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Procurement Credit Card Policy and Procedure

TBR Policy Reference: 4.02.10.10

Approved by: Dr. George Pimentel

Original Date Effective: 2014-06-20

Last Modified: 2020-07-01

MasterCard Procedures

Credit Card Signout Sheet

General Information

Jackson State Community College currently has two (2) MasterCard credit card accounts: a primary card and an athletic card.  The Executive Aide to the Vice President for Financial and Administrative Affairs is the person responsible for securing the College’s primary MasterCard credit card.  The Director of Purchasing is responsible for reconciling the monthly MasterCard statement.  The Athletic Director is responsible for the security of the one (1) athletic MasterCard credit card.  The monthly statement for the Athletic Director’s MasterCard is reconciled by the Director of Purchasing.  The single transaction spending limit on College’s primary MasterCard is $5000, and the single transaction spending limit on the Athletic MasterCard is $3000. 

Purchases Eligible for Primary MasterCard Use

The majority of items JSCC would normally approve for purchase can be obtained by using the MasterCard.   However, there are a few exceptions:

  1. Travel: It is not permissible to use the JSCC MasterCard for employee travel.  Use of the JSCC MasterCard for student travel is permitted only with prior written permission from the Vice President of Financial and Administrative Affairs.  With the exception of an employee travelling with a student group, employees may not use the JSCC MasterCard to reserve hotel rooms unless they have received prior written approval from the Vice President of Financial and Administrative Affairs     
  2. Food: Food purchases should only be charged on the MasterCard when the vendor will not accept a Purchase Order (PO) for bill payment.  If this should occur, the rules for purchasing food still apply which include preparing a purchase request and food request form, obtaining appropriate signatures, and assigning a PO number before the MasterCard may be used. 

An exception to these rules has been made for the MasterCard assigned to the Athletic Director.  Purchases for team travel and other related expenses are allowed to be charged on the Athletic MasterCard as needed.

Purchases Specifically Prohibited or Requiring Special Approval:

  1. Sales Tax -
    1. Charging sales tax on general JSCC Purchases is prohibited.
    2. Exceptions - Sales tax must be paid on the purchase of items that will be resold to the general public (example: concession items purchased to resell at JSCC athletic events).  Sales tax must also be paid on purchases charged to Agency/Club Accounts. 
  2. Receiving cash withdrawals from cards is strictly prohibited.
  3. Purchases of printers or hazardous materials must be pre-approved (via the normal Purchase Requisition signatures) and a Purchase Order must be issued before they may be charged on the MasterCard even if the purchase will be less than $50.
  4. JSCC employees are not allowed to process their MasterCard payments through any type of PAYPAL Account, unless they have received prior approval from the Executive Aide to the Vice President of Financial and Administrative Services. It is the employee’s responsibility to ensure that a PAYPAL account is not used on their MasterCard transactions unless they have received the proper prior approval.
  5. JSCC MasterCard purchases cannot be made on EBAY. EBAY’s multiple-vendor business model is not a secure platform for JSCC MasterCard transactions. 
  6. The Purchasing Director may not use the MasterCard to make purchases unless he/she has received written pre-approval from the Vice President of Financial and Administrative Affairs, and any such purchase must be witnessed and initialed by the Financial Administrative Analyst or a designee as determined by the Vice President of Financial and Administrative Affairs.

Procedures for Primary MasterCard Use

Employees may contact the Executive Aide to the Vice President for Financial and Administrative Affairs to reserve the MasterCard.  This may be done by phone or e-mail.  The card is reserved on a first-come, first-serve basis.

All MasterCard purchases over $50 require a Purchase Order (PO) to be issued. A Purchase Requisition must first be entered and approved in the Jaggaer/SciQuest system, and a PO number must be assigned before the MasterCard can be checked out by an employee to buy the item(s).  This PO# must be listed on the Credit Card Sign Out Sheet when the employee checks out the card (a sample of the sign-out sheet is attached).  For conference registration fee payments, a fully approved/signed Travel Authorization Form must be issued before the MasterCard can be checked out by an employee to pay for the registration fees. 

MasterCard purchases of $50 or less do not require a PO and the employee need only to sign out the card to complete the purchase transaction.  (NOTE - A Check Request should not be issued for MasterCard purchases of $50 or less where no PO was issued).

When the card is returned to the Executive Aide to the Vice President for Financial and Administrative Affairs, the employee must give all receipts obtained during the charge transaction to the Executive Aide.  The employee must list the PO# on these receipts; or if no PO was issued, then the complete FOAP (Fund#, Org#, Acct# and Program#) must be listed these receipts. 

JSCC prefers both the card and the purchase receipts are turned in together, and for the Employee to sign and list the date and time the card was returned on Credit Card Sign-Out Sheet.   

The Executive Aide to the Vice President for Financial and Administrative Affairs will file the receipts until receipt of the month-end MasterCard Statement from the Director of Purchasing. 

MasterCard Security Procedures

  1. The primary MasterCard may only be checked out by JSCC employees. Students are not allowed to check out or use the JSCC MasterCard.                        
  2. When checked out, the MasterCard must remain in the possession of the JSCC employee that is was originally issued to at all times until it has been properly returned.
  3. The JSCC employee that originally checked out the MasterCard must personally return the card and all receipts to the Executive Aide to the Vice President for Financial and Administrative Affairs. The MasterCard and receipts may not be returned by another employee, student, and visitor or by campus mail.
  4. JSCC employees are not allowed to process their MasterCard payments through any type of PAYPAL Account, unless they have received prior approval from the Executive Aide to the Vice President of Financial and Administrative Services. It is the employee’s responsibility to ensure that a PAYPAL account is not used on their MasterCard transactions unless they have received the proper prior approval.
  5. JSCC MasterCard purchases cannot be made on EBAY. EBAY’s multiple-vendor business model is not a secure platform for JSCC MasterCard transactions. 

Procedures for the Athletic MasterCard Use:

Athletic team travel related expenses may be charged to the Athletic Director’s MasterCard as needed.  The Athletic Director will issue a Purchase Requisition at the beginning of each month based on the estimated Athletic expenses that will be charged on the Athletic MasterCard during that month.   This Purchase Requisition must be approved/signed through appropriate channels, and a PO will be issued to encumber the funds.

Procedures for Reconciling Monthly Statements

Monthly statements for both JSCC MasterCards are available in the “Access US Bank.com” website after the monthly statement closes.   The JSCC MasterCard statement is scheduled to close on the 6th or 7th of each month.  If the 6th and/or  7th of the month falls on the weekend, then the JSCC MasterCard statement will close on the 8th of the month.  US Bank also mails copies of both JSCC MasterCard Statements to JSCC.  The Director of Purchasing will print a copy of each MasterCard Statement and the combined master statement.  The Director of Purchasing will give a copy of the JSCC Primary MasterCard Statement to the Executive Aide to the Vice President for Financial and Administrative Affairs, and the Director of Purchasing will email a copy of the Athletic Dept. MasterCard Statement to the JSCC Athletic Director. 

For verification of the statement, the Executive Aide to the Vice President for Financial and Administrative Affairs, will match the receipts to the corresponding charge listed on the MasterCard Statement for the JSCC primary MasterCard Account. The Executive Aide will verify that either the correct PO# is listed on the receipts and a copy of the PO is attached, or that the FOAP# is listed on receipts where no PO was issued.  The Executive Aide will give all receipts to the Director of Purchasing to complete the statement reconciliation.  The Executive Aide will also give a copy of the monthly MasterCard Sign Out Sheet and a copy of the MasterCard Statement to the Director of Purchasing.  The Executive Aide will write the following on the statement:  “Reviewed and verified”- along with the date and the Executive Aide will sign and date statement. 

The Director of Purchasing reconciles/balances each charge listed on the MasterCard statement to corresponding receipt and insure that a copy of the PO is attached to the receipt or that the complete FOAP # is listed on receipts where no PO was issued.  Once the monthly statements have been balanced, an Excel spreadsheet identifying the amounts to be charged to each FOAP# is prepared by the Director of Purchasing and forwarded to the JSCC Cash Manager. 

This same reconciliation procedure is performed for the Athletic MasterCard Statement, except that the JSCC Athletic Director maintains the receipts for the Athletic MasterCard and gives them to the Director of Purchasing.

The Director of Purchasing will also create an Excel spreadsheet that lists the total of the general campus MasterCard Statement, the total of the Athletic MasterCard Statement and the grand total of both.  This spreadsheet will be attached to a copy of the month’s master summary MasterCard Statement.  

Once the month’s MasterCard Statement reconciliation is complete, the Director of Purchasing will give the complete reconciliation packet to the JSCC Cash Manager. This packet will include 3 smaller packets as follows:

  1. Summary MasterCard Statement and summary Excel spreadsheet.
  2. Primary Campus MasterCard Statement and summary Excel spreadsheet, which will also include:
    1. All receipts and receipt support documents (PO’s, etc.).
    2. A copy of the monthly card sign out sheet.
    3. A copy of the verified Primary MasterCard Statement.
  3. Athletic MasterCard Statement and summary Excel spreadsheet, which will also include:
    1. All receipts and receipt support documents (PO’s, etc.).
    2. A copy of the verified Athletic MasterCard Statement.

The JSCC Cash Manager prepares a journal voucher detailing the charges of the ACH debit.  The ACH debit occurs directly from US Bank to Jackson State Community College’s General Operating Bank account approximately 14 or 15 days after the Statement closing date every month.  The accounts are balanced and the Reconciliation Packet is forwarded to the Cash Manager monthly.

Misuse of the MasterCard

Use of the MasterCard that is NOT in accordance with the guidelines established for this program may result in: (1) loss of card privileges, (2) personal liability, (3) suspension, (4) written reprimand, or (5) termination in the case of fraudulent use.

Kroger & Walmart Card Procedures

Kroger and Walmart Signout Sheet

General Information

Jackson State Community College currently has one (1) Kroger credit card and two (2) Walmart credit cards assigned to it.  The Director of Purchasing is responsible for securing the College’s Kroger & Walmart credit cards. 

Purchases Eligible for Kroger & Walmart Card Use

Items JSCC would normally approve for purchase from Kroger or Walmart can be obtained by using these cards.

Purchases Specifically Prohibited or Requiring Special Approval

  1. Sales Tax - 
    1. Paying sales tax on general JSCC purchases is prohibited.
    2. Exception - Sales tax must be paid on the purchase of items that will be resold to the general public (example: concession items purchased to resell at JSCC athletic events), and sales tax must be paid on purchases charged to Agency/Club Accounts                                                                       
  2. Receiving cash withdrawals using these cards is strictly prohibited.                                                                                                      
  3. Purchases of printers or hazardous materials must be pre-approved (via the normal Purchase Requisition signatures) and a Purchase Order must be issued before they may be charged on the Walmart Card even if the purchase will be less than $50.

Procedures for Kroger & Walmart Card Use

Employees must contact the Director of Purchasing or designee to reserve a Kroger or Walmart card.  This may be done by phone or e-mail.  These cards are reserved on a first-come, first-serve basis.

All Kroger and Walmart card purchases over $50 require a PO to be issued.  A Purchase Requisition must first be completed and approved/signed through appropriate channels, and a PO number must be assigned before the Kroger or Walmart card can be checked out by an employee to purchase the item(s).  This PO# must be listed on the Kroger & Walmart Credit Card Sign Out Sheet and the employee must sign the checkout sheet when he/she checks out the card (a sample of the sign-out sheet is attached).  Kroger and Walmart card purchases of $50 or less do not require a Purchase Order.  The employee need only to sign out the card to complete the purchase transaction.  A Check Request must be issued for Kroger and Walmart purchases of $50 or less.

When the card is returned to the Director of Purchasing and if the charge was greater than $50, then the employee must sign each receipt, write the PO # on each receipt, and give all receipts obtained during the charge transaction to the Director of Purchasing.  The Director of Purchasing will attach the receipts to a copy of the PO and forward this Receipt/PO packet to Accounts Payable for payment processing.  If the charge was $50 or less, then the employee must issue a Check Request, attach the receipt to the Check Request and follow the Check Request procedures for approval and payment processing.

Once “both” the card and the purchase receipts are turned in, the Director of Purchasing will enter the date the card was returned on last column of the Kroger & Walmart Card Sign-Out Sheet.

Sam’s Club Purchases - JSCC has one Sam’s Club Business membership card.  The JSCC Sam’s Club card must be used along with the JSCC Walmart card for purchases at Sam’s Club.  The Walmart card `must be used to pay for purchases made from Sam’s Club.

Kroger & Walmart Credit Card Security Procedures

  1. The JSCC Kroger & Walmart credit cards may only be checked out by JSCC employees.  Students are not allowed to check out or use these JSCC credit cards.
  2. When a JSCC Kroger or Walmart credit card has been checked out, that credit card must remain in the possession of the JSCC employee that it was originally issued to at all times until it has been properly returned.
  3. The JSCC employee that originally checked out the JSCC Kroger or Walmart credit card must personally return the card and all receipts to Director of Purchasing.  The credit card and receipts may not be returned by another employee, student, visitor or by campus mail.

Misuse of the Kroger and Walmart Cards

Use of the Kroger and Walmart cards that is NOT in accordance with the guidelines established for this program may result in: (1) loss of card privileges, (2) personal liability, (3) suspension, (4) written reprimand, or (5) termination in the case of fraudulent use.

Quick Summary of Credit Card Procedures

  1. All MasterCard, Kroger and Walmart card purchases over $50 require a Purchase Order be issued before the card is checked out, and this PO# must be listed on the sign out sheet when the card is checked out. Conference registration fees can be paid with the General Campus MasterCard with a fully approved and signed Travel Authorization Form.                                                                                                                                                  
  2. Kroger & Walmart card purchases of $50 or less require an approved/signed Check Request to be turned in with the receipts to the Executive Aide to the Vice President of Financial and Administrative Affairs.
  3. MasterCard Purchases of $50 or less do not require a Check Request.
  4. The complete FOAP or PO# (if applicable) must be listed on all credit card receipts when they are turned in
  5. MasterCard receipts should be turned in to the Executive Aide to the Vice President for Financial and Administrative Affairs when the card is returned.
  6. Kroger & Walmart receipts must be turned in to the Director of Purchasing when the card is returned.
  7. All receipts for purchases charged to the MasterCard should be turned in at the same time the MasterCard is returned or as soon as the receipts are available.
  8. Receipts for purchases charged to the Kroger or Walmart cards:
    1. If a Purchase Order was issued (purchases over $50) - the receipts must be turned in to the Director of Purchasing at the same time the Kroger or Walmart card is returned.
    2. If a Purchase Order was not issued (purchases $50 or less) - the receipts must be turned in with the Check Request.
  9. The JSCC employee that originally checked out the MasterCard, Kroger & Walmart cards must personally return the card and all receipts.   The MasterCard and receipts may not be returned by another employee, student, visitor or by campus mail.