Purchasing Card

The Purchasing Card is designed to help streamline the payment process for infrequent, small dollar purchases of goods and services. The Purchasing Card is a privilege granted to eligible faculty and staff that must be used in a responsible and appropriate manner.

Eligibility

University employees are eligible for a Purchasing Card provided they meet the following criteria:

1. Full-time, active employment status in good standing with the University
2. Complete the application, with approvals by the Line Manager and Business Officer
3. Review the policy, user agreement, and training materials
4. Successfully complete the card assessment
5. Complete refresher trainings, as required

Individuals who do not meet the above criteria are not eligible for a Purchasing Card. Employees who have had a card revoked are not eligible to reapply for a Purchasing Card.

Application

 To obtain a Purchasing Card, employees must:

1. Complete and submit a Card Application and User Agreement. Appropriate department approvals are required.
2. Complete the required training and assessment with a score of 100.

Application materials must be submitted to Purchasing_Card@baylor.edu for review. Once approved, the Purchasing Card will be delivered to the employee’s campus address within ten business days. The card will not be issued until the employee has successfully completed required training.

Cardholder Responsibilities

Cardholders are responsible for all charges made on the Purchasing Card. The Cardholder that completes an approved application and receives their name embossed on the card is the only authorized user. Cardholders must read, understand and follow the Purchasing Card Policy and accompanying procedures.  Cardholders may initiate transactions on behalf of others in his/her department; however, Cardholders are responsible for purchasing only eligible goods and services; obtaining required documentation; and ensuring charges to restricted funds follow the terms and/or conditions of the fund. Cardholders with questions about whether certain expenditures are allowed on restricted funds must direct questions to their University Research Associate (URA) or dean’s office. Only eligible direct University business expenses may be charged; personal purchases are strictly prohibited. All transactions must be supported by a detailed business purpose and complete documentation. Cardholders must ensure all transactions are familiar and reasonable, perform a detailed review or delegate detailed review to a designee, and submit all documentation in Ignite Expense for reconciliation. 

Fraudulent or intentional misuse of the card will result in revocation of the card, personnel actions against the Cardholder, and/or possible criminal charges. Baylor University's Office of Internal Audit conducts periodic audits of Cardholder transactions and documentation.