Procurement
The ODU Research Foundation uses a centralized purchasing function to assist the Principal Investigator (PI) in obtaining goods and services at the best possible value while adhering to purchasing guidelines and regulations.
The Old Dominion University Research Foundation is administered through Bank of America Credit Card Services. The instrument used for this program is a VISA corporate credit card program. Each month the individual cardholder will download a statement of card activity using Global Card Access ( Global Card Access – Login (works.com).
The cardholder is responsible for downloading the statement, reviewing the card activity and authorizing payment of the current charges. The cardholder is to appropriately code the project number and object code for all charges on the statement. Project numbers and object codes may be recorded directly on the face of the monthly statement, or a Settlement Sheet may be used if there is insufficient space on the statement. Appropriate supporting documentation in the form of sales receipts, packing lists, credit card slips, hotel portfolio statements, etc. should be attached to the statement. The statement should be signed by the cardholder and the “Manager Signature” should be the Principal Investigator/Co-Principal Investigator or other individual (not the cardholder) who has procurement card settlement delegation for the listed project(s) on file. Once obtained, please forward to ODU Research Foundation Accounts Payable at rfinvoices@odu.edu for processing.
Please make sure make sure you provide a detailed receipt (must have description and amount). All food receipts need a list of people and reason (alcohol must be separated from food charges), memberships and subscriptions need the start and end dates. Regalia is unallowable and will need to be paid back if charged. If statements are not received in time these charges can be charged to the guaranteed account for your card.
ODU Research Foundation Accounts Payable will process all credit card payments on a monthly basis. Detailed project activity reports will reflect credit card charges as “Bank of America” in the description field with “VISA and month of the statement” indicated in the reference field. Any questions concerning the amounts reflected in the project activity reports may be directed to ODU Research Foundation Accounts Payable at rfinvoices@odu.edu.
Additional terms and conditions governing the use of an ODU Research Foundation procurement card are:
- The single purchase limit on all credit card purchases is $2,000. All purchases made with the procurement card are subject to the same guidelines as to the reasonableness, allowability, and allocability as any expenditure on a sponsored program.
- Security and safekeeping of the card is the responsibility of the cardholder.
- Misuse of the card will result in the forfeiture and possible payroll deduction of unaccountable expenditures.
- Cardholder will attempt to resolve any billing disputes directly with the supplier.
- Bank of America Customer Service inquiries may be made to 1-888-449-2273, 24 hours a day.
- Cardholder will notify Bank of America immediately if the credit card is lost or stolen. The telephone number to report lost or stolen cards is 1-888-449-2273, 24 hours a day.
- Cardholder will surrender procurement card to ODU Research Foundation upon the termination of employment.
Inquiries concerning the ODU Research Foundation Procurement Card Program may be forwarded to the Program Administrator, Dawn Hamilton, at shamilto@odu.edu.
Old Dominion University Research Foundation has implemented a procurement card program for researcher use on sponsored program, cost center and discretionary purchases. The purpose of this program is to afford authorized users greater flexibility in making small dollar procurements. The use of a procurement card will in no way change the required documentation for purchases or change any existing procurement policies. The single purchase limit on all credit card purchases is $2,000.
All purchases made with the procurement card are subject to the same guidelines as to reasonableness, allowability and allocability as any expenditure on a sponsored program. Therefore in order to qualify for a procurement card, an overhead, departmental or discretionary account will be designated to cover any unallowable or undocumented purchases made with an individual procurement card.
The guidelines for issuing a procurement card are as follows:
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Cards will be issued with credit limits of $2,000 to $10,000
- Requests for credit cards must be made via the Procurement Card Application to the Program Administrator at ODU Research Foundation indicating the name, department, location, dollar limit requested and account to guarantee card.
- Guarantee accounts will be determined as follows: Discretionary accounts – minimum balance in account for six-month period prior to issuance must be greater than the requested credit limit. Departmental or Overhead accounts – minimum balance in account for six-month period prior to issuance must be greater than twenty percent (20%) of the total of all credit guarantees issued against the account. Pre-approval of Department Chair, Dean or Director required.
- Approvals Required:
Discretionary Accounts – Principal investigator on account
Departmental / Overhead Accounts – Department Head or Director
- Cards will be issued in individual cardholder’s name and distributed by the Program Administrator upon receipt of a duly executed ODU Research Foundation Procurement Card Agreement.
Additional terms and conditions governing the use of an ODU Research Foundation procurement card are:
-
Security and safekeeping of the card is the responsibility of the cardholder
- Misuse of the card will result in forfeiture and possible payroll deduction of unaccountable expenditures.
- Cardholder will receive a monthly statement from the issuing bank of a credit card activity.
- Cardholder must provide ODU Research Foundation with a monthly settlement of the card activity designating the projects and object codes to be charged.
- Appropriate supporting documentation in the form of original sales receipts, packing lists, credit card slips, etc is required.
- Cardholder will attempt to resolve any billing disputes directly with the supplier.
- Cardholder will surrender procurement card to ODU Research Foundation upon termination of employment.
Procurement cards require approximately two weeks to process, set-up and issue cards. To obtain an ODU Research Foundation procurement card, complete an application including any required approvals and forward to the Program Administrator, Dawn Hamilton, at shamilto@odu.edu.
