3215 Yale Purchasing Card

Responsible Official: 
Controller
Responsible Office: 
Office of the Controller
Effective Date: 
July 1, 1998
Revision Date: 
July 1, 2017

* This policy has been updated to accommodate Workday Financials business processes and terminology.  Please note the effective revision date.

Policy Sections

     3215.1 Use of the Card

     3215.2 Suspending or Canceling a Card Account

     3215.3 Canceling a Card

Scope

The scope of this policy establishes appropriate and reasonable guidelines for use of the Yale Purchasing Card.

Policy Statement

The Yale Purchasing Card facilitates the payment of travel-related services and the purchase of small dollar goods and services for conducting University business only.

Reason for the Policy

This policy promotes discretion in spending and ensures compliance with use of the Yale Purchasing Card.

Definitions

Yale’s E-Procurement Solution
The Workday Create Requisition function replaces SciQuest as Yale’s e-procurement solution as of July 1, 2017.  SciQuest catalogs and contract pricing are available via the Connect to Supplier Website option.

Yale’s Expense Management Solution
Yale’s expense management solution includes the processing, creation, and submission of expense reports for the following expenditures: travel and business related expenses and miscellaneous small dollar purchases incurred on a University PCard or with personal funds (cash out-of-pocket (OOP)).  The expense management solution supports requesting and clearing of cash advances for travel and expenses as well as study subject advances.

The Yale Purchasing Card facilitates the payment of travel-related services and the purchase of small dollar goods and services for conducting University business only.  The Yale Purchasing Card is a corporate-liability card; all charges incurred by individual/department cardholders are paid directly by the University to the bank that issues the card.  The card holder is responsible for all charges and accurate and prompt expense reporting of card charges.

A purchasing card is issued only to University faculty, postdoctoral associates and staff, with the following HR job categories - Clerical & Technical—C&T, Faculty—FAC, Managerial & Professional—M&P, Postdoctoral Associates—PDA and Service & Maintenance—S&M.

Since the University is liable for all charges made on the card, cardholders must use discretion and good judgment when making purchases and/or incurring expenses.  Cardholders are responsible for authenticating the validity of all charges incurred by submitting expense reports on a timely basis, via Yale’s expense management solution.

The card holder is required to use the preferred purchasing methods and supplier(s) as defined by commodity per the University Buying Guide.

Yale University may terminate the right to use a Yale Purchasing Card at any time for any reason.  Improper use of the Yale Purchasing Card may result in disciplinary action, up to and including termination of employment.

A purchasing card account may be suspended if:

  • the cardholder has purchasing card transactions unprocessed for more than
    45 days;
  • the cardholder shares the card with someone else;
  • the cardholder uses the card for personal expenses not incidental to a
    business trip or for any other charges outside of policy;
  • the cardholder consistently does not have the necessary receipts;
  • the cardholder uses the card for contract suppliers when the preferred
    purchasing method is requisition/purchase order; or
  • the cardholder uses the card for any of the prohibited commodities without
    prior approval.

The lead administrator or his/her designee is authorized to request the cancellation of a card at any time.

A purchasing card account must be canceled if:

  • the cardholder is transferring to a different department within the University;
  • the cardholder is leaving the University; or
  • the cardholder’s position no longer requires use of a purchasing card.

Special Situations/Exceptions

Exceptions to this policy must be approved by the Controller’s Office, in consultation with the Provost’s Office, General Counsel, or an Officer of the Corporation, as appropriate.