Procurement Card Program | Towson University

Towson University’s procurement card provides the most efficient mechanism for university
employees to purchase goods and services valued at $5,000 or less. The procurement
card program enables university employees to apply for and receive a Visa card that
can be used to make small purchases faster and easier than the standard procurement
process.

As a public institution, Towson University must adhere to the policies established
by the Maryland Board of Public Works (BPW). BPW Advisory No. 1998-1, Corporate Purchasing
Card (CPC) – Mandatory Use, requires Towson University to use the CPC or procurement
card for delegated purchases. The only allowable exception is when the supplier does
not accept the corporate procurement card. Because the University System of Maryland
has a delegated threshold of $5,000, the campus should use the procurement card for
purchases up to this amount.

Applying for a Procurement Card

As a Towson University employee, you may apply for a procurement card using the online
application through the following links (as applicable):

Academic Procurement Card Application

Non-Academic Procurement Card Application

If you have questions about completing your application, please refer to the Procurement Card Application instructions.

Procurement Card Training

All new cardholders and their reviewers are required to complete the VISA procurement
card training course. The course is administered using BlackBoard and divided into
two sections. The VISA procurement card course provides an overview of policies and
procedures for cardholders and reviewers. The online procard reallocation and reconciliation
system course provides an overview for accessing and using the procard reallocation and reconciliation system.

If you have submitted an application for a procurement card, you will be automatically
registered for the course. You can also request procurement card training as part of the University Business Certificate.

Procurement Card Records Approval – COVID 19 Process

Effective for the September 2020 billing cycle (ending 9/25/2020), and until further notice, Cardholders & Reviewers will complete
their required monthly signatures (Reconciliation Log, & Bank Statement – as applicable)
using the following DocuSign Form:

READ:  https://involved.towson.edu/organization/zetabetatau

Monthly Procurement Card Records Approval

The DocuSign Form has embedded instructions for attaching supporting documentation,
and retaining the completed form for your records. 

Please Note: If you and your Reviewer are both visiting campus on a regular basis,
please continue to process your monthly records as you would pre-pandemic (i.e., Sign
Reconciliation Log & Bank Statements with wet signatures in-person).

Procurement Card Policies and Procedures

The Comptroller of Maryland’s General Accounting Division provides central management
and administration for the state corporate purchasing card program. State agencies
must comply with policies, procedures and instructions contained in the State of Maryland corporate purchasing card manual. Failure to comply will result in the suspension and/or termination of cards.

While it is the intent of the program to improve the efficiency and effectiveness
of the agency’s small dollar procurements, nothing in the policy and/or procedures
is intended to replace current policy and/or procedures defined in the finance and
procurement article or in COMAR Title 21, or included in Towson University’s internal
policies and procedures. The guidelines in the manual are to act as the minimum standards
for the operation of the corporate purchasing card program.

As agencies may establish supplemental procedures that are more stringent than the
rules established in this manual, Towson University has established its own procedures
as indicated in our corporate procurement card program policies and procedures manual (PDF).

In addition to the manuals linked above, Towson University has established policy 08-03.03 on restricted and/or prohibited purchases pursuant to the state of Maryland General Accounting Division accounting procedures
manual. Please remember, allowable expenditures apply to all purchases regardless
of the source of funds (e.g., state support, self-support, grant). By adhering to
this policy, cardholders will avoid being required to return merchandise to the vendor
or being required to personally reimburse the university.

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MCCG Restrictions

Vendors who accept VISA credit cards should accept the state of Maryland corporate
purchasing card. However, certain categories of merchandise and services are restricted
from being purchased using the state of Maryland corporate purchasing card. Vendors
register with VISA under a specific merchant category code group (MCCG). The MCCG
number usually corresponds to the type of merchandise or service a vendor supplies.
The following list of MCCG numbers is restricted from purchases using the state of
Maryland corporate purchasing card:

  • 6010 through 6051 – Service Providers; total group restriction (financial institutions,
    security brokers, timeshares, etc.)
  • 7221 through 7299 (except #7296) – clothing, costume and uniform rental – Personal
    Service Providers; photographic studios, beauty and barber shops, funeral services
    and crematories, dating and escort services)
  • 7832 through 7997, and 7999 – Amusement and Entertainment; motion picture theatres,
    bowling alleys, video game clubs, betting, golf, etc.
  • 5813 – Drinking establishments (alcoholic beverages)
  • 5812 – Eating places (restaurants)
  • 5814  – Fast food restaurants
  • 5921 – Package goods stores (beer, wine and liquor)

Attempts to purchase from vendors registered under any of the above MCCG numbers will
result in rejected transactions. No purchases for these groups and/or items are allowed
under the corporate purchasing card program.

If you would like to check the MCCG of a merchant prior to attempting a purchase,
see the VISA Supplier Locator.

Compliance Review Program

Towson University’s procurement card program is subject to audits by TU internal auditor,
University System of Maryland (USM) auditors; and legislative auditors. In addition,
transaction histories can be viewed at any time by anyone; the records are public.
In order to ensure that our program remains in good standing, the Procurement Department
and Financial Services have jointly established a compliance review program. See a summary of the compliance review program (PDF) or access the compliance review procedures (PDF) and the sample compliance review form (PDF).

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Online Reallocation & Reconciliation System

The online reallocation and reconciliation system, developed through the combined efforts of Financial Services and the Office Technology
Services, is a custom program that allows university cardholders to easily manage
monthly transactions. If you have any questions regarding use of the site or trouble
accessing to the site, see the reallocation and reconciliation system manual (PDF) or contact the PeopleSoft Team at procard AT_TOWSON.

Disputing a Charge

An incorrect charge on your bank statement must be disputed within the deadline established
by the bank. The deadline of the bank currently under the state contract is within
60 days of the transaction date. The dispute may result from a merchant’s refusal
to take back an item, the amount charged differs from the receipt, the amount is a
duplicate charge, the merchant is not recognized, etc.

The cardholder should first attempt to resolve the problem with the merchant. If this
attempt is not satisfactory, please contact pcpa AT_TOWSON.

The cardholder’s monthly log should document all disputed transactions. The bank will
issue a credit to the cardholder’s VISA account for the disputed amount, pending dispute
resolution. The cardholder should verify that the credit appears on the next monthly
bank statement. The bank will notify the cardholder of the resolution after investigation.
If the cardholder is not satisfied with the bank’s resolution, they should immediately
contact pcpa AT_TOWSON.

View more information: https://www.towson.edu/procurement/procurementcard/

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