Procurement Cards

Old Dominion University Research Foundation has a procurement card program for researchers to use on sponsored program, cost center and discretionary purchases. The purpose of this program is to afford authorized users greater flexibility in making small dollar procurements. The use of a procurement card will in no way change the required documentation for purchases or change any existing procurement policies. The single purchase limit on all credit card purchases is no greater than the monthly card overall limit and not to exceed $2,500.

All purchases made with the procurement card (P-card) are subject to the same guidelines as to reasonableness, allowability and allocability as any expenditure on a sponsored program. Therefore, in order to qualify for a card, a Personal discretionary, Departmental/College discretionary or Center overhead account, or Interim BVHS Guarantee will be designated to cover any unallowable or undocumented purchases made with an individual procurement card.

The guidelines for issuing a procurement card are as follows:

  • Cards will be issued with credit limits of $500 to $10,000
  • Requests for credit cards must be made via the Procurement Card Application
  • Guarantee accounts will be determined as follows: Discretionary accounts –Personal discretionary account or colleague discretionary account administered by the Research Foundation. Departmental or Overhead accounts – minimum balance in account – must be greater than twenty percent (20%) of the total of all credit guarantees issued against the account and administered by the Research Foundation. Approval of Department Chair, Dean or Director required. Interim BHVS Guarantee– To be used by VHS faculty whose research incentive accounts are held at the University. Approval of BVHS Business Office and Division of Research and Economic Development (DivRED).
  • Approvals Required:

Discretionary Accounts – Principal investigator on account

Departmental / Overhead Accounts – Department Chair, College Dean, or Center Director

Interim BVHS – BVHS Business Office and DivRED

  • Cards will be issued in individual cardholder’s name and distributed by the Program Administrator upon receipt of a duly executed ODU Research Foundation Procurement Card Agreement.

Additional terms and conditions governing the use of an ODU Research Foundation procurement card by the Cardholder include but are not limited to:

  • Ensuring purchases comply with ODU Research Foundation policies and procedures
  • Complying with allowable and non-allowable expenditures
  • Ensuring transactions are within established transaction limits and monthly cycle limits
  • Do not split orders to avoid issuing a purchase order or exceeding single card transaction limits
  • Attempt to resolve any billing disputes directly with the supplier
  • Contacting the Bank of America to file a vendor dispute when a vendor incorrectly charges your card and will not correct the transaction
  • Contacting the Bank of America Fraud Specialists at 866-500-8262 if you suspect that fraudulent activity has occurred on your account (Notify Program Administrator if fraud has occurred)
  • Security and safekeeping of the card is the responsibility of the cardholder
  • I agree to use this Card for approved purchases only and agree not to charge personal purchases. I understand the University will review the use of this Card and related management reports and take appropriate action based on any discrepancies
  • I agree not to write down or share my Card’s PIN number with anyone, including my Program Administrator or Bank of America
  • I will not store my card number on any mobile devices, nor will I utilize any type of mobile payment or digital wallet service such as Apple Pay, Google Pay, Samsung Pay, etc.
  • I agree to not share my card or card number with anyone other than a vendor I am doing business with. Failure to do so may result in either revocation of my privileges and/or other disciplinary actions
  • Cardholder must download their monthly statement of a credit card activity from Bank of America via Global Card Access
  • Cardholder must provide ODU Research Foundation with a monthly settlement of the card activity designating the projects and object codes to be charged
  • Cardholder will surrender procurement card to ODU Research Foundation upon termination of employment
  • Misuse of the card will result in forfeiture of card and required repayment of unacceptable expenditures by ODU employees and possible payroll deduction of Research Foundation employees if not personally reimbursed
  • There will be a graduated scale for violations that will vary from warnings to permanent revocation of cardholder privileges

Appropriate supporting documentation in the form of original sales receipts, packing lists, credit card slips, etc. is required. The statement along with supporting documentation (receipts) should be scanned into one document and emailed to RFPcard@odu.edu by the requested date.

MUST HAVE:

Please make sure make sure you provide a detailed receipt (must have description and amount), all food receipts need a list of people and reason (alcohol must be separated from food charges), all charges must have a project number and if you have a lost receipt provide an explanation. All memberships and subscription need the start and end dates. Regalia is unallowable and will need to be paid back if charged. If statements are not received in time these charges can be charged to the guaranteed account for your card.

Procurement cards require approximately two weeks to process, set-up and issue cards. To obtain an ODU Research Foundation procurement card, complete an application including any required approvals and submit to RFPCard@odu.edu.