| Checklist |
What to look for |
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Commitment |
Has your central business office approved participation and indicated commitment to following program guidelines?
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Express Card Department Administrators (ECDAs) |
Has your department authorized one or more employees to become ECDAs?
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Processes and controls |
Does your department have processes and controls in place that will allow for:
- Accepting transactions without traditional identifying Purchase Order (PO) number reference
- Reviewing individual purchases for procurement policy compliance
- Prompt submission of receipts and packing slips by cardholder
- Verifying charges in a timely manner by reviewing transactions
- Proper record retention
- Consideration of any special funding conditions
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Training |
Is your department willing to:
- Invest time in learning a new process
- Accept a program that is evolving (through changes and refinement)
- Participate in ECDA and Cardholder training classes
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Control features |
Does your department understand that the Express Card is a valuable tool for purchasing a broad range of products and services, but with necessary controls due to policy and best practices? Controls include:
- Transaction amount is limited to $4,999 (including tax, freight, and handling charges).
- Built-in controls prohibit restricted commodities.
- Personal purchases are not allowed.
- Not all fund sources are appropriate for use with the Express Card.
- Cards can be assigned only to a person, not to a department or unit. Cards may not be lent or shared.
- Use of the Express Card should not replace procuring items from campus sources, such as the Marketplace Preview.
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