By participating in the Brazosport College Procurement Card Program as a Cardholder, you assume responsibilities pertaining to the operation and administration of the Procurement Card Program.  These responsibilities include but are not limited to the following:

The Brazosport College Procurement Card is to be used for business expenditures only.  The Procurement Card may only be used under the parameters and procedures established for the Procurement Card Program which are detailed in 'The Procurement Card Cardholder Guide'.  The Brazosport College Procurement Card may not be used for personal or business travel and entertainment purposes.

The Procurement Card will be issued in the name of the employee.  By accepting the Card, the employee assumes responsibility for the Card and will be responsible for all charges made with the Card.  The Card is not transferable and may not be used by anyone other than the Cardholder.

The Brazosport College Procurement Card must be maintained with the highest level of security.  If the Card is lost or stolen, or if the Cardholder suspects the Card or Account Number to have been compromised, the Cardholder agrees to immediately notify Bank One at 1 (800) 890-0669 and the Brazosport College Procurement Card Administrator.     

All charges will be billed and paid directly by Brazosport College.  On a monthly basis, the Cardholder will receive a statement listing all activity associated with the Card.  This activity will include purchases and credits made during the reporting period.  While the Cardholder will not be responsible for making payments, the Cardholder will be responsible for the verification and reconciliation of all Account activity.  The Cardholder will be responsible for submitting the statement along with receipts to the Accounts Payable department within 5 working days of the statement.

Cardholder Accounts may be subject to periodic internal control reviews and audits designed to protect the interests of Brazosport College.  By accepting the Card, the Cardholder agrees to comply with these reviews and audits.  The Cardholder may be asked to produce the Card to validate its existence.

Parameters and procedures related to the Procurement Card Program may be updated or changed at any time. Brazosport College will promptly notify all Cardholders of these changes.  The Cardholder agrees to and will be responsible for the execution of any program changes.

The Cardholder agrees to surrender and cease use of their Card upon termination of employment whether for retirement, voluntary separation, resignation or dismissal.  In addition, the Cardholder must surrender and cease use of the Card in the event of transfer or relocation.  The Cardholder may also be asked to surrender the Card at any time deemed necessary by management.

Misuse or fraudulent use of the Card may result in disciplinary actions and may be grounds for dismissal.

By signing below, I acknowledge that I have read and agree to the terms and conditions of this document.  I certify that as a participating Cardholder of the Brazosport College Procurement Card Program, I understand and assume the responsibilities listed above. 

 

 ______________________________            ___________________________       

Employee Signature                                          Title

 

 ______________________________            ___________________________

Name (Print)                                                     Date

 

 ______________________________            ___________________________

Manager Signature                                            Title

 

 ______________________________            ___________________________

Name (Print)                                                     Date

 

Cardholder and Supervisor:
Retain one copy each and forward original to:   ___________________________