Definitions

Approving Supervisor - The person responsible for reviewing, approving, signing and dating the Cardholder's Monthly Purchasing Card Electronic Statement.

Cardholder - Personnel who have been issued credit cards and are authorized to make purchases in accordance with these procedures.

Electronic Statement - The listing of all transactions for the current cycle, which is printed monthly by the Cardholder and reviewed, signed and dated by both the Cardholder and Approving Supervisor.

Purchasing Card Administrator - The person in the University's Purchasing Office who is responsible for program details, including Cardholder inquiries.

Purchasing Limits - The limitation of purchasing authority delegated to a Cardholder. Baylor's purchasing dollar limits are $5,000 per single purchase and $20,000 for total monthly purchases. The number of daily transactions is not to exceed 20 transactions. In addition, purchases should not exceed budget limitations. Single purchases split into multiple transactions to circumvent spending limits is prohibited.

Supplier - A company from which a Cardholder is purchasing goods under the provisions of these procedures.

Baylor Transaction Detail Report - The listing of current transactions made on the Purchasing Card within one billing cycle, which is reviewed and printed by the Cardholder after adding transaction notes.

Transaction Notes - Detailed information relating to a purchasing transaction that includes what was bought, for whom and/or what purpose, location/dates of conference if registration fees, time period for membership fees, etc. A requirement for every transaction posted to the Purchasing Card.

Purchasing Card Administrator
Vel Barnes
Phone: 710-8637
Email: Vel_Barnes@baylor.edu