3.2 Procurement Card


Authorized DLC users can make purchases using an MIT Procurement Credit Card. Every two to three days, MIT receives a feed from the credit card processor. The feed is processed into SAP, charges for each credit card go into an "Inbox" for the credit card verifier for that particular credit card, and an e-mail message is generated to the verifier that there are charges to review.

The verifier is responsible for comparing the charge to receipts and other supporting documentation and providing the correct cost object and GL account to allow the charge to post. Charges remain in the verifier's Inbox for 21 days. At that time they are swept to a default cost object and GL account in the department.

SAP Document Types: SC (Credit Card Charges)

Central MIT Controls:

  1. Only individuals authorized by their DLC administrator can obtain an MIT Procurement Card.
  2. All cardholders are required to complete online training prior to receiving his/her card.
  3. The cards have many built-in controls including a dollar limit for individual purchases, a monthly dollar limit, and restrictions on the type of merchant accepted.
  4. The MIT credit card administrator reviews all MIT purchases daily for reasonableness.
  5. The credit card verifier is usually not the individual making the purchase, and has the responsibility to make sure receipts are obtained and kept.

Level of Risk: Low. All Procurement card transactions are considered low risk in this context (unless swept).

For charges not swept, a trained verifier is reviewing each charge against supporting documentation, and moving the charge to the correct cost object/GL account.

Documentation to Retain:

Receipts or invoices, packing slips, or other evidence of receipt, if applicable (for current FY plus four additional FYs). Please check with COEUS to identify the specific award requirements.

DLC Tasks:

Ongoing:

Credit Card verifier compares inbox charges to receipts, and codes for posting to SAP.

Statement-related:

  1. Review credit card charges for reasonableness.
  2. For charges to the default cost object/GL account (swept charges), the reviewer responsible for this cost object should locate supporting receipts or other backup and transfer the charge to the appropriate cost object/GL account. (A special Brio Query report has been created for "swept" transactions.)
  3. Swept charges must be reviewed periodically by the Administrative or Fiscal Officer and cleared.

Contact for questions: The vendor, or MIT's credit card administrator at procard@mit.edu.