Purchasing Card

Initiated on campus in 1998, the Southern Utah University Purchasing Card is a campus owned credit card issued to an employee to assist in their daily purchasing activities. The Purchasing Card allows SUU employees to buy goods and materials without the use of a Purchase Order or Requisition to expedite procurement. The Purchasing Card is a Visa credit card provided by U.S. Bank.

Purchasing Cards are used to purchase goods or services required to support the normal daily activity of your department or organization. Use of a Purchasing Card is subject to the University’s Purchasing Policy #5.24 and the Purchasing Card Guide.

Application Process:

Applications are initiated by Account Managers or Supervisors. Once the appropriate signatures have been obtained, please have the highest signing authority on the form send the application to danaewade@suu.edu or purchstu@suu.edu . Incomplete forms (including lack of signatures) will be returned. Instructions on creating and using Adobe electronic signatures

Changes or Adjustments:

Changes or Adjustments are initiated by the Account Manager or Supervisor. Subordinate or self-approval is not authorized. Once the appropriate signatures have been obtained, please have the highest signing authority on the form send the request to danaewade@suu.edu or purchstu@suu.edu . Incomplete forms (including lack of signatures) will be returned. Instructions on creating and using Adobe electronic signatures.

The Adjustment Request form is used for ALL Purchasing Card changes. This includes but is not limited to: Velocity limits (single purchase limit, monthly limit, merchant category code restrictions), temporary or permanent card termination, re-opening cards, changes of default accounting information, and department name changes. A justification or explanation is required for every adjustment.

Auditing and Reconciliation:

It is the responsibility of the Cardholder to reconcile and file each monthly bank statement to ensure that all charges are accurate. After reconciling, the Cardholder must submit all documentation, including the statement, receipts and supporting documents as a complete Statement Packet in accordance with SUU Internal Audit filing procedures.

The Audit Facilitator or the Cardholder is responsible for obtaining the approval signature of the Cardholder’s Supervisor. The Supervisor will review the Cardholder’s Statement Packet, sign as approved, and return to the Audit Facilitator for filing.

Any questions regarding Purchasing Card Audits should be emailed to suuaudit@suu.edu

Supporting Documents and Additional Information:

In compliance with Utah State Code, all purchasing card statements and receipts should be filed for seven years (Physical or Electronic).

As of July 1, 2011, hotels in Utah no longer acknowledge the University's tax exempt status.  This means that the traveler will be charged sales tax when paying for a hotel room. ADDITIONALLY, P-card holders will not be penalized for having sales tax included on hotel transactions.