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    Procurement Card Questionnaire
Your name:
Your e-mail address:
Name of department:
Department cost center/WBS element:

    INSTRUCTIONS: Please answer the following questions. Refer to University Policy FI0530 when necessary. Upon completion, press the button at the bottom of the page, and your answers will be evaluated immediately.
  1. Which of the following must be included as the minimum information for an acceptable receipt? (Check all that apply.)

    1. Vendor Name
    2. Itemized description of goods purchased
    3. Transaction dollar amount
    4. Transaction date

  2. If you purchase items over the telephone or internet, do you still need to obtain an acceptable receipt?

      3. Yes
      No

  3. If all minimum information requirements are met, which of the following types of documents qualify as an acceptable receipt? (Check all that apply.)

    1. Order form
    2. Printout of a website "shopping cart"
    3. Packing slip
    4. Cash register receipt
    5. Vendor’s invoice
    6. Photocopied document
    7. Printout of e-mail or webpage transaction confirmation
    8. Subscription renewal notice

  4. If a receipt cannot be obtained which meets the minimum requirements, what step is required by university fiscal policy?

      5. Report the incident to the departmental verifier and approver only
      Write an explanation and file with the statement
      Prepare and sign a Supplemental Receipt Form and attach all available supporting documentation

  5. Should vendors charge state sales tax on purchases made with the procurement card?

      6. Yes
      No

  6. To avoid paying state sales tax, what must be provided to the vendor?

      7. Department cost center/WBS element
      Department name and address
      UT tax-exempt number printed on the procurement card

  7. Which of the following transactions are allowable using your university procurement card? (Check all that apply.)

    1. Purchases from other university departments
    2. Purchases of items for personal use
    3. Cash advances
    4. Cash or gift cards for returned purchases
    5. Payment for entertainment expenses over $500 per function
    6. Payment for advertising or promotional services less than $5,000
    7. Purchases of airline tickets
    8. Payments for lodging
    9. Purchases prohibited by the university’s purchasing policies
    10. Travel-related registration fees
    11. Gift cards
    12. Payment for consumable laboratory supplies less than $5,000
    13. Payment for wireless telephones, equipment, and service
    14. Purchases of equipment over $1,000 considered sensitive minor equipment

  8. Which of the following transaction examples are considered personal and are not allowable using your university procurement card? (Check all that apply.)

    1. A flower arrangement for an employee’s family
    2. Postage for your family’s greeting cards
    3. A gift for your administrative assistant for Administrative Professionals Day
    4. Framing a self-portrait for your office
    5. An expensive designer pen set for your desk

  9. If identical goods or modular components are available from the same vendor, but exceed the $5,000 purchase limit, is it acceptable to pay for the goods or components separately by making multiple charges with your university procurement card?

      10. Yes
      No

  10. You need to purchase two pieces of equipment of a sensitive nature (for example, computers, printers, cameras, lenses). One item will cost $950.00 and the other will cost $1,050.00. Is it allowable to purchase both pieces of equipment using your university procurement card?

      11. Yes
      No

  11. Are you required to sign each monthly statement for your procurement card?

      12. Yes
      No

  12. If you sign the monthly statement for your procurement card, your signature indicates which of the following are true? (Check all that apply.)

    1. Charges on the statement are correct, unless otherwise noted
    2. Acceptable receipts or completed Supplemental Receipt Forms with available receipt documentation exists and is attached for all transactions
    3. All of the transactions are legitimate business purchases

  13. According to university policy, who is typically responsible for verifying your monthly procurement card charges after you review and sign your statement and attach your receipts?

      14. No one
      Someone other than you in your department
      Internal Audit
      Treasurer’s Office

  14. When should you submit your signed monthly statement and all corresponding receipts for verification?

      15. It does not matter—the charges are paid regardless of the verification of my purchases
      As soon as possible before the Treasurer’s Office deadline to allow for the verification and approval processes
      Never—Visa supplies all necessary information to my verifier

  15. What action should you take if an item on your monthly procurement card statement is incorrect?

      16. Nothing—my verifier will take appropriate action
      Contact the vendor immediately to resolve the disputed charge(s)
      Ask Internal Audit to have your card cancelled

  16. Under which of the following conditions should you have your university procurement card cancelled? (Check all that apply.)

    1. You suspect your card number has been used without your authorization
    2. You seldom or never use your card
    3. You go on leave without pay
    4. You transfer to another university department

  17. As a cardholder, which of the following circumstances could result in disciplinary action against you? (Check all that apply.)

    1. Personal use of the card
    2. Failing to report a lost or stolen card
    3. Splitting purchases to avoid the $5,000 purchase limit
    4. Excessive violations of the procurement card policies


Copyright 2008 - The University of Tennessee - Audit and Consulting Services - 149 Conference Center Building - Knoxville Tennessee 37996-4114

If you have questions or comments, contact Cynthia Stockdale in the Treasurer's Office at cstockda@tennessee.edu.