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Purchasing Card Policies and Procedures

CSCU Policy

CSCU Purchasing Card Policy 

The new CSCU Purchasing Card Policy was presented to the Finance Committee February 20, 2025, and was approved by the Board of Regents February 27th, 2025. The implementation of the new P-Card policy is mandatory for all campuses, with an effective date of April 1, 2025. The policy has been introduced in response to recent audit findings related to P-Cards. 

SCSU Procedures

SCSU Purchasing Card Procedures

The CSCU policy serves as the overarching framework for P-Card use across all institutions. At SCSU, we establish specific procedures to ensure compliance while addressing campus-specific needs. This includes defining who approves P-Card applications, outlining compliance and violation protocols, and establishing reconciliation procedures.

Departments must submit a Gift Card Request Application via email to Robin Kenefick and Nina Cote. 

  • Gift cards may only be procured by P-Card Administrators or the SPAR Office

  • Requires Vice President or Dean approval

Distribution & Documentation:

  • Departments must maintain a Gift Card Distribution Log

  • Unused gift cards and logs must be returned to P-Card Administrators within 30 days

  • Subject to audit & state record retention policies

Tax Reporting:

  • Employees: Always taxable & reported on W-2

  • Non-Employees: Reportable on Form 1099-MISC if over $600

Security & Compliance:

  • Store all gift cards in a secure, locked location

  • Maintain an inventory log & report discrepancies to Nina Cote

  • Non-compliance may result in disciplinary action or loss of privileges

  • Gift cards must comply with the CSCU Purchasing Card Policy and the Connecticut Code of Ethics for Public Official and State Employees.