P-card Cardholder Agreement

• Unless specifically mentioned otherwise, the terms and conditions herein apply to both KU and KUCR p-cards.
• The cardholder agrees to accept responsibility for the protection and proper use of the p-card in accordance with all terms and conditions below.
• Cardholders agree to follow all policies and procedures related to the use and reconciliation of the p-card.
• The cardholder agrees to provide supporting receipts for all transactions within 5 days or upon return from travel. The cardholder will contact the account administrator promptly for assistance in resolving discrepancies between financial system records and p-card statements. Failure to either report or document any purchase may be deemed an improper use of the account.
• Except for departmental p-cards and KU automotive p-cards, only the individual whose name appears on the card may use the card. Use by another individual constitutes improper use and may result in card suspension.
• P-cards may only be used for transactions with a legitimate business purpose. Personal purchases are not permitted under any circumstance and constitute improper use. Cardholders are personally liable for personal purchases. Improper use of the card may result in p-card privileges being suspended or revoked. Improper use may also result in disciplinary action up to and including termination as well as criminal prosecution. In the event of improper use, amounts attributable to improper use may be withheld from any paycheck or other State of Kansas check which may be payable to the cardholder.
• Upon termination of employment or transfer to another department, the cardholder must notify the respective KU or KUCR p-card administrator.
• The cardholder understands that use of the card is subject to individual account limitations on expenditures for use in official business only. All purchases must comply with all respective State of Kansas, University of Kansas, or KU Center for Research, Inc. accounting and purchasing statutes, regulations, policies, and procedures. Certain items may not be purchased with the card. Please refer to KU or KUCR p-card procedure manuals for specific details.
• If the card is lost, stolen, or compromised, the cardholder agrees to immediately notify the respective KU or KUCR p-card administrator, and participate in reporting and submitting additional information as requested.
• If the cardholder does not pick up the card within 90 days of first being notified it is available, the account will be closed, and the card destroyed.
• KUCR p-cards may only be used for goods and services to be paid for with funds held by KUCR.
• KUCR p-cards are KUCR property. All charges are billed directly to, and paid by, KUCR. KUCR Fiscal Affairs staff will review all charges to determine allowable costs. Charges not allowed on the project designated by the cardholder will be charged to the default KUCR account number provided by the Department or Research Unit. This non-grant default KUCR account number must be provided before a card will be issued.

The card holder acknowledges by his or her signature to this agreement, that he or she is required to receive training in the proper use of the card, before the card will be issued, and he or she has read and understands this agreement.

• The person listed as the requestor is responsible for its use.
• The person listed as the requestor will obtain receipts and other supporting documentation for each transaction. If requestor for the departmental card leaves employment of the University or transfers to a new department, the KU or KUCR p-card administrator must be notified.
• Departmental cards are to be kept secure when not in use. They are to be checked-out when a purchase is made, and then returned once the transaction is complete.
• Departmental cards cannot be used for recurring charges.
• Departmental cards are for use with appropriate funding on the KU or KUCR business units only. Departmental cards are not for use with Student Organization Accounts (SOFAS).

• Only the individual who requested the card shall use the card. Allowing another individual to use the card for any reason constitutes improper use.
• Cardholder understands that this p-card is authorized for the purchase of business-related transactions pertaining to the trip (except personal meals) Examples include (but are not limited to) airfare, baggage fees, taxis, shuttles, parking, tolls, rental vehicles (not insurance), fuel for rental vehicle, hotels, registration, and other business-related expenses.
• Cardholder understands this card is only active for a limited time and will no longer be valid once the trip has completed.

• The person listed as the requestor is responsible for its use.
• The person listed as the requestor will obtain receipts and other supporting documentation for each transaction. If requestor for the fuel card leaves employment of the University or transfers to a new department, the KU p-card administrator must be notified.
• Fuel cards are to be kept secure when not in use.