1) Do you use procurement cards on grants? ***Yes.  For almost 2 years.

 2) If so, do you issue one card per grant, one card per PI, one card per
 department?
***Cards are issued to people (after a training/certifying session) and there
is wide variability of how they are deployed: business staff, PI's themselves,
(*some* grad students).  Some PI's have more than one card.  Some PI's have
cards that they use themselves; some have cars that they have handed over to
their business staff to use on their behalf.

> 3) If you issue one card per PI or department, what is the process to post
the charges to the individual grants?
***PCard charges are fed from the bank to
a subsystem that we created. Each PCard has a default account, and the
transaction charge is posted IN THE SUBSYSTEM to the default account.  Business
staff may then redistribute the charges to other accounts, as instructed by the
cardholders.  There is a feed every night from the PCARD subsystem to our
financial accounting system and any/all subsystem records flagged as ready to
batch are fed.

 > > 4) Have procurement cards been successful on grants?  What challenges
have you faced?

***Yes, they have been successful.  An early challenge was to make sure that
appropriate documentation was kept on PCard purchases.  We handled this through
training and monthly audits of new business centers as they became trained in
the use of the cards.

A subsequent challenge has been our ability to file
the small business/ mbe/wbe reports.  We had to proscribe use of PCards on all
accounts that had such a reporting requirement until we developed a system to
deal with the loss of vendor information.  It took us almost a year to work out
this new system.  (It involved building a cross reference file to match the
merchant name that we receive from the bank with a vendor code from our finance
system.  It requires some staff time to monitor this file).

Suzanne
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Suzanne Huard
Mgr, Information Systems & Technology              Tel:   603-862-2005
Office of Sponsored Research                       Fax:   603-862-3564
University of New Hampshire
Durham, NH  03824                         Mailto:xxxxxx@unh.edu
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

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