Procurement Cards

The DSCC procurement card is a corporate Visa used for departmental small dollar ($499 and under) purchases. If utilized, the procurement card can do the following:

• Consolidate all of the purchasing, billing, and payment activities associated with small dollar purchases

• Increase the turnaround time on purchases - vendors are paid within 48 hours

• Provide tools for tracking and controlling purchases

Procurement Card Restrictions

The procurement card cannot be used for the following:

• Sales Tax

• Travel (except team/group)

• Bank Services                                 

•  Cash

• Hotels and Motels                            

•  Airlines

• Tax Payments, Fines, Court Cost

•  Bail and Bond Payments

The procurement card is NOT to be used for any travel expenses.  All travel must be paid by the individual and filed on the appropriate travel claim forms.  (Approved group travel may be an exception.)

Procurement Card Limits & Statements

Limits:              $499 per transaction
                    $5,000 per month (total of all transactions per card)

Each cardholder will be issued a monthly statement, and accounts payable is issued on consolidated statement for all cardholders. For statement purposes, the cut-off date is the 25th of each month.

Record Keeping

Each cardholder is responsible for maintaining a monthly Procurement Card Purchasing Log. This log is used in place of a check request to consolidate all of your small dollar Visa purchases. Each month the following steps must be taken:

• Reconcile your log to your individual card statement

• Attach all corresponding itemized invoice or receipt for EACH purchase

• Check for an appropriate account number

• Forward to your supervisor for review and signature

• Forward to accounts payable for payment processing

All incomplete logs will be returned to the cardholder for completion.
Procurement Card Purchasing Log

Problem Resolution

• Contact the vendor and attempt to solve the problem

• If unable to resolve, complete a Statement of Disputed Item form (see Program Administrator) within 60 days after the close of the billing cycle

• Forward the form to First Tennessee

• First Tennessee will notify the cardholder of the resolution

Lost Card

• Immediately contact First Tennessee, 24 hours a day, 7 days a week:  1-800-VISA-911 or the customer service number on the back of your card

• Contact the DSCC Program Administrator and your immediate supervisor

• Closely monitor transactions to ensure no fraudulent charges appear