Your card will be cancelled.
In addition, you will be required to reimburse the University immediately.
You would also be subject to disciplinary action, if the charge was deliberate.
See the cardholder agreement for further information.
The merchant may make an inquiry
as to why the transaction was declined. Unfortunately in most cases it
is not an immediate fix. WE RECOMMEND THAT YOU NOT CALL FROM THE STORE,
AS DECLINED CARDS CAN RARELY BE RECTIFIED IMMEDIATELY.
It is best if you go back to your office and notify the University Purchasing
Card Administrator, Connie Oberg, at 479/575-6279. She will research the
problem and notify you.
- You have exceeded your designated transaction limit.
- You have exceeded your designated monthly limit.
- You attempt to use the card for a blocked merchant category (these are controlled by an MCC code - Merchant Category Code). Note: If you wish to purchase from a vendor and believe the category code for the vendor is incorrect, the possibility of getting that code changed can be investigated by the University Purchasing Card Administrator.
Unfortunately, there is no Level
3 (detailed description) of items purchased with the PCard. This is not
to say that at some point in the future more vendors will step up and supply
that information. Until then, it is ESSENTIAL that items receipts
be kept, then once charges are approved, sent to Accounts Payable for scanning.
If you cannot resolve the problem
with the merchant and receive a credit, then you must complete the 'Statement
of Disputed Items' form and send or fax to Connie Oberg, PCard Administrator,
Office of Business Affairs ADMN-321 Fax: 479-575-4158.
Accountability. Charge card activity
is traced to the individual cardholder/credit card number. Also, this allows
the person approving the charges in BASIS to better know what cost center
(s) to distribute a charge to.
These limits have been defined
by the State. You can LOWER the amounts defaulted on the screen,
but you cannot raise them. Please remember though that if you do lower
these amounts it is more likely that at some point in the future the cardholder
may experience the charge being denied at the merchant due to exceeding
the amounts.
YES!! Receipts must be
kept and given to whomever in your department is approving the charges
in BASIS. As charges are approved, a document number is then written on
each receipt and sent to Accounts Payable for scanning.
If you have lost or were unable
to obtain a receipt, you must fill out a Lost/Unobtainable
PCard Receipt Form.
-
Does everyone that needs a PCard have to attend
training?
Yes. When a PCard has been issued, the cardholder will receive an email explaining that he/she must attend a training session (listed on the www.uark.edu/pcard site under ‘Training Schedule’.
-
When will the charges show up in BASIS?
Typically the charges will appear in the BASIS system within 3 days after the transaction has taken place.
-
What if you don't want to use the cost center on
the EIC screen?
If additional cost center numbers have been added to the user’s list of pre-approved cost centers, the default cost center can be replaced with one of these, or additional cost centers can be added on EIC to distribute the charges.-
Want to use one cost center but different categories
for one purchase?
On the EIC screen, you enter the same cost center as many times as needed (up to 10), with a different category for each portion of the expense that you wish to distribute to different categories.
-
What happens if the PCard holder brings the receipt
in after the cut off?
If the approver is aware of the purchase and knows what the purchase was for, they could go so far as to approve the purchase and in the comments, type what the purchase was for and an explanation of the receipt not yet being there. Then as soon as the receipt is received, put the Doc. # on it and send to A/P. A/P is going to catch it in post audit if the receipt is not there. They would pull up the comments and call the approver if the receipt still had not been received.
-
How does the Business Office know the tax status
has been entered correctly by the department?
Accounts payable will be doing post-audit on the PCard charges. If they notice a mistake prior to the cut-off date for approving charges, the approval on the EIC screen can be updated. If audited after the cut off date, no corrections can be made.-
What if someone uses their own personal credit card
instead of their PCard? Will they be reimbursed for their expense?
Yes, as long as the purchase is one, which is allowable under State of Arkansas procurement regulations and laws.
-
Can we do updates on the tax charges before the
end of the cut off date?
Yes. Prior to the cut-off date, the charge can be updated (changing cost center, categories, approval code, tax status) as many times as necessary.
-
What if the item is tax exempt, example - subscription?
The tax status should be marked as an “O”—other exempt items.-
Can the PCard be used with any vendor?
The PCard can be used with any vendor who accepts VISA and is not assigned a blocked Merchant Category Code (MCC).
-
Is the PCard issued for the entire department?
No, the PCard is issued to individuals only.
-
Will we get a credit card statement?
No, you will not get a statement from US Bank. However there is a JOB which can be run in UPS which will print out a statement. In the UPS application, command JOBS, action “S”, the job is UPJPCSTM. The JOB can be run for an entire budgetary unit, or for an individual card holder for any time period desired.-
What if the PCard holder does not turn in a receipt?
If the cardholder cannot obtain a receipt, he should complete the Lost/Unobtainable Procurement Card Receipt form. If the cardholder simply does not turn in any documentation, he will receive a written warning from the Business Office after the first occurrence. Repeated failure to submit necessary documentation will result in suspension of PCard privileges.
-
If we order on the internet or telephone what do
we do about the receipt?
If ordering by telephone, request a receipt at that time. For internet ordering, you can print screen the page that shows all the detail of your order (merchant name, items ordered, prices and total).
-
Are the daily/monthly limits for the PCard encumbered
funds?
No.-
Will the PCard replace our internal blankets for
the Bookstore/Computer store?
The Pcard can be used at the Bookstore/Computer Store for purchases with the exception of complete hardware units, which must be purchased using existing procedures. You can use either the internal blanket purchase order or the PCard.
-
When inappropriate use occurs and charges are approved
online, who is held responsible, the card user or the charge approver?
The card holder or delegated user.
-
Are credit checks done on an individual when a card
is requested?
No. Although the card is issued to an individual, the card IS a University of Arkansas card, billed directly to the University. There is no credit check or credit reporting on an individual.-
Can the PCard be used for Fed-Ex, freight
carriers?
Yes
-
What happens if a card holder purchases an item
that was not approved by the department head?
If in doubt, ask your department head prior to purchase, just as you would prior to the PCard.
-
Are we required to have the PCard?
No. But you should be aware that without a PCard you couldn’t purchase from Tractor Supply, Hobby Lobby and other merchants who no longer accept University purchase orders.-
Can the card be used for auto repairs?
Yes the Pcard can be used for University vehicles only and only in an emergency situation while on the road if you do not have a Fuelman card. NEVER for personal vehicles or rental vehicles.
-
Is the maximum monthly credit limit per department
or per person?
Both the monthly credit limit and the single transaction limits are for the individual to whom the card is issued.
-
Is there a list on the web page of items that
cannot be charged on the PCard?
Yes, at www.uark.edu/pcard
-
When PCard charges appear on my DBR, how do I look
for the image for that charge?
The DBR entry will indicate an RDN (Receipt Document Number). When searching on FYI, this RDN is entered, including the “D”, to bring up the image. Do NOT enter the APID, as these charges are not entered using that number.
Yes. When a PCard has been issued, the cardholder will receive an email explaining that he/she must attend a training session (listed on the www.uark.edu/pcard site under ‘Training Schedule’.
Typically the charges will appear in the BASIS system within 3 days after the transaction has taken place.
If additional cost center numbers have been added to the user’s list of pre-approved cost centers, the default cost center can be replaced with one of these, or additional cost centers can be added on EIC to distribute the charges.
On the EIC screen, you enter the same cost center as many times as needed (up to 10), with a different category for each portion of the expense that you wish to distribute to different categories.
If the approver is aware of the purchase and knows what the purchase was for, they could go so far as to approve the purchase and in the comments, type what the purchase was for and an explanation of the receipt not yet being there. Then as soon as the receipt is received, put the Doc. # on it and send to A/P. A/P is going to catch it in post audit if the receipt is not there. They would pull up the comments and call the approver if the receipt still had not been received.
Accounts payable will be doing post-audit on the PCard charges. If they notice a mistake prior to the cut-off date for approving charges, the approval on the EIC screen can be updated. If audited after the cut off date, no corrections can be made.
Yes, as long as the purchase is one, which is allowable under State of Arkansas procurement regulations and laws.
Yes. Prior to the cut-off date, the charge can be updated (changing cost center, categories, approval code, tax status) as many times as necessary.
The tax status should be marked as an “O”—other exempt items.
The PCard can be used with any vendor who accepts VISA and is not assigned a blocked Merchant Category Code (MCC).
No, the PCard is issued to individuals only.
No, you will not get a statement from US Bank. However there is a JOB which can be run in UPS which will print out a statement. In the UPS application, command JOBS, action “S”, the job is UPJPCSTM. The JOB can be run for an entire budgetary unit, or for an individual card holder for any time period desired.
If the cardholder cannot obtain a receipt, he should complete the Lost/Unobtainable Procurement Card Receipt form. If the cardholder simply does not turn in any documentation, he will receive a written warning from the Business Office after the first occurrence. Repeated failure to submit necessary documentation will result in suspension of PCard privileges.
If ordering by telephone, request a receipt at that time. For internet ordering, you can print screen the page that shows all the detail of your order (merchant name, items ordered, prices and total).
No.
The Pcard can be used at the Bookstore/Computer Store for purchases with the exception of complete hardware units, which must be purchased using existing procedures. You can use either the internal blanket purchase order or the PCard.
The card holder or delegated user.
No. Although the card is issued to an individual, the card IS a University of Arkansas card, billed directly to the University. There is no credit check or credit reporting on an individual.
Yes
If in doubt, ask your department head prior to purchase, just as you would prior to the PCard.
No. But you should be aware that without a PCard you couldn’t purchase from Tractor Supply, Hobby Lobby and other merchants who no longer accept University purchase orders.
Yes the Pcard can be used for University vehicles only and only in an emergency situation while on the road if you do not have a Fuelman card. NEVER for personal vehicles or rental vehicles.
Both the monthly credit limit and the single transaction limits are for the individual to whom the card is issued.
Yes, at www.uark.edu/pcard
The DBR entry will indicate an RDN (Receipt Document Number). When searching on FYI, this RDN is entered, including the “D”, to bring up the image. Do NOT enter the APID, as these charges are not entered using that number.
Last updated: 08/21/09