The University of South Alabama
Purchasing Department
Publix Business Account Card Policy and Procedures
How to Become a Cardholder
a. The cardholder must be selected and approved by the Approving Authority. All cards will be
issued in the USA department name.
b. Complete the Publix Business Account Card Request Form and submit it to the USA
Purchasing Department.
c. Cardholders are expected to review and understand the Publix Business Account Card Policy
and Procedures.
Process
a. Departments will present their account card at time of store checkout.
b. USA Purchasing will maintain an updated list of authorized account holders and associated
information.
c. Publix will issue a detailed billing invoice each month. Each department will process payment
request via Direct Pay Request. Payment request must be accompanied by the billing
statement, the original receipt(s), and a completed Food Use Documentation Form available at
http://www.southalabama.edu/financialaffairs/businessoffice/foodusedocform.pdf and forwarded
to the Financial Affairs Business Office after obtaining all required departmental authorization
signatures.
d. Accounts Payable will pay payment requests upon receipt pending review of all required
documentation.
e. In the event of misuse of the Publix Business Account Card, the University will withhold
from the Approving Authority paycheck any charges that are not substantiated by the
cardholder to the satisfaction of the University as being for University business
purposes by adequate documentation supplied within the specified timeframe or for
failure to follow the University Publix Business Account Card Policy. Misuse of the card
by the Cardholder may result in revocation of the card, disciplinary action up to
termination, and possible filing of criminal charges. Each department and division
participating in the Publix Business Account Card is responsible for establishing their
own internal control environment based on the policy guidelines.
Uses
a. The Publix Business Account Card may only be used for allowable expenses as per the Code of
Alabama 1975 (as amended) Section 93 of the Constitution of Alabama, Alabama Attorney
General’s Opinions and the University of South Alabama Purchasing guidelines
http://www.southalabama.edu/financialaffairs/purchasingdepartment/manual.html#allowable.
pg. 1
Areas of Responsibility
1) Cardholder
a. Ensuring the card is used for legitimate business purposes only and that transactions are in
compliance with applicable University policies as well as state and federal law.
b. Ensuring that all proper and completed documentation is forwarded to the reconciling
department. This includes all original receipts and a USA Food Use Documentation Form.
c. Maintaining the card in a secure location at all times. This also includes any documents that
may contain the card account number.
d. Adhering to the purchasing limits and restrictions of the card’s usage.
e. Reviewing the billing statement for accuracy.
f. Attempt to resolve disputes or billing errors with Publix.
g. Ensuring that an appropriate credit for the reported dispute or billing error appear on a
subsequent statement.
h. Ensuring that sales tax has not been charged. If tax has been charged, request a credit.
i. Reporting lost or stolen cards immediately to Publix and USA Purchasing.
j. Notifying USA Purchasing and forwarding all outstanding receipts/documentation to USA
Accounts Payable upon terminating employment with the University or transferring between
departments within the University.
k. Processing payment via USA Direct Pay with accompanying documentation within ten business
days of issuance of monthly statement.
2) Approving Authority
a. Designated Approving Authorities must provide oversight and assistance to department
Cardholders. They must have supervisor authority over the Cardholder and have fiscal
responsibility for the FOAPAL to which the transactions are charged. In the event that the
Approving Authority is not available to review and sign the payment request packet, the
responsibility will default to the next higher level of supervisory or fiscal authority.
b. Review monthly billing statement to ensure all purchases are allowable and appropriate and that
prohibited or personal items have not been purchased.
c. Ensuring that the proper controls are in place within their own department.
d. Reporting all problems encountered to the proper University authorities.
e. Ensuring that all proper and completed documentation is attached to the payment request.
Other Requirements
a. Each transaction on the Card must be represented by the original receipt that verifies the date
of purchase, each item purchased, and the price of each item.
b. All receipts must be taped to a sheet of standard copy paper that is 8 ½” x 11” to prevent loss
and to accommodate the University’s imaging system. Multiple, small receipts can be affixed to
a single sheet of paper as long as they are kept in order.
c. If supporting documentation has been lost or misplaced, the Cardholder is responsible for
contacting Publix for a duplicate copy.
d. Each department will be required to maintain a file of documentation associated with Card
activity in addition to the originals forwarded to Accounts Payable. These files should be
maintained for a minimum of two years.
e. Should the documentation provided with payment request be incomplete, Accounts Payable will
request the needed information to complete the payment request package.
pg. 2
The University of South Alabama
Purchasing Department
Publix Business Account Card Request
Section I – Employee Information for Assigned Cardholder
Employee Name:
_________________________________________ J#: ________________________
Department:
_________________________________________
Position/Title:
_________________________________________
Email Address:
_________________________________________
Campus Address:
_________________________________________
Phone: ____________________
Section II – Authorization and Signatures
_______________________________________________________________________________________
I, the undersigned cardholder, do hereby voluntarily agree to comply with the University and State of
Alabama Purchasing guidelines and procedures upon receipt of the Publix Business Account Card. I
understand that I am personally responsible for using the card only for authorized university business,
and submitting the required documentation (in proper format) to the University Business Office within
ten business days from the end of month statement. Misuse of the card may result in revocation of the
card, disciplinary action up to termination, and possible filing of criminal charges.
Cardholder Signature: _________________________________
Date: _______________________
I, the approving authority, understand the University will withhold from my paycheck any Publix
Business Account Card charges that are not substantiated as being for University business purposes
by adequate documentation supplied within the specified timeframe, or for failure to follow the
University Publix Business Account Card Policy.
Request Approved By: _________________________________
(Department Head or Chairperson)
_____________________________________________________________
Typed or printed name of Department Head or Chairperson
Please complete and return to the following:
The University of South Alabama
Purchasing Department
307 University Blvd., Room AD-245
Mobile, AL 36688-0002
Phone: (251) 460-6151
Fax: (251) 414-8291
Date: ______________________