Purchasing Card
The 麻豆精品视频Credit Card program is available at 麻豆精品视频 for employees that require frequent use of this program. A 麻豆精品视频credit card is not intended for individuals that may travel once per year or may have an occasional purchase. The VISA Credit Card gives an individual the convenience of purchasing certain commodities without standard Purchase Orders, Limited Purchase Orders or Blanket Purchase Orders. 听It is also intended for authorized travel expenses. Once issued, credit cards not used for a period of 12-months or more will be closed.
The 麻豆精品视频credit card is a financial tool and an authorized university method of conveyance for purchases as described herein. It is an employee privilege and not a right. All transactions must be reconciled and expensed on a timely basis. Failure to do so will result in the termination of use of a 麻豆精品视频credit card. Employees granted permission to obtain a university credit card must use it for business purposes only, and the use of personal credit cards for same is thereby prohibited. Failure to comply with these guidelines, university policies and FL State Statutes can result in termination of the credit card and disciplinary action.
Deans, Directors and Department Heads can request cards for certain individuals and stipulate how they are used by controlling spending limits and commodity codes. It should be noted that purchases with the 麻豆精品视频Credit Card are unencumbered transactions until they are paid.
Individuals interested in becoming a pCard Cardholder or Approver/Reconciler must attend an online training course.听
- To apply for a pCard/gCard, login to Workday, search for the"Create Request" task and select "Purchasing Card Request Form: pCard/gCard".
- To modify an existing profile, login to Workday, search for the"Create Request" task and select "Purchasing Card Request Form: Modify Existing pCard/gCard"
- Dispute a charge - First contact the Supplier (information on available on your BOA statement) to question charge. If still unaware of the charge contact the bank directly by calling the number on the back of the card.
- Replacement Receipt Form
听
PCard Training Sessions
Effective March 2008, pCard classes will be made available for individuals who have previously attended certification training, but may wish to 鈥渢une-up鈥� their skills, learn about new card products or discuss unique requirements or specialized programs. Additionally, Cardholders who have been counseled on program infractions may be asked to schedule refresher classes. These sessions can be arranged on a group or one-on-one basis by contacting the听pCard Administrator at听pcard@fau.edu听or 561-297-2997.
Training Outline for Commodity Purchases
I. Cardholder Responsibilities
- Sign and abide by Cardholder Agreement
- Insure items purchased are appropriate against funding source and in accordance with university/State policy
- Restricted Items
- Additional Information:听www.fau.edu/purchasing
- Work closely with fiscal staff to verify funding
- Forward receipts to Approver promptly
- Report lost/stolen pCard immediately
- Secure card at all times; do not relinquish card to others
II. Placing Orders
- Transaction Types
- Registrations and Memberships
- Tax Exempt Status
- Shipping/Billing
- Declined Transactions/Order Splitting
- Returns/Discrepancies
Pcard Do's and Don't's by Topic
Restricted items:
Do: Review the restricted items list in the pcard manual. Restricted items include, but are not limited to, personal items, entertainment, meals, contractual obligations, printing & promotional items, and items tracked by Environmental Health & Safety. A more detailed discussion of these restrictions will occur in certification training.
Don't: Attempt to initiate a cash advance or purchase gift cards, gift certificates, or other types of vouchers with the card.
Sales Tax:
Do: At the time of purchase, request that state sales tax not be charged to the purchasing card. Show the merchant the sales tax exemption number on the front of the card and provide the wallet-sized DR-14 exemption certificate if requested. It is sometimes necessary to complete a merchant's tax exemption certification form when setting-up an account for the first time. Be cognizant of any sales tax charged during online transactions as well.
Don't: Declare your tax exemption status when traveling outside the state of Florida.
Timely Approval:
Do: Sign and date your sales receipt. pCard charges must be approved timely, within ten (10) working days after receipt of the transaction into the Purchasing Card system.听 The 10-day approval period includes the entire approval process, beginning with the submission of a signed and dated receipt from the Cardholder to the pCard Approver and ending with the pCard Approver processing the transaction in the Purchasing Card system.听 The combined time for submission of all receipts and approval may not exceed ten (10) working days.听 A program area not meeting this requirement will jeopardize its participation in the Purchasing Card Program.
Don't: Wait for your Approver to contact you for this information. Doing so will impede the prompt payment requirement and may result in audit findings for the university.
Order splitting:
Do: Be aware of your established credit limits. You can check this at any time by calling 888-449-2273 and following the prompts.
Don't: Attempt to split orders so that the total of your transaction is greater than $4999. Purchases of $5000 or greater must adhere to the university's capitalization procedures and should be directed to the Purchasing Department.
Card Sharing:
Do: Understand that pCards are issued to specific individuals who have qualified for a card and have completed certification training. Pcards cannot be shared among department members.
Don't: Provide the physical card or card number to anyone other than the merchant.
Did you know?... Did you know that as a Cardholder, you may establish accounts with merchants listing yourself and other departmental members as authorized purchasers, solely at your discretion? Many merchants will allow you to further restrict this benefit by product category or dollar amount. Establishing an account in this manner allows flexibility without the risk of card compromise.
Security:
Do: Keep the card on your person or in a secure (locked) area. Sign the back of the card immediately upon activation. Review your monthly bank statements and notify the pCard Administrator and Bank of America of any unauthorized transactions.
Don't: Send your credit card information via unsecure email or write the card number on paper and instead seek out secure websites or in-person transactions when conducting business.
Refunds:
Do: Ensure that the merchant issues a credit to your account for any return or pricing adjustment. Credit receipts should be approved and forwarded to your pCard Approver similar to that of sales receipts.
Don't: Accept a cash refund from the merchant as an alternative to credit. Store credit may be issued provided you document it's use for official university business.
Personal Purchases: (prohibited)
Do: Be sure to reimburse the university immediately (including sales tax) for any inadvertent purchase made on the pCard in error. You must also notify the pCard Administrator when this occurs.
Don't: Commingle personal and university purchases, personal and university travel, or FAU/ University Foundation obligations on your pCard.
FAQs
limit(s). You attempt to use the card for a blocked merchant or commodity category. There is a
cautionary hold placed on your card.
state of Florida, however, there are vendors who will want to have you fill out a standard form
that their business requires. Wallet size tax exemption certificates are available at the following link: tax exempt card
the place of purchase or if the merchant refuses to credit the tax, you may still make the purchase
on an exception basis. You will need to include a justification and/or documentation to your expense report.
address should include a contact person鈥檚 name, University street address, building and room
number, city, state and zip code. Never use your home address as the 鈥渟hip-to鈥� location. If a
purchase needs to be shipped out of state or to a non-麻豆精品视频address, please contact the pCard
Administrator to obtain approval.
ready, along with any relevant information.
error to receive further instruction.
prevention immediately at 1-888-449-2273. Typically, your card will be closed and a new card
issued. Please email pcard@fau.edu to expect your new card.
Please expense any outstanding charges before your last day and ensure expense reports are
approved. There is no need to return the card to us and you can destroy your card. If changing
departments, please notify us and we will close your account. You will need to submit a new PCard request for your new supervisor to approve.
https://spacardportal.works.com/gar/login. When asked for the verification ID#, please use your Z
number.