The Denison Purchasing Card
Restrictions
In addition to all other existing Denison University policies and procedures, users of the Denison University purchasing card must comply with the specific policies and procedures outlined below.
Unauthorized Items:
The following Purchasing Card transactions are prohibited:
- Cash advances or ATM transactions
- Cell phones or monthly cell phone service
- Controlled substances
- Donations
- Gasoline (except for rental vehicles, or vehicles owned by Denison. Business use of personal automobiles will be reimbursed on a per mile basis rather than actual gasoline purchases.)
- Goods that require the purchaser to sign a contract or document that requires administrative review
- Guns, weapons, ammunition, or explosives
- Internet connectivity (and associated internet expenses) except while traveling for Denison University
- Long-term rentals (2 months or longer)
- Personal items, services, or expenses
- Professional services: payments to individuals, consultants, employees
- Radioactive material
- Office furniture
Restricted Product Classes
- Office supplies – Denison has negotiated a “just in time” office supply program with select vendors offering substantial educational discounts. The purchase of office supplies should continue to be coordinated through Office Services.
- Printing and Stationary – Denison has printing and stationary standards which were developed to ensure a consistent, professional appearance. Many printing needs can be fulfilled in-house; others are sent to approved vendors. To ensure quality, printing requests should continue to be coordinated through Office Services.
- Items to be capitalized – Items worth $500 or more, with a useful life of more than one year, need to be capitalized. These should continue to be ordered using the purchase order system.
- Catering on campus – Denison has a contract with Sodexho that grants them exclusive rights to cater events on campus, therefore catering purchases are not allowed.
- Computers and Software – Purchases of computers, printers, software, etc. should always be coordinated through Information Technology Services.
- Promotional Materials – Use of Denison’s logo or wordmark should be approved by Denison’s University Communications Office.
- Replacement Items – Purchase of replacement items for damages or loss covered by insurance should be coordinated through Denison’s Purchasing Department.
- Travel involving Students - Use of the purchasing card is appropriate when traveling with students, but remember this type of travel should always be coordinated through Denison’s Purchasing Department.
Cardholders are NOT allowed to divide one purchase into two or more transactions in order to stay within the transaction limits that have been determined by the supervisor. However, travelers may pay for each day/night of a hotel stay separately.
Cardholders may NOT receive cash back for refunds or exchanges; all amounts are to be credited directly to the credit card account.
The cardholder must follow University policies and initiatives in the area of the environment.
The card is for business expenses only. No personal charges.
The card is NOT transferable. It is to be used only by the cardholder whose name appears on the card. Administrative secretaries may facilitate their boss’s use of the card such as making airline reservations for the boss’s use.