurement authority is delegated to the authorized cardholder to place orders directly with suppliers.

When making a purchase, the MasterCard system validates the transaction against pre-set limits established by Bentley.  All transactions are approved or declined based on preset spending limits per single purchase and billing cycle.

Similar to other credit cards, the authorization process occurs through an electronic system that supports the Purchasing Card processing services under Bentley's agreement with JPMorgan Chase.

Procurement identifies opportunities to maximize Bentley’s buying power through Master Contract negotiations.

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Accounting

Purchasing Card transactions must be verified within the Workday system, and must be explained by providing a valid business purpose. All transactions of or exceeding $40 must include a receipt. Transactions should be verified within 5 business days.

If you make a purchase that will be paid for in part or whole by another cost center, please contact the Program Administrator at extension 3456 for further instructions.

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Purpose and Restrictions

Purchases of restricted commodities and purchases of $5,000 or more must continue to be processed in accordance with established purchasing policy and procedure.  

The Purchasing Card is to be used for supply purchases not exceeding $5,000, including:

*Office Furniture (purchased through Bentley’s preferred vendor)

*Office Supplies (purchased through Bentley's preferred vendor)

If you have any questions regarding a restricted commodity contact Procurement.

The Purchasing Card is not to be used for the following:

*Business travel purchases; use a Travel Card

*Annual maintenance agreements

*Automotive gasoline for non-Bentley owned or leased vehicles

*Cash advances/ Travelers Checks

*Internal Catering services

*Construction and renovations

*Consulting services

*Prescription drugs and controlled substances

*Radioactive and hazardous materials

*Temporary Help; contact Human Resources

*Flowers and gifts to employees

*Individual club membership dues

See Bentley University Business Expense Policy for further clarification on restricted purchases.

 

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Master Contracts

Procurement negotiates contracts that provide Bentley with “least total cost” arrangements for goods and services from outside vendors.

In negotiating these Master Contracts, Procurement considers the vendor’s line item pricing as well as:

*Ability to provide the necessary quality, delivery, and service

*Overall pricing structure

*Compatibility with Bentley automated systems

*Financial stability

Master Contract pricing and performance are based on Bentley's overall anticipated volume of purchases during the contract period.  

In order to assure the Bentley community the “least total cost” of goods and services and to fulfill Bentley's obligation to consolidate all of its requirements with the designated supplier(s), university departments must order required goods or services when available from Bentley’s authorized Master Contract suppliers.

Procurement publishes a directory of all university-wide Master Contract vendors including product, service and contact information on our departmental web site.

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How to Place an Order

The Purchasing Card may be used to purchase goods or services in person, by phone, mail, or via the Internet.

When placing your order, be sure to provide the following information:

*Indicate that it is a “corporate” purchasing credit card purchase

*Indicate Bentley's tax-exempt status and Tax I.D. number listed on your card

*Individual card number

*Expiration date of card

*Complete delivery address including building and room number

*Request a receipt of purchase 

Upon receipt of your order, keep the documentation received from the vendor, sales receipt or packing slip, for later reconciliation via Workday. It is the responsibility of the cardholder to collect and upload receipts within Workday for all purchases of $40 or greater. 

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Receiving, Returning, or Disputing an Order


Receipt of Goods and Services:

The cardholder must ensure the receipt of goods and services and follow-up with the vendor to resolve any delivery problems, discrepancies, or damaged goods. Any communications with a vendor regarding an errant charge or shipment must be documented. 

Returning Item(s):

Item(s) should be returned promptly to the vendor by whichever means the vendor requires.  The cardholder is responsible to see that proper credit is posted for any returned item(s).

Questioned Transactions:

If the cardholder is unable to reach an agreement with the vendor, the cardholder should contact Procurement to resolve issues including: erroneous charges, failure to receive goods or services, fraud or misuse, altered charges, defective merchandise, incorrect amounts, duplicate charges, credits not processed, etc.

The cardholder will be informed of the resolution and any corrections that were made. By law, vendors are not permitted to bill your credit card for purchases until the items have been shipped.

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Purchasing Card Administration


Acquiring a Purchasing Card:

Cost Center Approvers and Bentley employees designated by Cost Center Approvers may receive a Purchasing Card after completing a Purchasing Card Application, completing a Purchasing Card Training and signing a Cardholder Agreement.  

The cardholder is required to read the Purchasing Card User’s Guide and adhere to all Purchasing Card policies and procedures.

Canceling Purchasing Cards:

To cancel a Purchasing Card, the cardholder must provide written notice via email to Procurement, and destroy their card. 

Renewal of Existing Purchasing Cards:
         

A renewal Purchasing Card will be sent to the cardholder approximately 30 days prior to the expiration date of the card.  

Lost or Stolen Purchasing Cards:

Cardholders must immediately report a lost or stolen Purchasing Card.  Bentley is liable for all transactions until the card is reported lost or stolen.  

A cardholder must report a lost or stolen Purchasing Card by calling JPMorgan Chase at 800.316.6056. Campus Police maintains the JPMorgan Chase hotline number. A replacement card will be sent to the cardholder within 10 business days.

Please call or leave a voice message for Procurement at extension 3456 after you’ve reported a card lost or stolen to JPMorgan Chase.

Purchasing Card Security:

Only the individual whose name appears on a card may use the Purchasing Card.  Cards and card numbers must be safeguarded against use by unauthorized individuals within or outside Bentley.

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Cardholder Training

Prior to being issued a card, the cardholder must attend a training seminar.  The seminar instructs the cardholder in the uses and restrictions of the program.  A copy of the manual is available on the Procurement website.

Training is scheduled and coordinated by Procurement.

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Misuse of the Purchasing Card

The Purchasing Card represents Bentley's trust and empowerment of responsible employees of the university. As a cardholder, you assume the responsibility for the protection and proper use of the Purchasing Card.

The following situations are a few examples of “misuse” of the Purchasing Card:

Personal misuse:

*Purchases using the card for the sole benefit of the employee

*Assignment or transfer of an individual card to an unauthorized person

*Use of a Purchasing Card by a suspended or terminated employee

Administrative misuse:

*Lack of timely reconciliation of individual cardholder transactions via Workday

*Card use in direct violation of acquisition goals (e.g.: failure to use the Purchasing Card for commodities available through Master Contracts)

*Misuse of the Purchasing Card will be handled promptly and uniformly for all cardholders.

*Disciplinary measures including termination and legal action in accordance with the terms and conditions of the Cardholder Agreement Form as deemed necessary by the Vice President and Chief Financial Officer/Treasurer.

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Purchasing Card Audits

To ensure the continued success of the Purchasing Card Program, Bentley will perform periodic audits.  The purpose of the audits is to ensure adherence to policy and procedure.

Audit reviews ascertain that: 
        

*Purchasing Cards are used for authorized purchases related to Bentley business

*Where university-wide Master Contracts exist, purchases of related goods and services are procured through the designated supplier(s)

*Bentley is not being charged sales tax for goods and services

*Documentation in the form of receipts, packing slips, etc., is maintained to support Purchasing Card transactions

*Timely reconciliation of the cardholder’s transactions are performed

If you have questions regarding Purchasing Card audits, please contact Financial Operations.

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Tax Exemption

Bentley is a tax-exempt organization.  The tax-exempt number appears on the Purchasing Card.  This number must be given to all vendors by the cardholder at the time of the purchase to exempt payment of state sales tax. 

When paying for a business meal, we acknowledge the value in not having to request tax exemption. Therefore, tax exemption is not required for business meals.

If a vendor requires a Certificate of Tax Exemption, please reference the Forms section of the Procurement website.

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Policy Summary

  1. All cardholders must sign and accept the terms and conditions of the Bentley Corporate Cardholder Agreement.
  2. All purchase transactions processed against a Purchasing Card must be made by the individual to whom the card is issued.
  3. When university-wide Master Contracts exist, cardholders must use those agreements to buy goods and services. 
  4. The Purchasing Card cannot be used for those restricted goods and services identified in this policy, nor can the card be used for purchases exceeding $5,000.
  5. Personal purchases are prohibited.
  6. Use of the Purchasing Card is governed by this policy and the Bentley Corporate Card Agreement with respect to:

    1. maintaining documentation
    2. reporting the loss or theft of a card
    3. reporting questionable transactions

  7. Violations of the Purchasing Card Policy will result in actions being taken in accordance with the procedures established in this policy and the Bentley Corporate Card Agreement.