What Are My Supplier Diversity Obligations?

Welcome to the University of Connecticut MasterCard Purchasing Card Program. The University Purchasing Card issued by, JP Morgan Chase, is a credit card which acts as a procurement tool offering an alternative to the existing University procurement processes. IT provides an extremely efficient and effective method of purchasing and paying for goods and services with a value less than $4,999.00.The Purchasing Card program is designed to delegate authority and capability to quickly and conveniently purchase approved commodities directly from the vendors that accept MasterCard. This program, co-sponsored by the Purchasing Department and Office of the Controller was created with the assistance of many staff and faculty members, and is designed to more efficiently meet your purchasing needs and those of the University. The benefits of the procurement card to you and the University are significant and include:

Benefits to the Cardholder:

• Allows you to obtain goods much faster and easier than before.
• Significantly reduces workload related to the purchase of and payment for goods.
• Allows you to be more efficient and to focus on the value added aspects of your job.
• Significantly reduces clerical processing time and time associated with the approval process.
• Provides end users with greater autonomy.

 

Benefits to the University:

• Reduces the number of purchase orders, invoices and checks.
• Enables Purchasing and Accounts Payable to focus on higher yield, value added activities.
• Dramatically reduces the number of vendors in the University vendor database.
• Prompt payment to the vendor results in better prices and improved vendor relations.
• Significant reduction in the number of paper transactions.
• Purchasing Department will have more time to negotiate better contracts.

 

Benefits to the Department/Fiscal Manager:

• Only One (1) monthly statement will be received for verification and reconciliation.
• No need to prepare and obtain approval signatures on internal renewal forms.
• No purchase order is required, therefore no typing and tracking of individual purchase requisitions and receiving reports are required.
• No need to prepare BO-46 form for Co-op purchases.
• Monthly approvals required rather than individual purchase order and invoice approvals.
• Receive orders immediately or within days instead of weeks

The purchasing card is designed to be used for purchases related to University business only. Use of the card for personal purchases is strictly prohibited. The Purchasing and Accounts Payable departments are responsible for monitoring the effectiveness of the Purchasing Card Program and user compliance with the procedures outlined in this manual.If you have any questions regarding the program, or the appropriate use of the purchasing card, please contact Nancy Patrylak, the University Purchasing Card Program Administrator at:

Purchasing Department
3 Discovery Drive, Unit 6076, Storrs, Connecticut

Nancy Patrylak
p 860.486.2622
f 860.486.5051
e Nancy.Patrylak@uconn.edu

or

Elise Fiorentino
p 860.486.5924
e Elise.Fiorentino@uconn.edu

What Are My Other Legal and Contractual Obligations?

The purchasing card simplifies the procurement and disbursement process by facilitating point-of-demand procurement. Purchasing authority is delegated to the ordering departments enabling the authorized Cardholders to place an order directly with the suppliers.The vendor validates purchases made with the Purchasing Card at the point-of-sale. The MasterCard system validates the transaction against pre-set limits established by the University which include:

• Number of transactions allowed per day – twenty (20)
• Number of transactions allowed per month – One Hundred (100)
• Single purchase limit not to exceed $4,999.00.
• Spending limit per month – Ten Thousand Dollars ($10,000)
• Approved commodity code- (Merchant Commodity Codes (MCC) established by the bank and encoded into the magnetic strip on the reverse side of the card.)

*Exemptions to the above limitations may be granted on a case by case basis upon the approval of the Director of Procurement and Logistical Services or his/her designee.

The authorization process occurs through an electronic system that supports the purchasing card processing services under the University’s agreement with JP Morgan Chase. In addition, the Purchasing Card Administrator has the capability to view a large selection of daily reports to effectively monitor the use of purchasing cards. The Purchasing Department will also identify opportunities to further maximize the University’s significant buying power through contract negotiations and contract administration.

Restricted Purchases:
Purchases of the restricted items listed below and purchases in excess of $4,999.00 or more must continue to be processed in accordance with established procurement and disbursement policies and procedures.

 

How Can I Become Recognized as a Connecticut Small or Minority Business?

The purchasing card is not to be used for the following commodities:

• Alcoholic beverages
• Animals
• Business, travel, and entertainment related expenses
• Cash advances of any type
• Cellular phones and related monthly charges
• Clothing, etc., ( The imprinting of, with University Logo/Trademark(s))
• Computers (any value, including iPad, iPod, Netbooks, Nook, Kindle)
• Construction and Renovation Services
• Contract Agreements of any type that involve a signature
• Equipment (Valued over $4,999.00)
• Food, Beverages consumed at vendor’s location (ie.: Eating in at restaurant or off campus location. Only take-out of food and non-alcoholic beverages are allowed)
• Furniture of any type
• Gasoline (except for State vehicles)
• Gifts/Donations
• Internet Service Providers
• Items prohibited from purchase under grant or research contract
• Leases & Lease-Purchases or any other time payment
• Moving Services
• Personal use items (IE attaches, Folios, Pen/Pencil Sets etc.)
• Precious metals
• Prescription drugs and controlled substances
• Printing Services
• Rentals of vehicles
• Reimbursements of any type
• Signage

 

*Exemptions to these restricted purchases may be granted on a case by case basis upon the approval of the Director of Procurement and Logistical Services or his/her designee.

If you have any questions regarding a restricted purchase please contact Nancy Patrylak, Purchasing Card Program Administrator @ 486-2622 or e-mail to Nancy.Patrylak@uconn.edu or Elise Fiorentino at (860) 486-5924 or Elise.Fiorentino@uconn.edu