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Purchasing Card Policies and Procedures

All new cardholders will be required to attend a training with a Program Administrator. Cardholders who need training will be contacted to schedule a time. Hour-long training sessions are held on Allendale and Pew Campus.

Guidelines for Card Use

The GVSU Purchasing Card can be used at any Mastercard merchant.  Each Purchasing Card transaction must not exceed the card’s per transaction limit (including shipping).  Transactions exceeding the credit limit(s) will be denied at the point of sale. Your limits are determined by your department and Appointing Officer/Dean based on current spending needs.

Split Transactions are strictly prohibited, refer to the Split Transactions Guide for additional information.

If you find a need to have your monthly limit raised, please contact a Program Administrator for further information.

All purchases must be made in compliance with University purchasing policies.  Use of the card for personal purchases is strictly prohibited.


Restrictions - Items

Below is the standard list of items restricted from being bought on the purchasing card. Particularly relevant ones in bold:

  • Alcoholic beverages
  • Ammunition and Firearms
  • Animals
  • Automobiles and other road-vehicles
  • Cash advances, traveler checks, wire transfers, money orders
  • Cellular phones, smartphones, tablets
  • PDA pagers, two-way radios
  • Computer and audio-visual equipment to be supported by GVSU
  • Copy machines, toner supplies
  • Contractual Services by an individual as an independent contractor
  • Controlled Substances
  • Employment and temporary staffing services
  • Entertainment (movie theaters, amusement parks, bowling, museums, etc.)
  • Fax machines
  • Furniture, fixtures
  • Gas, unless for University vehicles
  • Gift Cards and Gift Certificates
  • Personal Purchases
  • Travel Expenses (restaurants, hotels, airfare, car rental)
  • Split transactions
  • University logo stationery, envelopes, unauthorized business cards.

Restrictions - Merchants

Note that there are some types of merchants that are blocked. They include: 

  • Banks
  • Bowling Alleys
  • Campgrounds and Trailer Parks
  • Car Rental
  • General Contractors (construction)
  • Golf Courses
  • Hotels
  • Jewelry/Clock/Watch Stores
  • Limousines and Taxicabs
  • Liquor/Party Stores
  • Motorcoach Bus Lines
  • Movie Theaters
  • Recreational Sporting Camps
  • Restaurants
  • Snowmobile Dealers
  • Tourist Attractions
  • Towing Services
  • Travel Agencies
  • Wrecking Yards

Any computer, tablet, or audiovisual equipment not ordered through the Technology Supply office at GVSU will not be supported by the IT department.

All items purchased using the Purchasing Card must be shipped to a Grand Valley State University address. Shipping to a personal or residential address is strictly prohibited.

Only the authorized Cardholder should use the card

Your card must be used in a responsible manner and  used only for those purchases that are in the best interest of the University with a legitimate business purpose.

The GVSU Purchasing Card Policy prohibits Gift Cards and Gift Certificates from being purchased with a GVSU Purchasing Card. Failure to act in accordance with this policy may result in the loss of your card privileges.


Purchasing Card Program Administrators

Name

Phone

Email

Kip Smalligan

616-331-3211

smalligk@gvsu.edu

Aaron Caccamo

616-331-3436

caccamoa@gvsu.edu

Heather White

616-331-3058

whitheat@gvsu.edu

Tonya Valencia

616-331-2257

perezva@gvsu.edu

Purchasing Card Admin

616-331-2280

pcardadmin@gvsu.edu