Procedures Manual
Background
Purpose
Responsibilities
Key Contacts
Definition
Receiving a P-Card
Authorized P-Card
Use
Unauthorized P-Card
Use
Restricted Use
Making a Purchase
Rebate/Reward Prog.
Merchandise Returns
Cardholder Record
Keeping
Review Transactions
Disputing a Charge
Review Statement

Forms

PaymentNet Manual

JP Morgan

Purchasing Home

Financial Service Home

Restricted Use/Pre-approval Required

10.1 The following categories of services may be charged on the Purchasing Card but require pre-approval.

To obtain authorization to charge expenses to:

• Contractors (e.g., building contractors, performers, consultants)
  
• Services (e.g., repairs to equipment)

  Email: llacasse@mtholyoke.edu, listing the following information:

  • Vendor's name and address
    
  • Type of service being performed

These requests will be reviewed and Cardholders will be notified that the vendor has been approved. Once a vendor has been approved it is not necessary for the vendor to be approved each fiscal year.

To obtain authorization to charge expenses for:

• Contract Agreements of any type that require a signature
  
• Leases and lease purchases

  Email: llacasse@mtholyoke.edu, listing the following information:

  • Vendor's name and address
  • Purpose of contract or lease
    
  • Total cost of contract or lease
    
  • Term of contract or lease

If the contract or lease is renewed each year it is not necessary to receive approval again unless the term or cost changes.