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Policies, Procedures and Guidelines

  • Procurement Policies and Procedures

    A   B   C   D   E   F   G  H  I  J  K  L   M   N   O   P   Q   R   S   T   U   V   W  X  Y  Z 
    (some letters are not associated with a section)

    A
    Advance Notification of Needs
    Authorized Approval Signatures
    Award to Other than Low Bidder

    B

    Bids, Proposals, and Quotations
    buyWays Internal Procurement Procedures

    C     
    Catalogs, Literature, and Sample Files
    Change Orders
    Competitive Purchasing
    Competitive Sealed Bids
    Competitive Sealed Bids Over $1,000,000
    Competitive Sealed Proposals
    Competitive Best Value Bidding
    Conflicts of Interest
    Continuing Education
    Construction
    Contracts
    Contracts for Lease, Lease/Purchase or Rentals of Equipment
    Correspondence with Vendors

    D
    Departmental Purchases from Bookstore
    Departmental Purchases of Office Supplies
    Departmental Purchases from on campus Apple Store
    Departmental Purchases from University Book Store
    Direct Purchase Vouchers
    Documentation Requirements
    Dollar Limitations 
    Donated Vehicle – Receiving  

    E     
    Emergency Purchases
    Evaluation of Bids and Proposals
    Exemptions to Code

    F
    Federally Funded Purchases
    Fixed Price Bidding
    Funds Availability

    G
    Grievance Procedures

    I     
    In-State Bidders Preferences 
    Information Technology
    Interviews
    Invoicing/Receiving

    L
    Legal and Auditing Services         

    M

    Maintenance Agreements
    Minority Business Enterprise

    N

    Negative Assurance of a Receipt (buyWays) 
    Negotiations after Unsuccessful Competitive Sealed Bidding

    O
    Outgoing Shipments
    Office Supplies

    P
    Personal Purchases
    Printing and Printing Services Procurements
    Procedures, buyWays Internal Procurement
    Procurements at Auction
    Procurement of Motorized Equipment   Procurement of Printing Equipment
    Procurement Card
    Prohibition of Gratuities
    Public Relations
    Purchase Order Amendment
    Purchase Requisitions

    Q     
    Quality Assurance Testing

    R
    Receiving and Delivering 
    Receipts - Negative Assurance of a Receipt (buyWays)
    Receiving/Invoicing
    Record Retention
    Rejection of Bids
    Rounding of Invoice Chartfields

    S
    Signatures
    Sole Source Determination
    SC/American Made Preference
    Specifications
    State Term Contracts
    Surplus Property/Disposition of Goods

    T
    Taxes
    Tie Bids

    U
    Unauthorized Procurement

    V
    Vendor Complaints
    Vendor Ethics
    Vendor File
    Vendor Selection

    W
    Warranties
    Written Determination

  • Disbursement Policies and Guidelines
  • Purchasing Card Policies and Procedures

    Updated March 2015

    Introduction

    Welcome to the Clemson University/State of South Carolina VISA Purchasing Card Program.  Clemson University participates in this program as an agency of the State of South Carolina.  The program is designed to help better manage low-dollar routine purchases and benefit job performance. The University and our vendors use of the purchasing card allows for a more cost effective process for purchasing.  Those individuals who have buying responsibilities in departments are encouraged to be the departmental cardholder.

    What is the Purchasing Card?

    The Purchasing Card is a VISA credit card issued by Bank of America.  It is a flexible purchasing tool that offers an alternative to the existing University purchasing process and provides for an efficient and effective method of payment for items purchased under $2,500, or items 1) from State or Agency contracts,  2) airline tickets, or  3) those included on the Direct Purchase Voucher Exemption List, even if those exempt purchases exceed $2,500.  Purchases must follow the State and University purchasing regulations and the card is to be used only for official University purchases.

    The VISA Purchasing Card enables the purchase of non-restricted commodities, by telephone, in person, or via internet directly from vendors. Some of the items that can be charged on the Purchasing Card are office supplies, registration fees, Federal Express, UPS, utilities, international student programs and airline tickets.

    It eliminates the need to issue Direct Purchase Vouchers for payment.  Charges to your University accounts are made through the online system in the University's WEB application. The VISA Purchasing Card is issued in the employee's name with the State of South Carolina emblem, the wording "For Official Use Only" and Clemson University is clearly indicated on the face of the card.

    The Purchasing Card program brings many benefits to the following:

    • Cardholders - Items can be purchased directly from vendors without having to prepare a Direct Purchase Voucher for payment.  This streamlines the purchasing process and improves the turnaround time on the receipt of orders.  It significantly reduces the administrative workload and processing costs related to the purchase and payment of goods.
    • The University - The Purchasing Card provides a cost-efficient, alternative method for purchasing low-dollar items.  A built-in card feature makes the program easy to control and manage and reduces processing costs at all levels by reducing the number of Direct Purchase Vouchers and checks issued.  The Purchasing Card enables all departments to focus on high yield value added activities. 
    • Vendors - The Purchasing Card is welcomed by vendors who accept VISA. When they accept the card for university business purposes, vendors will not need to send monthly invoices to the University. They will receive payment directly from the VISA provider within 48 hours.

    ALLOWABLE/NON-ALLOWABLE CHARGES:

    Here is a list of possible items and services which can/cannot be charged on the University Purchasing Card.

    ALLOWABLE

    NON-ALLOWABLE

    Student Travel-see Student Travel Guidelines - **Student group travel expenses may be paid in full with the CU VISA including those of the employee chaperones. These expenses should be coded to 6030. Athletics would use separate account # for travel.

    Employee Travel with the exception of airline, train tickets, baggage fees and rental cars.  **All other employee travel expenditures must be paid by the traveler from personal funds and reimbursed on a Travel Voucher upon return.

    Airline Tickets, Train Tickets plus baggage fees if purchased with ticket, and rental cars.

    Travel Packages that include airline tickets, hotel and rental cars.

    Registration Fees

    Registration fees that include hotels

    Fed-Ex/UPS-Express Shipping

    Employee functions

    Membership Dues

    Entertainment

    Subscriptions

    Gifts, Gift Certificates

    Computer Software

    Gift cards

    Books

    Cash advances

    Printing

    Employee parking hang-tags

    Allowable

    Non-Allowable

    Temporary Services under contract ( Manpower)

    Telephone calling cards or additional minutes for calling cards

    Postage & Office Supplies

    Utilities

    Holiday or Birthday Cards

    Repairs

    Holiday ornaments

    Hardware

    Sporting events

    Telephone & Cell Phone payments that are in compliance with the University Personal Communication Services Policy

    Foundation charges

    Internet Providers

    Gasoline

    Lab Supplies

    Personal Charges

    Credits must be returned to cards

    Blocked Vendors

    Lodging: visiting speakers (room only)

    Inter-departmental purchases

    APL iTunes – for CU business applications only

    Purchases off State or Agency Contract, even if appearing as  "split purchases." ∆

    Purchases over $2,500 - EXCEPTIONS are items with the following symbol ∆

    Allowable

    Non-Allowable

    Payments to Conference Facilities for the purpose of reselling such conferences to the public. ∆

    Other DPV Exemption purchases. ∆

    GENERAL PROCEDURES AND GUIDELINES

    Purchasing Cards are limited to certain types of allowable University business transactions (refer to allowable charges on page 2).

    • Purchasing Cards cannot be used for cash advances or the purchase of items that can be used as cash, i.e. gift cards, gift certificates, etc.
    • Purchasing Cards are only issued to individuals, in the individual's name and cardholder must be a permanent, temporary grant or temporary employee of Clemson University.
    • Purchasing Cards are not transferable between individuals or University Budget Centers.
    • Departmental Approver may not process his/her transaction(s).
    • Departmental Liaison may be auditor for more than one department/fund.
    • The Procurement Office names the Purchasing Card Administrator.
    • Employee's Department Head & Business Officer must approve the request for a card, assign the default account number, assign the Departmental Liaison for the Cardholder and submit information to the University Purchasing Card Administrator.
    • Business Officer and Department Head delegates purchasing authority to the Cardholder.
    • Transactions are distributed electronically to Departmental Liaisons daily. Liaisons have the capability to enter account number and class code for payment, identifying transactions subject to use tax.
    • Departments are responsible to assure credit card activity is charged to the proper account distribution.
    • Purchasing Cards with no activity for 24 months will be cancelled.

    PARTIES INVOLVED

    Agency - Clemson University arranges with the card issuer, Bank of America, for the issuance of Purchasing Cards to approved University employees and agrees to accept departmental liability for the employees' use of the cards.

    Cardholder - Employee of the University who is approved by his/her Department Head and Business Officer to use the Purchasing Card to execute procurement transactions on behalf of the University.

    Card Issuer - Bank of America's services were contracted for by the State of South Carolina to issue VISA Purchasing Cards to University employees, to bill the University for all purchases made on the cards, and to collect payment from the University on behalf of the vendors.

    Department Head - University official who must approve employee's request for a purchasing card, assign departmental liaison, designate default account number for purchases on the purchasing card, and submit application to the University Purchasing Card Administrator.  Department Head and Business Officer approval delegates transaction authority to the Cardholder.

    Departmental Liaison - Employee in each department/college responsible for account distribution and  retention of backup documentation for the cardholder.  Each Cardholder will be assigned a Departmental Liaison and the liaison will be responsible for reviewing charges of the individual Cardholders to make sure the transactions are classified as an appropriate university expense.

    Purchasing Card Administrator - Located in Clemson University's Procurement Department and coordinates the Purchasing Card program for the University and acts as the University's intermediary in correspondence with the card issuer. Monitors transactions periodically for compliance with procurement card guidelines and procurement regulations.

    Vendor - Merchant from whom a Cardholder is making a purchase.

    CARDHOLDER RESPONSIBILITIES

    The Cardholder must only use the Purchasing Card for legitimate Clemson University business purposes.  The Purchasing Card may not be used for travel (except airline & train tickets), entertainment, cash and other categories as included in the Blocked Vendor list included in these policies and procedures.  Misuse of the card will subject Cardholder to disciplinary action in accordance with University Policies and Procedures relating to disciplinary action and termination for cause.  The Cardholder must:

    • Ensure the Purchasing Card is used only for legitimate and allowable University business purposes and is responsible for familiarity with the VISA Policies and Procedures available on the Procurement Services website.
    • Maintain Purchasing Card in secure location at all times. 
    • Adhere to the purchase limits and restrictions of the Purchasing Card ensuring total transaction amount of any single transaction does not exceed $2,500, unless an exemption has been granted.
    • Adhere to the SC Consolidated Procurement Code and other applicable University policies.
    • Obtain all backup documentation for card which includes sales slips, register receipts, and/or Purchasing Card slips and timely provide the information to Departmental Liaison for reconciliation, and allocation of transactions in the WEB application. Note: Each charge must be verified by a printed invoice or receipt provided by the vendor showing the date, all items purchased with dollar amounts and taxes paid. Total purchase receipt price should match charged price on monthly statement. If the receipt is lost or misplaced, the merchant should be contacted and a replacement copy sent to cardholder via fax, mail, scanned copy, etc. If this is not possible, a typed and signed note from the purchaser with pertinent details will be accepted occasionally. If this becomes habitual, the procurement card may be suspended or revoked.
    • Approve the charges made to the Purchasing Card.  The approval certifies purchase meets the University guidelines for payment approval.  When the purchaser is not the cardholder, the purchaser must approve the charge which certifies purchase meets the University guidelines for payment approval.
    • Timely notify Departmental Liaison of the account number and/or class code where a charge should be posted on an individual transaction. Note: Departmental accountants have 20 days to process charges. If deadline is missed, purchases will automatically be charged to the default account requiring a correction. If deadlines are missed and/or backup is not provided, the cardholder will be in jeopardy of losing VISA card privileges or could be personally liable for the charges. 
    • Attempt to resolve disputes or billing errors directly with the vendor and notify Bank of America if the dispute or billing error is not satisfactorily resolved.
    • Ensure that an appropriate credit for the reported disputed item(s) or billing error appears on a subsequent Cardholder Memo Statement.
    • Do not accept cash in lieu of a credit to the Purchasing Card account.
    • Immediately report a lost or stolen card to Bank of America at 1-888-449-2273 (24 hours a day, 365 days a year).
    • Immediately notify Departmental Liaison and/or University Purchasing Card Administrator of a lost or stolen Purchasing Card at the first opportunity during business hours.
    • Return the Purchasing Card to Departmental Liaison upon terminating employment with the University or transferring to a different Budget Center Department within the University.
    • Ultimate responsibility for use/misuse of cards rests with the Cardholder.
    • Separation of Duties:  Please refer to - http://www.clemson.edu/finance/business-manual/as48guid.html

    DEPARTMENTAL LIAISON RESPONSIBILITIES

    Each Department Head must designate one or more Departmental Liaisons for his/her department.  The Department Head will assign a Departmental Liaison for each Purchasing Card application approved for his/her employees.  A Departmental Liaison may not process accounting activity for transactions for his/her own card.  The Departmental Liaison must receive training before any individuals in the department may receive a Purchasing Card.  Responsibilities include:

    • Collecting vendor receipts and purchasing card receipts from Cardholders and reconciling to Bank of America billing statements (to include signing statement as the reviewer). *NOTE: P-Card Activity & Submission reports can be used as additional tools but is not required by policy and does not require a signature.
    • Retaining all charge slips and receipts for audit or review.
    • Require approval for charges made to Purchasing Card.  The approval certifies purchase(s) meet the University guidelines for payment approval.  When the purchaser is not the cardholder, the purchaser must approve charge which certifies the purchase meets University guidelines for approval of payment.
    • Entering and/or updating the account number and class code information on electronic billing distribution of individual Cardholder account within 20 days of posting for approvals established by the University Purchasing Card Administrator.  Note: VISA charges are uploaded daily to the PeopleSoft application. Departmental accountants have 20 days to process each charge. If the deadline is missed, the charges will automatically be charged to the default account code. This will require a correction for each charge and review to see if SC Use Tax should have been applied.
    • Identifying transaction(s), which require the submission of use tax to the South Carolina Department of Revenue.
    • When applicable, populate the Contract Number field and the Exemption Number field.
    • Attempting to resolve any disputes with vendor and/or Bank of America if not resolved by Cardholder.
    • Notifying University Purchasing Card Administrator in 3 to 5 days of any unresolved disputes, noting the reason for dispute.
    • Requesting the University Purchasing Card Administrator to change default account for individual cards as needed and approved by Department Head.
    • Notifying University Purchasing Card Administrator of lost or stolen cards.
    • Requesting University Purchasing Card Administrator to cancel a Cardholder's card e.g. (terminated employees, transferring departments, loss of purchasing card privileges) as approved by Department Head.
    • Collecting canceled cards from Cardholders and forwarding to University Purchasing Card Administrator.
    • Liaison must identify backup with cardholder services in the event of extended absence.  Backup must have system access for liaison process linking for timely transition to new liaison.

    UNIVERSITY PURCHASING CARD ADMINISTRATOR RESPONSIBILITIES

    The University's Procurement Office will assign an Administrator to be responsible for the over-all Purchasing Card program.  Responsibilities include:

    • University liaison with Bank of America.
    • Utilizing Software from Bank of America.
    • Reviewing Department approved applications for completeness of required information.
    • Having Cardholder sign Cardholder agreement, signifying agreement with the terms of the Purchasing Card program.
    • Submitting completed application to Bank of America and receiving Purchasing Card from Bank of America.
    • Training Departmental Liaisons before releasing Purchasing Cards.
    • Training Cardholder before releasing Purchasing Card.
    • Handling disputed charges/discrepancies not resolved by Cardholder or Departmental Liaison.
    • Initiating change of Purchasing Card default account number upon request of Department
    • Liaison setup as approved by Department Head.
    • Securing revoked Purchasing Cards and submitting information to Bank of America.
    • Receiving Bank of America transaction files and electronically distribute to Departmental Liaisons.
    • Reviewing Bank of America invoice and preparing for payment processing.
    • Reconciling accounting statements for payments to Bank of America.
    • Reviewing usage of Purchasing Card data for appropriateness.

    The University Purchasing Card Administrator is required to close an account if the Cardholder: (a) transfers to a University department within a different Budget Center, (b) moves to a new job in which the Purchasing Card is not required, (c) terminates University employment or (d) for any of the following reasons which will also subject Cardholder to disciplinary action in accordance with University Policies and Procedures relating to disciplinary action and termination for cause.

    CARDHOLDER ELIGIBILITY

    Criteria to receive a University Purchasing Card are as follows:

    • Applicant must be a permanent, temporary grant or temporary employee of the University.
    • His/her Department Head and Business Officer must approve applicant's request for a Purchasing Card.
    • Applicant must be assigned a Departmental Liaison selected by his/her Department Head.
    • Employee must attend a training session or review a tutorial on the Purchasing Card before he/she may be issued a Purchasing Card.

    CARDHOLDER LIABILITY

    The Purchasing Card is a departmental corporate charge card which will not affect the Cardholder's personal credit; however, it is the Cardholder's responsibility to ensure that the card is used within stated guidelines of the Purchasing Card Cardholder Manual as well as University Policies and Procedures relating to the expenditure of University funds.  Ultimate responsibility for use /misuse of cards rests with the cardholder.  Failure to comply with the program guidelines may result in permanent revocation of the card, notification of situation to management and further disciplinary measures which may include termination. 

    CARDHOLDER TERMINATION

    The University Purchasing Card Administrator is required to close an account if the Cardholder: (a) transfers to different University department, (b) moves to a new job in which the Purchasing Card is not required, (c) terminates University employment or (d) for any of the following reasons which will also subject Cardholder to disciplinary action in accordance with University Policies and Procedures relating to disciplinary action and termination for cause.

    • The Purchasing Card is used for personal or unauthorized purposes.
    • The Purchasing Card is used to purchase alcoholic beverages or any substance, material, or service violating policy, law or regulation pertaining to the University.
    • The Cardholder splits a purchase to circumvent the limitations of the South Carolina Consolidated Procurement Code.
    • The Cardholder uses another Cardholder's card to circumvent the purchase limit assigned to either Cardholder or the limitations of the South Carolina Consolidated Procurement Code.
    • The Cardholder fails to provide Departmental Liaison with required receipts.
    • The Cardholder fails to provide, when requested, information about any specific purchase.
    • The Cardholder does not adhere to all of the Purchasing Card policies and procedures.

    LOST, MISPLACED OR STOLEN PURCHASING CARDS

    Cardholders are required to immediately report any lost or stolen Purchasing Card to Bank of America toll-free at 1-888-449-2273 (24 hours a day, 365 days a year).  The Cardholder must also immediately notify his/her Department Liaison and/or the University Purchasing Card Administrator about the lost or stolen card at the first opportunity during normal business hours.

    SPENDING CONTROLS

    The Purchasing Card is to be used only for the purchase of items normally allowed for a Direct Purchase Voucher.  Clemson University general spending parameters for each VISA purchasing card issued is set at $2,500 per transaction.  The purchasing Card must adhere to the University purchasing policies and procedures.  The University, through the Procurement Department, will adjust limits as determined by demonstrated need.

    For P-card purchases, card holders should continue to follow the published Procurement Card Policies and Procedures.  P-card limits may be increased up to a single purchase limit of $10,000 for one-time purchases by requesting permission from the P-card Administrator. Additionally, purchases over $10,000 may be made, if P-card limit allows, for those items annotated as such in the "Allowable / Non-Allowable" table above (e.g. purchases off State contract, DPV Exemptions, etc...)

    ERRONEOUS DECLINES

    Should the Purchasing Card be erroneously declined by a vendor, the Cardholder should immediately contact the University Purchasing Card Administrator for assistance.  If purchase being made is outside of normal University business hours, the employee must find an alternate payment method or terminate the purchase and contact the University Purchasing Card Administrator during normal University hours.

    CREDITS

    Vendors will issue all credits to the individual Purchasing Card account for any item they have agreed to accept for return.  This credit will appear on a subsequent statement.  Under no circumstances should a Cardholder accept cash in lieu of a credit to the Purchasing Card account.

    UNRESOLVED DISPUTES AND BILLING ERRORS

    The Cardholder is responsible for contacting the vendor to resolve any disputed charges or billing errors.  If the matter is not resolved with the vendor, the Cardholder/Departmental Liaison should -

    • Contact Bank of America at 1-800-352-4027 directly for assistance.
    • Fax to Bank of America at 1-888-678-6046 a signed "Dispute Form" to document the reason for the dispute if form is requested by Bank of America.
    • Contact the University Purchasing Card Administrator for assistance if an acceptable resolution is not obtained.
    • The total amount billed by Bank of America will be charged to the individual departmental accounts and credits for disputed transactions will be posted to departmental accounts when the credit appears on the Bank of America billing.

    SECURITY AND STORAGE

    • Purchasing Cards

    Cardholders should always treat the University Purchasing Card with the same level of care as one does their own personal credit card(s).  The card should be kept in a secure location and the account number should be carefully guarded.

    • Program Documentation

    The Departmental Liaison assigned to each Purchasing Card will maintain the Cardholder's bank statement or system generated Activity Report, and vendor receipts/packing slips/charge slips.  The University Purchasing Card Administrator will maintain all other documentation concerning the Purchasing Card program.  This documentation includes, but is not limited to, applications, Cardholder agreements, agency billing statements, reconciliation of accounting statements, Bank of America program material, copies of transmittals and correspondence with Bank of America.

    VENDOR SET UP

    The University Purchasing Department will conduct a study of frequently used vendors for purchases under $2,500, which qualify for use of the Purchasing Card by Cardholders.  If a vendor frequently used by University employees does not accept the VISA card, the University will assist in recruiting the vendor to take the necessary steps to begin acceptance of the card and provide this information to Bank of America.  Cardholders should contact the Departmental Liaison or University Purchasing Card Administrator when encountering vendors who do not accept the card.

    VENDOR BLOCKING

    The University has established a Blocked Vendor List.  Transactions will be blocked at the point-of-sale level at the types of vendors on the Blocked Vendor Listing attached to these procedures.

    The University P-card Administrator can authorize the temporary unblocking of an MCC code on an as needed basis.  Upon receiving a request from a card holder or liaison, the P-card Administrator will review the request and determine if, in fact, the blocking can be changed for a particular purchase or series of purchases, ensuring that such purchase will not be in violation of any other policies, procedures or regulations.  The Procurement Director may be asked to give guidance as well.  Once such a change is deemed authorized, the Administrator will work with the bank to have the MCC block changed temporarily for at particular card/purchase.  Once the purchase is complete, the MCC restriction will revert back to the original set-up.  Occasionally, p-cards established for specific use, such as student travel, may be established with different MCC blocks from the start and maintained with those blocks at all times.  This is determined at the time of issuing these specific cards in coordination with the card holder, liaison, business officer, P-card Administrator, and Procurement Director.  Any changes to MCC codes are captured in the history files in the Bank of America Works program.

    PURCHASING CARD SET UP, MAINTENANCE AND CLOSURE

    All contact with Bank of America for card set up, maintenance and closure (except for reporting lost or stolen cards) will be handled by the University Purchasing Card Administrator who is located in Procurement Services.

    Card Set Up

    • University employee completes a University Purchasing Card application and submits to his/her Business Officer for completion and approval.
    • Department Head completes the application by providing the name of the Departmental Liaison and default account number to be assigned to the card.
    • Department Head and Business Officer signature approval delegates transaction authority to the Cardholder.
    • Approved application is to be sent to the University Purchasing Card Administrator.
    • University Purchasing Card Administrator reviews application for completeness and submits application to Bank of America in format approved by Bank of America.
    • Upon receipt of the Purchasing Card from Bank of America, the University Purchasing Card Administrator will conduct a training session with the Cardholder or offer a tutorial on the Purchasing Card prior to issuing the card.
    • Cardholder signs Cardholder Agreement signifying agreement with the terms of the Purchasing Card program.

    Card Maintenance

    Purchasing Card Administrator will use all available software tools offered by Bank of America for the maintenance of cards.

    Closure

    • Lost or Stolen Cards

    Cardholder must immediately report the lost/stolen card to Bank of America at 1-800-538-8788.  Cardholder must also notify the University Purchasing Card Administrator who will follow up with Bank of America.

    Closure   

    • Terminated or Transferred Employees

    Departmental Liaison is to secure Purchasing Cards from terminated employees and employees who transfer to another University department.  The Departmental Liaison will immediately notify the University Purchasing Card Administrator via phone or e-mail of the termination or transfer.  A request for closing the Cardholder account will be submitted to Bank of America by the University Purchasing Card Administrator within 2 days of receiving the notification. All Purchasing Cards are to be returned to the University Purchasing Card Administrator for disposal.

    • Other Card Revokes/Closures

    University Purchasing Card Administrator will notify Bank of America immediately of all revocations and closures.

    RECONCILIATION, APPROVAL & ALLOCATION OF BILLING

    Receipt and Payment of Bank of America Billing

    • Bank of America will electronically bill the University within seven (7) days after the close of the billing cycle of each month.
    • University Purchasing Card Administrator will review bill for any obvious errors in charges or non-posted payments.  If none are noted, payment in full will be made to Bank of America.
    • The University Purchasing Card Administrator's Office will prepare payment voucher against prepay object account and submit for payment to Bank of America.  Voucher will be prepared within 5 days after receipt of the Bank of America bill and processed so that payment will reach Bank of America no later than 25 calendar days after the close of the billing cycle of the previous month.

    Allocation of Purchasing Card Charges to University Departments

    • A default University account number (Department, Fund, and Class Code) will be assigned to each Purchasing Card issued.
    • Within one business day of the receipt of the electronic listing of transactions from Bank of America, the University Purchasing Card Administrator will electronically transmit all Cardholders detailed account activity to the designated Departmental Liaisons for review and confirmation of purchases.
    • Upon transmission, Departmental Liaisons will receive system generated message of available transactions for processing.
    • Departmental Liaisons will require approval of charges made to the Purchasing Card.  The approval certifies that the purchase meets the University guidelines for approval for payment. When the purchaser is not the cardholder, the purchaser must approve the charge which certifies that the purchase meets the University guidelines for approval for payment.
    • Departmental Liaisons will charge account number/class code.
    • Departmental Liaisons will identify transactions requiring payment of use tax.
    • When applicable, populate the Contract Number field and Exemption Number field.
    • Departmental Liaisons will process electronic bill in advance of the designated default cut-off date established by the University Purchasing Card Administrator.
    • Departmental Liaisons will assemble and retain Cardholders statements and or system generated Activity Reports, charge slips and receipts for audit by internal and external auditors.  Receipts for purchases must be maintained for 7 years.
    • The total amount billed by Bank of America will be charged to the individual departmental accounts and credits for disputed transactions will be posted to departmental accounts when credit appears on the Bank of America billing.
    • University Purchasing Card Administrator will reconcile the detailed electronic billing statement to amount paid Bank of America.

    AUDIT

    Clemson University's internal control procedures and guidelines are as follows:

    Cardholder will:

    • Submit vendor receipt/packing slip and charge slip to Department Liaison. If order is by telephone/fax, the Cardholder should supply a copy of the order blank or a description of order to Departmental Liaison.
    • Approve the charges made to the Purchasing Card.  The approval certifies that the purchase meets the University guidelines for approval for payment.  When the purchaser is not the cardholder, the purchaser must approve the charge which certifies that the purchase meets the University guidelines for approval for payment.
    • Assign alternate chartfield string for purchases to be charged if different than the chartfield string assigned to the Purchasing Card.

    Department Liaison will:

    • Match Cardholder receipts to electronic billing.
    • Require approval of charges made to the Purchasing Card.  The approval certifies that the purchase meets the University guidelines for approval for payment.  When the purchaser is not the cardholder, the purchaser must approve the charge which certifies that the purchase meets the University guidelines for approval for payment.
    • Enter alternate account number, class code and account number when applicable.
    • Enter analytical for cost sharing to grants when applicable.
    • Identify transactions requiring the payment of use tax.
    • When applicable, populate the Contract Number and the Exemption Number field.
    • Process charges to department fund in advance of the default cut-off date for approvals established by the University Purchasing Card Administrator.
    • Retain all receipts and vouchers for audit by internal and external auditors. Receipts for purchases are to be maintained for 7 years.

    University Purchasing Card Administrator will:

    • Receive electronic daily transaction file from Bank of America for distributing electronically to Departmental Liaisons.
    • Make periodic audits of card use and charges for appropriateness through the use of "Works" on-line reporting system.  Areas to be monitored include, but are not limited to compliance with SC Consolidated Procurement Code, compliance with Purchasing Card regulations, compliance with University regulations, and sales and use tax charges.  Non-use of card usage will also be monitored.

    ACCOUNTABILITY

    Monitoring & Review Process

    Purchasing Card transactions are subject to the monitoring & review process of Procurement Services.  Cardholders and/or liaisons may be requested to provide additional explanations for questioned transactions.

    Violations of the Purchasing Card Program and Guidelines

    Violations of purchasing card program policy or guidelines may be self-reported, detected by cardholder liaison or in the University or divisional monitoring/compliance programs.

    Violations of program policy or guidelines will result in notification of violation to the cardholder and business officer.

    Any of the following action(s) will be the result based on the severity of the violation :

    • Inquiry to the cardholder for explanation of the use of the purchasing card for a questionable transaction
    • Suspension of the purchasing card until -
      • assurances have been made by the business officer that measures have been taken to avoid a reoccurrence of the violation by the cardholder
      • cardholder has attended training on the purchasing card policies and guidelines
    • Termination of the purchasing card
    • Disciplinary action in accordance with the University Policy and Procedures relating to disciplinary action and termination for cause. 
    • Repayment of the transaction with personal funds

    Actions for purchasing card transactions which are violations of the State Procurement Code will be handled as an unauthorized procurement.

    Unauthorized Procurement

    An unauthorized procurement is an act obligating Clemson University in a contract by any person not authorized to do so in accordance with Clemson University procurement policies and procedures: 

    • Personal purchases not used for University business but paid for with University funds.
    • Any single purchase over $2500.00 not listed on the DPV exemption list nor requisitioned through Procurement Services for mandatory competitive bid solicitations.
    • Split orders with a single vendor where the monetary total exceeds $2500.00 and not listed on the DPV exemption list nor sent through Procurement Services for mandatory competitive bid solicitations.
    • Non-compliance of using State of S.C. established contracts when applicable.

    When a transaction has been determined to be an unauthorized procurement and payment has already been made, the following steps need to be taken by the employee who made the purchase.

    • The employee who made this purchase will have to send a letter of explanation to the Director of Procurement Services stating the facts and circumstances surrounding the purchase of the items and what corrective actions are being taken to prevent this from happening again.
    • The letter should be routed through the appropriate administrative   channels in the college/budget center, to the Director of Procurement Services where it will then be sent to the President for ratification.

    When a transaction has been determined to be an unauthorized procurement and payment has not been made, the following steps need to be taken by the employee who made the purchase.

    • The employee who made this purchase will have to send a letter of explanation to the Director of Procurement Services, stating the facts and circumstances surrounding the purchase of the items and what corrective actions are being taken to prevent this from happening again, action taken against the individual committing the act, and documentation that the price is fair and reasonable.
    • The letter should be routed through the appropriate administrative channels in the employee's college to the Director of Procurement Services where it will then be send to the President for ratification.
    • Once this unauthorized procurement has been reviewed and ratified by the President, a purchase order will be issued.

    LISTING OF BLOCKED VENDORS CLEMSON UNIVERSITY MERCHANT CLASS CODE BLOCKING LIST

    4829  Wire Transfer Money Orders
    5094  Precious Stones & Metals Watches
    5271  Mobile Home Dealers
    5309  Duty Free Stores
    5521  Automobile and Truck Dealers (Used Only)
    5541  Service Stations (with or without ancillary services)
    5542  Automated Fuel Dispensers
    5561  Recreational & Utility Trailers, Camper Dealers
    5571  Motorcycle Dealers
    5592  Motor Home Dealers
    5598  Snowmobile Dealers
    5681  Furriers & Fur Shops
    5698  Wig and Toupee Stores
    5813  Drinking Places (Alcoholic Beverages) Bars, Taverns, Cocktail, Lounges, Nightclubs, Discotheques
    5814  Fast Food Restaurants
    5921  Package Stores - Beer, Wine & Liquor
    5932  Antique Shops
    5933  Pawn Shops
    5937  Antique Reproductions
    5944  Jewelry Stores, Watches, Clocks, and Silverware Stores
    5948  Luggage & Leather Goods Stores
    5960  Direct Marketing Insurance Services.
    5963  Direct Selling Establishments/Door-to-Door Sales
    5966  Outbound Telemarketing Merchant
    5972  Stamp & Coin Stores - Philatelic & Numismatic Supplies
    5992  Florists
    5993  Cigar Stores & Stands
    5997  Electric Razor Stores - Sales & Service
    6010  Financial Institutions - Manual Cash Disbursements
    6011  Financial Institutions - Automated Cash Disbursements
    6012  Financial Institutions - Merchandise & Services.
    6051  Non-Financial Institutions - Foreign Currency, Money Orders wire transfer), and Travelers Cheques
    6211  Security Brokers/Dealers
    6300  Insurance Sales & Underwriting
    6381  Insurance Premiums
    6399  Insurance (Not Elsewhere Classified)
    6611  Overpayments
    6760  Savings Bonds
    7012  Timeshares
    7032  Sporting & Recreational Camps
    7033  Trailer Parks & Camp Grounds
    7251  Shoe Repair Shops, Shoe Shine Parlors, and Hat Cleaning Shops
    7261  Funeral Service & Crematories
    7273  Dating & Escort Services.
    7276  Tax Preparation Service
    7277  Counseling Services - Debt, Marriage, Personal
    7278  Buying-Shopping Services, Clubs
    7280  Hospital Patient Personal Funds Withdrawal Accounts
    7295  Babysitting Services
    7296  Clothing Rental - Costumes, Uniforms
    7297  Massage Parlors
    7298  Health & Beauty Spas
    7519  Motor Home & Recreational Vehicle Rentals
    7524  Express Payment Service Merchants - Parking Lots
    7833  Express Payment Service Merchants - Motion Picture Theaters
    7995  Betting (Including Lottery Tickets, Casino Gaming Chips, Off-track Betting & Wagers)
    7996  Amusement Parks, Circuses, Carnivals, Fortune Tellers
    7997  Membership Clubs (Sports, Recreation, Athletic), Country
    8011  Doctors
    8021  Dentists, Orthodontists
    8031  Osteopaths
    8041  Chiropractors
    8042  Optometrists, Ophthalmologist
    8043  Opticians
    8044  Optical Goods & Eyeglasses
    8049  Chiropodists, Podiatrists
    8050  Nursing & Personal Care Facilities
    8062  Hospitals
    8099  Medical Services
    8111  Legal Services, Attorneys
    8211  Elementary and Secondary Schools
    8241  Correspondence Schools
    8244  Business & Secretarial Schools
    8249  Vocational & Trade Schools
    8351  Child Care Services
    8651  Political Organizations
    8661  Religious Organizations
    9211  Court Costs, Including Alimony and Child Support)
    9222  Fines
    9223  Bail and Bond Payment
    9311  Tax Payments
    9411  Government Loan Payments
    9700  Automated Rental Service
    9751  U.K. Supermarkets - Electronic Hot File (For Regional Use Only) 
    9752 U.K. Petrol Stations - Electronic Hot File (For Regional Use Only)

    DIRECT PURCHASE VOUCHER EXEMPTION LIST

    View complete exemption list at the following web address http://www.clemson.edu/finance/procurement/buy/exempt.html.

  • Sustainable Procurement Policy

    Purpose

    The purpose of this policy is to support the purchase of products that minimize the harmful effects of their use and final disposition upon the environment.   Clemson University recognizes that the purchasing decisions of our employees can make a difference in favor of environmental quality. We prefer the purchase of environmentally preferable products whenever they perform satisfactorily and are available at a reasonable price.

    A collateral purpose is to support markets for recycled goods and other environmentally preferable products and services.

    Definitions

    A. "Environmentally Preferable Products" means products and services that have a lesser or reduced effect on human health and the environment when compared with competing products that serve the same purpose.  This comparison may consider raw materials acquisition, production, manufacturing, packaging, distribution, reuse, operation, maintenance, or disposal of the product.

    B.  "Life Cycle Cost" means the amortized annual cost of a product, including capital costs, installation costs, operating costs, maintenance costs, and disposal costs discounted over the

    C. "Recycled Material" means material and byproducts that have been recovered or diverted from solid waste, and have been utilized in place of raw or virgin material in manufacturing a product.  It is derived from post-consumer recycled material, manufacturing waste, industrial scrap, agricultural waste, and other waste material, but does not include material or byproducts generated from, and commonly reused within, an original manufacturing process. 

    D. "Recycled Product" means products manufactured with waste material that has been recovered or diverted from solid waste. Recycled material may be derived from post-consumer waste (material that has served its intended end-use and been discarded by a final consumer), industrial scrap, manufacturing waste, or other waste that would otherwise have been wasted.

    Polices

    A. All Clemson University personnel will purchase recycled and environmentally preferable products whenever practicable.

    B. Clemson University should promote the use of recycled and other environmentally preferable products by publicizing its procurement program.

    C. The University Procurement Department will make every effort to secure contracts with vendors that are environmentally conscientious whenever practicable.

    D.  Procure environmentally preferable products and services where criteria have been established by governmental or other widely recognized authorities (e.g. Energy Star, EPA Eco Purchasing Guidelines).

    E.  Integrate environmental factors into the University's buying decisions where external authorities have not established criteria. 

    F.  Examples of preferable practices or products:

    • Compact fluorescent lamps (Energy Star Seal on package)
    • Made of recycled materials, maximizing post-consumer content
    • Durable, as opposed to single use or disposable items
    • Non-toxic or minimally toxic, preferably biodegradable
    • Highly energy efficient in production and use
    • Manufactured in an environmentally sound, sustainable manner by companies with good environmental track records
    • Cause minimal or no environmental damage during normal use or maintenance.
    • Shipped with minimal packaging (consistent with care of the product), preferably made of recycled and/or recyclable materials
    • Recycled paper and paper products
    • Re-refined lubrication and hydraulic oils
    • Computers and electric appliances (Energy Star Rated)
    • Re-crushed cement concrete aggregate and asphalt
    • Cement and asphalt concrete containing glass cullet, recycled fiber, plastic, or tire rubber
    • Remanufactured tires and products made from recycled tire rubber
    • Compost
    • Green Sealtm cleaning products
    • Energy saving products
    • Waste-reduced products
    • Water-saving products
    • Office Supplies (marked with environmental sign)
    • Replacing disposables with reusables or recyclables
    • Taking into account life cycle costs and benefits
    • Evaluating, as appropriate, the environmental performance of vendors in providing products and services

    Responsibilities of Procurement Department

    Clemson is committed to actions designed to conserve and protect the environment, and will continue to implement those actions whenever possible and economically feasible.  It is the responsibility of the Procurement Department, in conjunction with all University departments, to promote the development and use of environmentally friendly products and services through the following activities:

    A.     Reviewing contracts, bids and specifications for goods and services to ensure that, whenever possible and economical, they are amended to provide for the expanded use of products and services that contain the maximum level of post-consumer reusable or recyclable waste / or recyclable content, without significantly affecting the intended use  of the product or service.

    B.     Consulting with all user departments to identify new environmentally friendly products and services as well as improvements/changes in industry standards that may impact the environment.

    C.     Requiring the use of recycled materials and recycled products by incorporating them in bid specifications where practicable.

    D.    Purchasing from suppliers that provide environmentally friendly products and services or suppliers that are environmentally sensitive in their daily operations. 

    E.     Seeking new suppliers and encouraging existing suppliers to review the manner in which their goods are packaged.  Working with suppliers in the areas of reduction and reuse of packaging materials.

    F.      Using cost/benefit analysis to arrive at the correct sourcing decision; one that remains economically practical, reflects effective purchasing practices and satisfies the requirements of the user department.

    G.    Making suppliers aware of the Clemson Sustainable Procurement Policy.

    H.    Developing tools to track goals, assist in identifying and financially justifying green products and services, make it easier to measure achievement of goals, and integrate green purchasing into every day decisions.

    I.       Utilizing the Sustainable Procurement checklist for use in University purchasing.

    J.       Participating in training for implementing and improving the procurement of environmentally friendly products. 

    K.    Advocate for legislation that will further support sustainable procurement.

    Responsibilities of Departments

    A. Departments should use the list in this policy as a guideline for environmentally preferable products, specific to their department/mission.   They should add or modify this list as necessary.  Factors that should be considered when determining the environmentally preferable good or service include, but are not limited to:

    • Maximization of recycled products used in product or service life cycle
    • Environmental cost of entire product or service life cycle
    • Reuse of existing products or materials in product or service life cycle
    • Recyclability of product
    • Minimization of packaging
    • Reduction of energy/water consumption
    • Toxicity reduction or elimination
    • Elimination of uncertified hardwoods in product or service life cycle
    • Durability and maintenance requirements
    • Ultimate disposal of the product

    B. Inform employees of their responsibilities under this policy; provide them with information about recycled products and environmental procurement opportunities.  Check the Procurement Web Page ( http://www.clemson.edu/cfo/procurement) for frequent updates on vendor participation with environmental efforts.

    C. Establish a yearly review committee to evaluate the efforts the department has made to help protect and preserve the environment and what the future goals are for the up-coming year.

    D. Submit new ideas or suggestions to Procurement Services.

    Exemptions

    Nothing in this policy shall be construed as requiring a department, agency or contractor to procure products that do not perform adequately for their intended use or are not available at a reasonable price in a reasonable period of time.

    Environmentally Preferable Purchasing (EPP) Resources

    A. EPA's Comprehensive Procurement Guidelines ( http://www.epa.gov/cpg/)

    B. EPA's EPP Web Site ( www.epa.gov/oppt/epp)

    C. EPPNet ( www.nerc.org/eppnet.html)

    D. Green Seal ( www.greenseal.org)

    E. EnergyStar ( www.energystar.gov)

    F. Office of the Federal Environmental Executive ( www.ofee.gov)

    Clemson University Sustainable Procurement Checklist

    When purchasing, ask a supplier these questions. But first, determine if the product or service is truly necessary. Purchasing will need to be balanced with issues of product performance, cost, and availability.

    (1)   Waste reduction: Is the product durable? Can it be easily and economically serviced and maintained? Is the product designed to reduce consumption and minimize waste? Is the product reusable? Is the product technically and economically recyclable in the immediate area? Do facilities and internal collection systems exist to recycle the product? Can the product be returned to the supplier at the end of its useful life? Is the product compostable and are systems in place to compost the product on or off-site? Will the product biodegrade over time into harmless elements?

    (2)   Packaging: Is the product necessary? Can it be eliminated? Is minimal packaging used? Is the product packaged in bulk? Is the packaging reusable or recyclable? Are recycled materials used to produce the packaging and at what percent post-consumer waste? Can the packaging be returned to the supplier? Is the packaging compostable?

    (3)   Material source: Are recycled materials used in the product? If so, what percentage? What percentage of post-consumer materials is used? If wood is used in the product, what is its source and how is it harvested? Is the product manufactured from tropical rainforest wood?

    (4)   Energy efficiency: Is the product energy efficient compared to competitive products? Can the product be recharged? Can the product run on renewable fuels? Does the product require less energy to manufacture than competing products?

    (5)   Supplier environmental record: Is the company producing the product in compliance with all environmental laws and regulations? What is the company's record in handling environmental and safety issues? Can the company verify all environmental claims? Does the manufacturer/supplier have a company environmental policy statement? What programs are in place/planned for promoting resource efficiency? Are printed materials available documenting these programs? Has the company conducted an environmental or waste audit? Is the product supplier equipped to bid and bill electronically? Has an environmental life-cycle analysis of the product (and its packaging) been conducted by a certified testing organization, such as Green Seal?

  • Other Financial Policies
  • South Carolina State Procurement Law
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