Director's Office

Policy: Procurement Card

The Smith College procurement card policy can be found here:

• Smith College Procurement Card Policy

Please remember that you are responsible for all charges made to your card. Your department chair or supervisor receives a copy of your statement, but it is your responsibility to verify charges every month.

Food and Travel

The general rule is that the Procurement Card cannot be used for food and travel. See the Pro-card Policy for more details: http://www.smith.edu/purchasing/cardpolicy.php

The following exceptions are granted the administrative staff at the Science Center:

• Travel and food charges for non-Smith employees (e.g. students, job applicants, guest speakers) may be charged to your pro-card
• Food orders brought on to campus, e.g lunch sandwiches or pizza may be charged to your pro-card

It still stands that employee (faculty) travel cannot be charged to the pro-card. Employees are responsible for paying for travel themselves and then submitting an Expense Reimbursement Request after their trip. If there is a long time between expenses are incurred and travel takes place (e.g. plane tickets bought 3 months in advance), the correct procedure is:

(1) Submit Accounts Payable voucher when the expense has been occurred. Check the "advance" box.
(2) Submit Expense Reimbursement Form after trip, list ALL expenses incurred, pull the advance back out (see middle section)

You can find the forms you need at the Controller's Office web site (http://www.smith.edu/controller/Forms.php). The typical turn-around time for processing and payment on such forms by the Controller's Office is now down to around 3 days as direct deposits are executed for employees twice a week.

Thank you for your help complying with this. If you have any questions about the expense reimbursement policy please contact Christian Lagier or Bill Sheehan. If you have any questions about the use of the procurement card please contact Christian Lagier or Linda Hiesiger.

Conference Fees

Conference fees are NOT considered a travel expense, i.e. falls under regular procurement card policy.

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