Procurement Card
Frequently Asked Questions (FAQs)
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Q: What types of items or
services can I buy with my procurement card?
A: You may
use the procurement card to purchase at any, other than
prohibited, commodity/equipment provider and/or for any
incorporated service provider that will accept the card.
Click
here to obtain the most current version of
the procurement card manual.
Q: What can I do if I believe my
procurement card is compromised or lost?
A:
Report any lost, stolen or compromised card immediately
to JP Morgan Chase at (800) 316-6056.
Q: How long do I have to dispute a
procurement card charge with JP Morgan Chase?
A:
Disputes must be communicated to JP Morgan Chase within
60 days of the end of the cycle (14th of the
month) in which the transaction first appeared. JP
Morgan Chase's customer service telephone number is
(800) 316-6056.
Q: Can I use my card for purchase
transactions on the Internet?
A:
You may use your procurement card for purchase
transactions over the Internet. However, you will want
to make sure that if you are making a purchase over the
internet that it is at a secure website. If you are
unsure you may want to call or fax your order in.
Q: What should I do if I mistakenly
use my card for personal purchases?
A:
You should reimburse the University immediately. Be sure
to document the procurement card record file with a memo
explaining why the card was used for a personal
purchase. You should also include some proof of
reimbursement such as a University receipt or cancelled
check.
Q: What should I do if I lose my
receipt?
A: Try to
document the file with other proof of purchase such as a
packing slip or delivery receipt, if available. A
duplicate receipt may be available by contacting the
vendor. Alternatively, click
here to obtain
certification of documentation form. Complete the
form and keep it in procurement card record file.
Q: What do I do if a transaction does
not appear on my procurement card transaction statement?
A:
You may want to wait until the next months transaction
statement is received. Often vendors will ship an item
or items, but will process the payment later. If
concerned, you may want to contact the vendor to see if
and when they intend to process the transaction. If the
vendor indicates that they have processed the payment
and it still does not appear on the transaction
statement call JP Morgan Chase’s customer service number
at (800) 316-6056 and describe the problem.
Q: What do I do if I have a
procurement card transaction on my Banner account that
is not mine?
A:
Contact Vicki Radonich at 786-6512 with the card number
and Procurement Services will track the transaction back
to the correct cardholder to make the correction.
Q: Can I use a grant funded account as
my default account for the procurement card?
A:
No. Due to a need to accomplish a more thorough review
and maintain oversight of purchases for goods or
services for grant funded accounts, procurement cards
will not be allowed to default to a grant funded
account.
Q: Are split purchases
(two or more transaction for the same item or order)
allowed on the procurement card?
A:
Due to capital
equipment and potential competitive requirements, split
purchases are not allowed on the procurement card.
Repeated split transactions by cardholders may result in
the revocation of your card.
Q: Can a reconciler be a cardholder?
A:
Yes. A reconciler can be a cardholder.
Q: Who should an approving official
be?
A:
An approving official should be someone in a supervisory
capacity for the cardholder.
Q: Is my procurement card account
subject to review or audit for compliance issues to
determine that I am keeping good records or for other
public procurement requirements?
A:
Yes, your procurement card account is subject to record
review by representatives from Procurement Services.
Additionally, your procurement card account is subject
to audit by internal, legislative and/or federal
auditors according to the circumstances and the source
of funds. Thus it is important to maintain good records
and accountability for purchases using the procurement
card.
