inside.OCHE

Internal Control Documentation and Checklist

OCHE State Procurement Card (ProCard)
Policies and Procedures

The Office of the Commissioner of Higher Education (OCHE) participates in the State of Montana's Purchasing Card program. The Purchasing Card Program is a method for state employees to manage low-dollar purchases, while containing procurement costs and consolidating the statement and bill-paying process.

Although the use of the State Purchasing Card provides benefits to OCHE and to the employees who use the card, the risks inherent with all credit cards must be acknowledged and protected against by the employees who are provided a card. The named employee on the ProCard is responsible for all purchases on the card—as well as for obtaining and retaining all appropriate documentation.

PURCHASING CARDS (PROCARDS) MAY BE USED FOR THE FOLLOWING PURCHASES :

1. Airline tickets. (ProCards MUST be used to purchase airline tickets)
2. Lodging.
3. Rental cars.
4. Purchasing from State contracts.
5. Purchasing other supplies and goods according to State purchasing policies.
6. On-line, phone, fax, and mail orders.

PURCHASING CARDS (PROCARDS) MAY NOT BE USED FOR THE FOLLOWING :

1. Cash advances
2. Per Diem expenses (meals)
3. Anything that does not comply with State law, policies, or regulations
4. Standard Merchant Category exclusions, such as liquor stores, tobacco product stores, etc.
5. Any personal use, including health and medical services or personal entertainment.

In order to obtain a State of Montana Procurement Card, an OCHE employee should observe the following.

Procedures:

• Obtaining a Procurement Card
• Caring for the Card
• Making Purchases with the Card
• Use of Purchasing Card for Travel Purposes
• Submission for Payment of Purchases
• Reviewing Personal Cardholder Statement