Additional Procedures for Extended Use Cards

Extended use cards are designed to be made available for longer periods of time, but they require additonal tracking and reporting.

A) Just like short term users you will will need to sign an agreement form for use of the CIS RIT JP Morgan Chase Procurement Card.

You must also be familiar with the RIT Procurement Card Guide on the Controllers Website.

(You will only need to sign the form the first time you use a CIS procurement card, the original will be kept on file in 76-2255.)

B) You will be  required to provide your completed Procurement Card Log weekly to your CIS Procurement Card Administrator for PaymentNet, on Monday.

The log requires the same information as short term card users:

1. The name of the vendor/supplier you will be purchasing from
2. The business purpose for the purchase
   • (i.e. Lab Supplies, Hospitality)
3. The department number the purchase will be charged to
   • (i.e. 679___)
4. The project number the purchase will be charged to
   • (i.e. 15____, 25 ___, or 3_____)
5. Written approval to use the above accounts is preferred prior to a purchase, but is required when the receipt is turned in.  A PI’s signature on the receipt, or an email is acceptable, or the RIT Controllers Office has a form for a PI to approve a purchase made on a departmental procard.
6. The date item is received and the amount spent.
7. Attach the approved receipt.

Note:  Failure to provide a completed Procurement Card Log with appropriate receipts on a timely basis will result in suspension or termination of extended use privileges.

C) Each extended use card has a default 24-digit RIT account number assigned to it.  It is designed to be a default, most commonly used, account number .  Please discuss your preferred account number with the CIS Procurement Card Administrator.

D) Extended use cards may NOT be used for Travel related expenses which are reported on a Travel Expense Report.

E)  Extended use cards have specific single transaction and monthly dollar limits.  If your monthly log demonstrates a need to raise these limits you can request an increase through the CIS Procurement Card Administrator.