PROCUREMENT CARD

(ProCard)

HANDBOOKfor Cardholders, Reconcilers, and

Approving Officials Revised August 2017

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Attachments: 1. Application Form2. Approving Official Agreement3. Cardholder Agreement4. Code of Ethics5. Card Change Form6. Card Close Form7. Certification for Missing Documentation8. ProCard Policy Waiver Form9. Sample Procurement Card Log

Note: The forms above are available at www.uaa.alaska.edu/procurement

Welcome 3

Key Contacts 4

Key Websites 4

Overview of ProCard Process 5

Differences between ProCard and a Personal Credit Card 6

Cardholders’ Responsibilities 7-9

Reconcilers’ Responsibilities 9-10

Approving Officials’ Responsibilities 10

Authorized and Prohibited Purchases 11-12

Representational and Non-Representational Purchases 12

ProCard Policy Waiver Form 12

Violations and Consequences 13

Disputes 14

PROCUREMENT CARD HANDBOOK

TABLE OF CONTENTS

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WELCOME TO THE

UNIVERSITY OF ALASKA ANCHORAGE’S

PROCUREMENT CARD PROGRAM

We hope you find this Procurement Card (ProCard) Program to be helpful in conducting busi-ness for the University. Please do not hesitate to ask questions regarding any aspect of the Pro-Card Program. We welcome your input and suggestions for improvement of this program.

USING THIS HANDBOOK

This handbook will provide you with the basic steps for using the ProCard. It co-vers card use, compliance issues, documentation of transactions, review and ap-proval of statements, reallocation of transactions, and more.

For further details on any ProCard issues, contact the UAA campus ProCard Pro-

gram Administrator in the Procurement Services Department identified in the key

contacts section on the next page.

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For questions regarding ProCard procedures, cardholder enrollment, cardholder changes, accounting and audit issues contact:

UAA ProCard Program Administrator: Justine Nelson

E-mail: Justine@alaska.edu Phone/Fax: (907)786-6512/786-6519

For individual procurement card procedural issues contact your:

Reconciler: __________________________________________

Approving Official: __________________________________________

To contact the bank use the following numbers:

JPMorgan Chase CUSTOMER SERVICE: Phone: (800) 316-6056 FAX: (847) 931-8861

LOST OR STOLEN CARDS IMMEDIATELY CALL

(800) 316-6056

WHEN REPORTING A LOST OR STOLEN CARD TO THE BANK, PLEASE INFORM THEM THAT THIS IS A COMMERCIAL CREDIT CARD FOR THE UNIVERSITY OF ALASKA ANCHORAGE.

KEY CONTACTS—WHO TO CALL

KEY WEBSITES—WHERE TO GO PaymentNet4: www.paymentnet.jpmorgan.com (For Cardholders to view transactions and Reconcilers to review and reconcile transactions.)

UAA Procurement Services Department: www.uaa.alaska.edu/procurement (For forms, ProCard Hand-book and information on the ProCard program.)

UA Statewide ProCard & Travel Card: www.alaska.edu/financial-systems/ua-procurement-card (For PaymentNet Mapper Schedule.)

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OVERVIEW OF PROCARD PROCESS

Authorized cardholder makes a purchase/

return with their ProCard for goods/services

for the University and retains receipt/invoice.

Cardholder transaction data uploads nightly

to PaymentNet4, a web-based

administrative tool. Transactions posted

within two business days after the

transaction is processed by the merchant.

Reconciler uses PaymentNet4 to review,

make accounting changes, and adds notes

as needed This review, for the previous

week’s (F-Th) activity, must be completed

by noon of each Tuesday. It is vital to

complete necessary changes before the

deadline to avoid the need to submit a JV

to correct accounting information.

The process to transfer data from

PaymentNet4 to Banner starts at noon on

Tuesday. This process is called Banner

Mapping. It is done by JV and will post

regardless of the department’s budget

availability.

By the 10th of each month, the

Reconciler prints all of the Cardholder

Statement of Accounts for the previous

month’s transactions and attaches

backup (invoices, receipts, emails etc.) to

Statement.

Cardholder reviews, signs and dates

Statement then submits to his/her

Approving Official.

Within 45 days of the end of the

Statement period, the Approving Official

reviews and approves each Statement

and returns to Reconciler.

Reconciler adds Statement to

cardholder’s ProCard file and retains it for

7 years.

Monthly, the University receives and pays a system wide master bill that includes all charges made by every

cardholder. Merchants are paid by MasterCard within 48-72 hours of transaction transmittal to MasterCard.

The UAA ProCard Program Administrator will periodically audit ProCard records such as the statements, re-

ceipts and transaction log(s) for each cardholder. Audits will be performed at the department location or by

requested document copies be sent to Procurement. This audit is to ensure that the appropriate documenta-

tion (receipts, packing slips, etc.) is kept, policies and procedures are followed, and required approvals are

obtained. UAA, Internal Audit, State and Federal auditors may also review ProCard records.

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The University is liable for all charges made on the card before the card is reported lost

or stolen to the bank.

There is no personal liability on the card unless the Cardholder

violates the terms of the Cardholder Agreement or makes a

personal purchase.

The default limit per transaction is $2,500 and the maximum

limit per transaction is $5,000. Limits above $2,500 must

include a fiscal officer signature on the application and

justification for the higher limit.

The Department specifies limits for each Cardholder. These include (30 day) cycle

dollar limits and maximum number of transactions allowed per day and per cycle.

The department may request to set lower than default limits. The cycle runs from

the 16th of the month through the 15th of the next month. If the 16th falls on a

weekend or holiday, the cycle will begin on the next business day.

The card belongs to the University, not the individual. When an employee

terminates their employment with the University, the ProCard must be destroyed

and a Close Form submitted immediately to the UAA ProCard Administrator. If an

employee moves to another department in the University and will continue to use

the ProCard, the card should be retained by the individual and a Change Form

submitted to the UAA ProCard Administrator. The new departmental name, address,

phone number, default org/fund/account, Reconciler, and Approving Official

information will be updated when the Change Form and a new, signed Approving

Official Agreement are received.

Cardholders are trained in the proper procedures for making low level purchases for

their department. They must sign an agreement holding them responsible for their

actions in performing this vital University function (See Attachment 3 for Cardholder

Agreement).

DIFFERENCES BETWEEN THE PROCARD AND A

PERSONAL CARD

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Order Placement

Following existing departmental purchasing procedures, purchase allowable goods or services inperson, by phone, by fax, by mail or via a secure link on the Internet. If the purchase is fundedby a grant account, the cardholder must ensure the grant requirements are being met. Contactthe Office of Sponsored Programs with questions about grant purchases.

Tell merchant this is a University of Alaska purchase, is tax-exempt within the State of Alaska andshould be accorded any applicable discounts (education, higher education, government, etc.).

Give name as it appears on the card. Give billing address it was listed on the cardholder application or as recorded in PaymentNet4. It

will never be a home address. Give accurate delivery information. Request that the vendor include on the outside packaging

label the following information: department name; your name, department address; and phonenumber. See example below:

UAA Languages Department Attn: Jane Doe 3211 Providence Drive, SSB101 Anchorage, Alaska 99508 Phone Number: (907) 786-XXXX

NOTE: Procurement card purchases cannot be tracked in Banner Finance, as items ordered via a Purchase Order can, it is important that the deliveries are made directly to the department. If addressed as above, with specific buildings and room numbers, UPS, FedEx and the Post Office will be able to deliver correctly. Off campus locations should use their physical address. DO NOT USE THE ADDRESS FOR CENTRAL RECEIVING. If Central Receiving receives an inappropriately addressed package, they may not be able to determine the location to make the delivery and the package may be returned

Make sure that the appropriate departmental personnel are aware of your purchase in case apackage arrives in your absence. After the package is received, follow all departmentalprocedures regarding processing, record retention/documentation requirements.

Request that a sales receipt be placed in package. Do not allow COD deliveries. If your transaction is declined, check PaymentNet4 for the decline reason. Transactions that do

not appear were not declined by our bank and the decline is between the merchant and theirprocessor. Transactions can be declined for any of the following reason: Bad card number, invalid expiration date or CVC code. One of these may have been entered

incorrectly. Ask the vendor to try again. You are over your single transaction limit or cycle limit. Check your transaction log. The merchant's 4-digit Merchant Category Code (MCC) may be on your card's excluded list.

Contact the ProCard Administrator for assistance to process this purchase. Decline reports are reviewed daily for attempted fraud and obvious transaction issues. The ProCard Administrator may contact you with questions or information about purchases on this report. Record the purchase in your ProCard Log

CARDHOLDERS’ RESPONSIBILITIES

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Receipt of Goods For purchases made in a store, this is done at time of purchase. For purchases made by phone, fax, or mail, this is done at the time of purchase or when the

goods are received For internet orders, this is done at the time of purchase or when the goods ship. Receipts must contain the following information:

Cardholder name Vendor identification Date purchase was made Description of each item purchased Per item cost (if available) from vendor

If the receipt does not have all the required information, supplement it with an invoice/order confir-mation. Transactions that do not have appropriate documentation (original, itemized receipts), must include the Certification for Missing Documentation Form (Attachment 7) demonstrating a good faith effort to obtain a receipt.

Important: Remove all card numbers and/or expiration dates from the retained backup

Verification of Received Goods Ensure receipt of materials/services and contact vendors to resolve any delivery problems, order

discrepancies or issues with damaged goods.

Coordinate returns directly with the vendor, as well as secure the appropriate credit of returnedgoods. Never allow a cash refund for a returned item. Keep the return documentation with theProCard log.

Help with Transaction Reconciliation Remove all card numbers from retained documentation. Promptly forward original supporting documentation to your Reconciler each week. Notify the Reconciler of any potential disputes or account distribution changes. Only an employ-

ee who has completed Reconciler training can change an account in the PaymentNet4. Monthly, review Cardholder Statement of Account, verify all transactions are correct and identi-

fy problems to Reconciler. Sign and date the monthly Cardholder Statement of Account within 45 days of the end of the

Statement month. (i.e. Statement of Account for September must be signed by November 15th) Submit the Cardholder Statement of Account and supporting documentation to the Approving

Official for review and approval. Approving Official has 45 days from the end of the Statementmonth to approve by signing and dating the Statement.

Forward the approved statement and supporting documentation to the Reconciler who will file itfor future reference and audit purposes. All documentation can be scanned electronically intothe department’s electronic filing system and must be retained for seven (7) years after the dateof purchase.

CARDHOLDERS’ RESPONSIBILITIES CONTINUED

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Maintenance of ProCard Log or Pre-authorization Form

Enter transaction information to ProCard Log as it is made. If the department has an internal pre-approval process in place, such as an internal requisition form with pre-authorization required, an ad-ditional transaction log is not necessary. This is budget management tool is necessary for trackingtransactions that have not yet cleared the account.

The transaction log or pre-authorization form must include:

Date of transaction

Vendor name

Description of purchase

Transaction amount

Fund-Org-Account

It may also include other information such as:

Journal Voucher number

Date transaction post to PaymentNet4

Notes regarding the purpose of purchase

Report any discrepancies between ProCard Log and Statement of Account to your Reconciler

See Cardholder Agreement (Attachment 3) for further description of responsibilities.

CARDHOLDERS’ RESPONSIBILITIES CONTINUED

Weekly: Before transactions are rolled into Banner on Tuesday at Noon

Review cardholder transactions in PaymentNet4. Resolve any questionable transactions with the cardholder. Identify any potential disputes of transaction with the cardholder. Reallocate and/or split transaction charges to appropriate account numbers and object codes by

changing the fund/org account code in PaymentNet4. AVOID Journal Vouchers with this step. Notify the Approving Official and UAA ProCard Program Administrator of any violations.

Monthly: By the 10th of the Month Following the Month the Transactions Were Made

Print the Statement of Account for the previous month (1st through month end) for each cardholderthat had activity for whom you reconcile, attach backup, and forward to the Cardholder and Approv-ing Official for signatures.

Review and verify Cardholder ProCard Log and Statement of Account match. Promptly investigateany discrepancies

Maintain all original records or scanned records of transactions for each Cardholder for reference andaudit purposes. The Reconciler is the point of contact in case of audit.

RECONCILERS’ RESPONSIBILITIES

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RECONCILERS’ RESPONSIBILITIES CONTINUED As required: Changes in Cardholder Information

Submit a Change Form (Attachment 5) for any changes to be made for a specific cardholder (i.e.default account, department, Reconciler or Approving Official, etc.). All Change Forms require anApproving Official signature, changes to Approving Official also require an Approving OfficialAgreement (Attachment 2).

As required: Procurement Card Close Request

Submit a Close Request Form if a cardholder is leaving the University, or is transferring to an as-signment where a ProCard is not necessary for their duties. Close Request Forms require an Ap-proving Official signature.

Record Retention

Maintain transaction logs, statements and supporting documentation within the department forseven (7) fiscal years in addition to the current fiscal year. Grant funded purchase documents mustbe kept for three (3) years AFTER the grant is closed with the minimum being seven (7) years.These documents are “accounts payable” and “procurement” documents and follow the same re-tention and audit standards. After the cardholder statement and original receipts have been re-viewed, signed, and dated they can be scanned into a department’s electronic filing system andthe hard copies destroyed. These records may be subject to University, state, and federal audits.

Monthly: Within 45 Days Following the Month the Transactions Were Made

Review the Statement of Account to verify that:

Proper department procurement procedures are followed

Appropriate documentation (logs/pre-approvals, receipts) is kept

Explanation of variances between invoices and charges are included

Prohibited purchases have not been made.

Sign and date the Statement of Account

As required: ProCard Violations and Cardholder Transfer/Termination

Inform Cardholder, Reconciler and ProCard Administrator of ProCard policy violation

Sign ProCard Application and Forms for transfers, terminations, and changes to accounts.

See Approving Officials Agreement (Attachment 2) for further description of responsibilities.

APPROVING OFFICIALS’ RESPONSIBILITIES

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AUTHORIZATION TO MAKE A PURCHASE

Cardholders are authorized to purchase goods and services up to $5000. Departments may choose to set purchase authorizations under $5000 and prohibit goods/services in addition to the Prohibited Purchases list below. Cardholders making purchases against a grant accounts must make sure they are allowable under the terms of the grant.

PROHIBITED PURCHASES

The ProCard shall NOT be used for the following purchases:

Alcohol

Capital equipment (A single item or system with a value of $5000 or more and a useful life of morethan one year)

Cash or cash type transactions including gift cards and gift certificates

Catering other than Seawolf Catering

Cell phone charges unless approved for department "check out"

Charitable donations or contributions to individuals or organizations

Charters of any kind (i.e. boat, bus, plane)

Contracts requiring authorized signatures, including leases/rentals

Contract purchases to non-contract providers

Copy/Print Services other than the UAA Copy & Print Center

Drug Enforcement Agency controlled substances

eBay or any used item or auction site like Groupon, CraigsList or ValuVillage

Firearms or ammunition

Furniture

Gift Cards/Gift Certificates

Goods and Services from Foreign Vendors

Hazardous or radioactive materials: purchase or removal

Meals in a restaurant

Personnel moves or relocation expenses

Personal purchases (regardless of intent to reimburse)

Prizes

Professional Services: Consulting, Medical, or Legal (regardless of their incorporated status)

Representational Entertainment coded to account 8115 (see next page for more details)

Software

AUTHORIZED AND PROHIBITED PURCHASES

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Non-Representational Purchases

The following non-representational ProCard pur-chases require departmental approval via the Representational/Non-Representational (RNR) Form before the purchase is made. The RNR must be retained as backup documentation to the purchase:

Decorations

Gifts or small tokens of appreciation includingflowers less than $25

Self Catering less than $500

Catering through Seawolf Catering

Representational Purchases

Entertainment purchases are representational, coded to 8115, require departmental approval via the RNR and ProCard Administrator approval via the UAA ProCard Policy Waiver Form. The ap-provals must be retained as backup to the pur-chase. These purchases include, but are not lim-ited to:

Gifts/Flowers $25 and over

Meals in connection w/ personnel recruitmentor meetings with dignitaries

Meals provided to guest speakers or businessguests

Open house events

Retirement gifts/receptions

Tickets to business or social events

Thank you or holiday cards

PROHIBITED PURCHASES CONTINUED

NON-REPRESENTATIONAL AND REPRESENTATIONAL

PURCHASES

Splitting an order to force it below the transaction limit of $5000

Subject/participant payments

Travel and travel related expenses (i.e. airline tickets, vehicle rental, meals, lodging, etc.Registrations are allowable and should be coded 3661)

University departments other than the UAA Bookstore or UAA General Support Services

Exceptions will be considered on a case-by-case basis via UAA ProCard Policy Waiver Form.

PROCARD POLICY WAIVER FORM Exceptions to ProCard Policies will only be considered with a completed UAA ProCard Policy Waiver

Form. These exceptions include purchases from the Prohibited Purchases list and temporary limit in-

creases. Fill out the form, attach all backup documentation to the form to explain or justify the re-

quest (i.e. approved RNR, invoice, item description), obtain necessary signatures, and submit to the

ProCard Administrator for review. Additional information may be requested before a decision is

made. The ProCard Administrator will either approve or deny your request. If approved, retain the

Waiver Form as backup documentation.

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Sharing Your ProCard or ProCard Number

You may NOT share your ProCard or ProCard number with ANYONE. The ProCard is to be used only by the card-holder named on the face of the card. This includes transactions over the telephone and internet. Sharing a ProCard may result in a suspension or revocation.

Prohibited, Inappropriate, or Unallowable Purchases (as listed on pages 11-12)

Written warning will be given to the Cardholder. Written warning will be given to the Cardholder and copied to the Reconciler and Approving Official Cardholder may be required to obtain additional training. Repeated offense: Card may be suspended or revoked.Note: Depending on the severity of the ProCard violation, a card may be suspended or revoked after the first offense.

Personal Purchases

Personal purchases are prohibited on the ProCard. Violation of this policy may be investigated and could result in termination and/or criminal prosecution. In the case of willful or neglectful default of this obliga-tion, the University shall take any recovery action deemed appropriate as permitted by law.

In addition to the above disciplinary actions, the University must be reimbursed immediately. TheCardholder must take cash or check (payable to UAA) and the fund-org-acct information to UAACashiering at the UC. Other campuses contact the ProCard Administrator for reimbursement in-structions.

The Cardholder must make immediate disclosure to Program Administrator, Reconciler, and Ap-proving Official.

The Cardholder must keep a copy of payment receipt with ProCard documentation files as proof ofUAA reimbursement.

VIOLATIONS AND CONSEQUENCES FOR PROCARD

MISUSE

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Resolution of a merchant dispute is the responsibility of the Cardholder. The following may be formally disputed with the bank:

Unauthorized charges, including unauthorized phone or mail order charges Difference in amount authorized and amount charged Duplicate charges Transaction which is yours but you are challenging for other reasons Your account has not yet been credited in the ProCard system, but you have received a credit voucher

from the merchant, or have been told by the merchant they will issue a credit. NOTE: Credits takelonger than a purchase to post to PaymentNet4, usually 3-5 business days.

Failure to receive goods Returned merchandise Unrecognized charges Altered charges Defective merchandise

On all disputes call the vendor first and see if they can correct the problem. If not, have your Reconciler submit the Dispute through PaymentNet4 or call the bank’s customer service number, (800) 316-6056, and tell them you have a disputed purchase.

A representative of the bank will take down all of your information concerning the purchase problem. Immediately thereafter, the University will be credited for the amount of the disputed purchase until the dispute is resolved.

IMPORTANT: Disputes must be communicated to the bank within 60 days of the end of the cycle

(15th of the month) in which the transaction first appeared.

DISPUTES

UNIVERSITY OF ALASKA ANCHORAGEPROCUREMENT CARD APPLICATION FORM

CARDHOLDER INFORMATION (ALL FIELDS ARE REQUIRED – TYPE OR PRINT)

Full Legal Name Employee Email Work Phone

Employee ID (3xxxxxxx) Last 4 Digits of SSN Mother’s Maiden Name

UA Name (computer/email login) USA Citizen? (if no, country of citizenship)

Yes

No

Date of Birth (mm/dd/yyyy)

Reconciler’s Name Reconciler’s E-mail Reconciler’s Phone #

Approving Official’s Name Approving Official’s E-mail Approving Official’s Phone #

HOME ADDRESS INFORMATION (REQUIRED FOR ALL CARD TYPES)

Physical Address

City State Zip Code

DEPARTMENT ADDRESS INFORMATION

UA Department Name

Street Address

City State Zip Code

DESIGNATED DEFAULT BANNER ACCOUNT & CONTROL INFORMATION

Fund Orgn Acct

Monthly Credit Limit (Default 10,000)

Single Purchase Limit (Default 2,500)

Authorizations/Day Transactions/Month

Justification for Limit Over Default(s)

Approving Official’s Signature Date

Approving Official’s Printed Name

Fiscal Officer’s Signature (Required if single purchase limit in excess of $2,500) Date

Fiscal Officer’s Printed Name

INFORMATION BELOW THIS LINE TO BE COMPLETED BY CARD SERVICES

Reporting Hierarchy

D-Level Org Authorization signature

1/2017INCLUDE SIGNED APPROVING OFFICIAL AGREEMENT, CARDHOLDER

AGREEMENT AND CODE OF ETHICS WITH APPLICATIONAttachment 1

09/2017

Cardholder Applicant Name:

UAA APPROVING OFFICIAL AGREEMENT The appointment as an approving official represents the University’s trust in you and your empowerment as a responsible employee of the University to safeguard and protect its assets.

As an Approving Official, I acknowledge receipt of and agree to comply with my responsibilities as listed in the Procurement Card Program Handbook. I confirm that I have read and understand the provisions in this Handbook and that I will comply with the terms and conditions and subsequent revisions. I understand that the University is liable to the Bank for all charges made by the cardholders including charges made on a lost or stolen card before it is reported lost or stolen and that this liability is passed down to my department. I further understand that any unallowable charges made by the Cardholders within my department are the liability of my department.

As an Approving Official for in the University of Alaska Anchorage Procurement Card Program, I understand that I am the control point for the integrity of the Program and protection of my department’s budgets through the review of my Cardholders’ Statement of Account. I will review all transactions made by cardholders monthly, ensure original documentation is matched to Cardholder Statements, take appropriate action should violations occur, and sign and date all Monthly Cardholder Statements of Account.

I understand that the card is the property of the University, assigned to cardholders in my department and that, in the event of willful or negligent default of the Cardholder obligations, the University shall take any recovery action deemed appropriate that is permitted by law. Furthermore, I agree to notify the Procurement Card Program Administrator immediately in the event that I or any Cardholder under my Procurement Card approving authority is transferred from the department or is no longer employed by the University. I understand and accept the following Approving Official’s responsibilities:

• I will review the monthly Statement of Account for the above named Cardholder who had transactionsduring that cycle to ensure:

-Proper department procurement procedures are followed -Appropriate documentation (logs, receipts) is kept -Explanations of variances between invoices and charges are included -Purchases are not prohibited Procurement Card transactions

• I will sign and date all monthly Statements of Account within 45 days of the end of the Statement month.• I will take appropriate action for violations by:

-Informing cardholder of problem and consequence of violation -Informing Program Administrator of actions taken

• I will remind cardholders that report to me to report lost or stolen cards immediately.• I will immediately inform the Program Administrator of transfer or terminations of this or any other

cardholder, and/or transfer, termination, or designation of myself as an Approving Official.

APPROVING OFFICIAL:

Signature: Date

Print Name : Phone No.

Title: Email:

Attachment 2

UNIVERSITY OF ALASKA ANCHORAGEPROCARD CARDHOLDER AGREEMENT

Introduction: The University of Alaska (UA) has entered into an agreement with JP Morgan Chase

(Bank) to provide qualified employees with a purchasing card (ProCard). The ProCard shall be used to

purchase authorized goods and services costing less than $5,000 (including shipping and handling) or the

limit established for your card, whichever is less.

Ownership and Cancellation of the ProCard: The ProCard remains the property of the Bank. It may

not be transferred to or assigned to anyone other than the designated cardholder. The cardholder is

accountable for activity on the card. The Bank or UA may suspend or cancel cardholder privileges at

any time for any reason. The cardholder will surrender the ProCard upon request to UA or any

authorized agent of the Bank.

Spending Limits: Each ProCard has a pre-set spending limit, which may not be exceeded under any

circumstances. NO PERSONAL EXPENSES ARE TO BE CHARGED TO THE PROCARD AT ANY

TIME OR FOR ANY REASON WHATSOEVER.

ProCard Abuse: Abuse of the ProCard will result in revocation of the card and appropriate disciplinary

action. Specifically, purchases may not be segmented to avoid competition.

Usage: For usage guidelines, the ProCard cardholder must refer to the Cardholder Handbook, which is

distributed with the ProCard and by this reference is incorporated and made a part of this agreement.

Protecting the ProCard: The ProCard is valuable property, which requires proper treatment by the

cardholder to protect it from misuse by unauthorized parties.

Validation and Safekeeping: The cardholder shall sign the ProCard immediately upon receipt. When

the expiration date is passed and/or after a new ProCard is received, the old one shall be cut in half and

dispose of it.

Lost or Stolen ProCards: If the ProCard is lost or stolen, the cardholder shall contact the Bank's 24-

hour, toll-free number at (800) 316-6056 IMMEDIATELY (UA is responsible for charges until card is

reported). The cardholder is also requested to contact the campus ProCard Program Administrator

referenced in the Cardholder Handbook.

Agreement: The undersigned agrees to the above terms and conditions and requests that a University of

Alaska ProCard be issued.

__________________________________ __________________________________

Cardholder Name Cardholder Signature & Date

__________________________________

Cardholder Department

__________________________________

MAU Program Administrator Name Program Administrator Signature & Date

1/2017Attachment 3

UNIVERSITY OF ALASKA

ANCHORAGE Procurement Card Holder

CODE OF ETHICS

Any person employed by the University of Alaska who purchases goods and services for the University, shall

be bound by this code and shall:

1. Avoid actual or even the appearance of unethical or compromising practices in vendor relationships, actions,

and communications by diligently following the lawful instructions of the University while using

professional judgement and reasonable care in exercising the authority granted.

2. Notify the University of any private or professional activity that would create a conflict between personal

interests and the interests of the University of Alaska.

3. Neither solicit nor accept money, loans, credits, prejudicial discounts, gifts, entertainment, favors, or

services from present or potential suppliers which might influence or appear to influence purchasing

decisions.

4. Promote positive supplier relationships through impartiality in all phases of the purchasing cycle.

5. Enhance the public trust by adhering to the highest standards of ethical behavior.

________

Initials

1/2017Attachment 4

Attachment 5

Attachment 6

20 Attachment 7

Complete the top portion of this form and submit it to your ProCard Administrator for review.

Department: Date Decision Needed:

Cardholder:

Length of Waiver (select one): Single Purchase Temporary Permanent

If temporary, dates effective:

Policy to be Waived (select all that apply): Catering (other than Seawolf Catering)

Entertainment (coded as 8115) Gifts/Flowers $25+ Gift Cards/Gift Certificates

HazMat Prizes Temp Credit Limit Increase Other (explain):

Item details including business purpose (attach any supporting documentation

i.e. Approved Rep/Non-rep Form, information about event, price quote, etc):

Justification for Waiver:

Fund/Org/Account to be used:

Cardholder Signature and Date

Dean/Director/Department Head or Designee Signature and Date

(only required for Temp Credit Limit Increase)

Approved Denied

Justification for decision:

UAA ProCard Administrator Signature and Date

UAA ProCard Policy Waiver Form

Attachment 8

Attachment 9