Streamlining Purchasing Procedures with the P-Card Program
The Purchasing Card Program aims to simplify purchasing steps for end users, procurement, and finance departments. It includes policies, reconciliation procedures, i-expense module, and records retention guidelines to ensure effective management and oversight.
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Presentation Transcript
OVERVIEW OF THE PURCHASING CARD PROGRAM Purpose of the card: Streamline the Purchasing procedures Simplifying a lot of steps (End user, Procurement and Finance)
Cardholder Policies and Procedures Limit of the card 50,000 Limitations of each transaction is QAR 50,000 Expect for the Fixed Assets (QAR 20,000). The P-card will not be used for any research grant activity.
Disputed Transaction Dispute of statement items
Reconciliation Procedures Access provided by the bank Documentation and review Cardholder responsibilities Reconciler responsibilities Purchasing Card Administrator responsibilities
I-Expense Module Online application will replace the existing excel log sheet.
Records Retention Notice Original statements and receipts are to be sent to the Finance department- Treasury Unit each cycle. These original documents will be archived for a period of five (5) years in University Archives. Cardholders are responsible for retaining copies of documentation to make sure the Finance department- Treasury Unit has received all backup and to complete an adequate audit cycle, which the Internal Auditors recommend to be three (3) years. These files are to be kept secure and confidential as card account numbers may be visible. All discarded P-Card documentation must be destroyed by shredding to protect sensitive information.
