About the Purchasing Credit Card

The Ball State University Purchasing Department administers a purchasing card program that allows departments to make simplified purchases. The Purchasing Card is a limited-dollar purchasing resource that is issued to the person(s) responsible for university budget-accounts.


BDMS Purchasing Card Access Request Procedures

Please note that if you need access to perform the duties outlined in the above procedures, complete a request through the HelpDesk website:

  • go to bsu.service-now.com/helpdesk
  • go to 'Request Services'
  • go to 'Security Access'
  • go to 'BDMS - Security Access'
  • complete the form; when asked to 'select the application you would like access to,' enter both BSU-F-STATEMENTS and BSU-F-PCARDRCPTS
  • click 'Submit'

Purchasing Card Violations

Violations of the purchasing card program will be scored, based on the severity of the offense.  Points will accumulate on a rolling 12 month basis.  Violation types and scoring are below:

 
Violation Scoring
Insufficient Documentation  
Personal Expense (Reported)  
Personal Expense (Not Reported)             		   5*
  5
 10
Personal Shipping Address
University Policy Violation		   5
  5
Split Transaction (Per Transaction)   5
Unauthorized Food Purchase   5
Sales Tax   0
Failure to upload reconciliation documentation by the 20th of the following month

  5*

 


*Note that points will be assessed for this violation for each successive month in which the receipts are not uploaded.

Cards will be revoked/suspended, for a period of six months, if:

  • A particular card accumulates 50 or more within a rolling 12 month period
  • A particular violation has not been resolved in three months, regardless of fiscal year

If violations have not been resolved after three months, based on the frequency and gravity of violations, University leadership may impose additional consequences including disciplinary measures. 

Please refer to the Office of Purchasing Services for all other purchasing card-related resources.