EMU: FAQ

P-Card Frequently Asked Questions (FAQ)

Why was the Purchasing Card program implemented?
The Purchasing Card program was developed to provide departments with a widely accepted and efficient method of procuring goods and services. This program has significantly reduced the number of requisitions prepared by departments, purchase orders prepared by the Purchasing Department and checks issued by Accounts Payable. In addition, vendors receive their payments more quickly and Central Receiving has realized reduced departmental deliveries. The Purchasing Card provides departments with greater flexibility and timelier ordering for small dollar purchases. In addition, the Purchasing Card Program provides the Purchasing Department staff with available time to pursue cost saving initiatives for the University. Previously, this time was unavailable due to the large quantity of small dollar orders.

Are departments required to use the Purchasing Card?
No. However, the Purchasing Card can be a more convenient and efficient way of ordering. The Purchasing Department encourages departments to place their own orders by using the Purchasing Card.

How are Purchasing Cards obtained?
Purchasing Card applications may be obtained from the Purchasing Department. The individual completes the application form, obtains the appropriate account signatory approval along with a vice presidential approval, and submits the form to the Purchasing Department.

How long will it take to receive the card?
Approximately ten (10) working days after the Purchasing Department receives the application.

Can the Purchasing Card be used for personal purchases if the department’s account is reimbursed for the charges?
No. As noted in the Purchasing Card Agreement, non-adherence to this procedure will result in the revocation of the individual cardholder’s privileges.

Can the Purchasing Card be utilized for “cash” advances?
No.

What if the Purchasing Card is lost or stolen?
Notify JPMChase Bank at 1-800-270-7760 and the Purchasing Department at 7-6936. Each Purchasing Card is insured against unauthorized charges. JPMChase liability will not exceed $5,000 per cardholder or be extended for any transactions that occurred more than three business days prior to the card being reported as no longer being in the control of the cardholder.

Can the Purchasing Card be utilized for travel expenses, including travel, hotel accommodations, meals, conference/workshops/seminar registration fees, and other out of pocket expenses?
The corporate card can be utilized for travel expenses, with the exception of meals. Meals are covered on a per diem basis through Accounts Payable. All travel related expenditures must be reported on an approved travel voucher form and processed through Accounts Payable.

Can the Purchasing Card be utilized for printing/copying?
Yes.

Can the Purchasing Card be utilized for repairs?
Yes.

Can the Purchasing Card be utilized for advertising purchases?
Yes, as long as written approval has been received by University Marketing. Please file the written approval with your statement and receipts.

Can the Purchasing Card be utilized for computer software and supplies?
Yes. All computer related purchases in excess of $500 require the written approval of ICT. Please file the written approval with your statement and receipts.

Can the Purchasing Card be utilized for rentals?
Yes.

What are the guidelines for purchasing of food items?
Occasional Meals with fellow employees generally are allowed on the purchasing card, if University matters are discussed.

Business meeting meals are generally allowed if the following conditions exist:
1. Someone who is not an EMU employee is present, and their presence is for a specific business purpose that can benefit the University, e.g. interviewing a candidate for an employment position; lunch with a staff member of a state agency which can assist and/or advise the University; a meal with someone from a granting or an accrediting agency, etc. Receipts must be maintained and include details of who was present and the business purpose.
2. A business meeting that includes a meal is conducted and a specific University Issue (not routine) is the primary topic of discussion; and attendance is either mandatory (i.e. supervisory/subordinate relationship exists), or a cross divisional/departmental relationship exists; and the time was selected to accomodate busy schedules. Receipts must be maintained and include details of who was present and the purpose of the meeting.

Business Travel Meals that relate to overnight business travel are not permitted on the purchasing card, as employees are reimbursed a per diem meal rate.

Can I receive a Purchasing Card for a Grant Account?
Yes, subject to approval by the Director of Academic Budget, Controller, and divisional Vice President. A declining balance purchasing card is recommended for grant accounts.

How will payments be processed to JPMChase Bank?
On a monthly basis, the University will receive a consolidated billing statement. The University will automatically process payment to the bank. Each cardholder will receive a monthly billing statement from JPMChase Bank that identifies the purchases made by the cardholder during the billing period.

How is a disputed item on the Purchasing Card statement handled?
The cardholder must first attempt to resolve the disputed transaction directly with the vendor. If unsuccessful, the cardholder may then dispute via PaymentNet.

Should a cardholder request a refund or credit from a vendor?
Yes, it is the cardholder’s responsibility to handle their transactions.

How will charges appear on my monthly accounting statements?
Each Purchasing Card has a default account number associated with it. If you would like an expense transferred to another account, make the change via PaymentNet.com

What audit requirements are departments responsible for?
Departments must maintain their monthly Purchasing Card statements with all itemized receipts attached for seven (7) years. Receipts are to be a descriptive itemization of the purchase.

What tax-exempt information should I provide a vendor if they question EMU’s tax-exempt status?
Provide them with a copy of the tax-exempt letter that is provided with the issuance of the card. In addition, Pcards are imprinted with our Federal ID# 38-6005986.

What is the last date of the monthly billing period?
The billing cycle is from the 26th through the 25th of each month. The monthly limit is refreshed on the 26th of each month.

Does the card provide car rental insurance coverage?
Yes. Primary Collision/Loss Damage Insurance (up to $50,000), towing charges, rental company charges while vehicle is being fixed, and Secondary Personal Effects insurance (up to $2,000) is included.