09 - 101 USNH PCard - Introduction

Welcome to the University System of New Hampshire's Purchasing Card program. The purpose of the Purchasing Card program is to establish a more efficient, cost-effective method of allowing USNH employees and individuals serving in the roles of President or Treasurer of student organizations, or other authorized students when requested by a campus CFO or his/her designee, to make small dollar purchases that are not able to be procured through UshopNH (once that system becomes available). A Cardholder must purchase through UshopNH whenever possible and should make every effort to purchase from university vendors registered in UshopNH. Under this program, the Cardholder has direct contact with the supplier when placing orders. Only USNH employees and students in the roles indicated above will be issued a purchasing card.

A list of preferred vendors can be found at: http://www.unh.edu/purchasing/contracts.html

The Cardholder is responsible for the security of their card. The Purchasing Card is issued in the department or the Cardholder's name and any purchases made against the card will be the responsibility of the person whose name is on record with the bank as the owner of the card. The card is the property of USNH, and as such, will have no impact on the credit rating of the Cardholder.

The PCard Manager is the liaison between the Cardholder and the Campus PCard Administrators. PCard Managers need to remain in close communication with their users and USNH and the Campus Card Administrator. Any changes in policy or practice will be communicated to the PCard Manager with the expectation that they will inform their Cardholders of the change.

In addition, PCard Managers are responsible for reviewing, reconciling, imaging and retrieving documentation on all purchases made against cards assigned to them. The documentation details, instructions for distribution/correction, imaging, reconciliation and retention requirements are all discussed in Procedure 9-109, PCard Transaction FOAPAL Corrections and Procedure 9-110, Documentation and Retention of this guide.

If you have any information about behavior believed to be in violation of the law, policies or ethical standards, the normal course of action is to report these suspected violations to your campus PCard Administrator, your supervisor, or the person/office responsible for investigating and responding to the specific situation. If it is not feasible to report such concerns to your campus PCard Administrator, supervisor, or the specifically identified office (such as the Title IX Coordinator or Human Resources), other lines of communication should be considered, such as contacting the USNH PCard Administrator, Internal Audit Department (603-862-3500) or the Office of the USNH General Counsel (603-862-0960).

Situations may arise when an individual discovers, or reasonably suspects unethical or illegal behavior, but be reluctant to report it for fear of reprisal or retaliation. In such situations, you are encouraged to use the USNH hotline hosted by a third party provider, EthicsPoint, which operates 24 hours a day, seven days a week. The information you provide will be sent to USNH by EthicsPoint on an anonymous basis if you so choose.


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

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