P-CARD FREQUENTLY ASKED QUESTIONS
Other Frequently Asked Questions
• Procurement FAQs
• Accounts Payable FAQs
How do I apply for a P-Card?
Download the P-Card application form. (Microsoft Word Doc.) You must designate a P-Card Approver who will oversee use of the card, ensure that monthly statements are reconciled promptly and approve the application. Each cardholder must also designate a P-Card Reconciler. This person may access daily transactions to review and assign ChartFields (see roles and responsibilities). Send the approved application to the contact information provided at the top of the application form.
When I apply for a P-Card, will there be a personal credit
check?
No. Even though the card will be in the cardholder’s
name, the bank will not perform a personal credit check. All
transactions on the P-Card are the University’s liability.
How long does it take to get a P-Card?
Normal processing time is 3 - 4 weeks, but this may vary depending on the demand. After your application is received, the P-card Group will contact you with a request to complete the on-line training. After you have completed the training and have submitted the necessary documentation, the P-card vendor will mail your new P-Card to your campus address.
USE OF THE P-Card
Can other people use my P-Card?
No. You are responsible for your own P-Card and others are not authorized to use it. You should never lend out your P-Card or give someone your P-Card account number.
What goods and services can be purchased using a P-Card?
Products with a value of less than $5,000
may be purchased using the P-Card. Dues, memberships, conference
registrations, subscriptions,
travel and hosting events are transactions that may be approved
on your P-Card.
Can I use my P-Card when another organization is going to
reimburse me?
No. You are responsible for those transactions that are going to be reimbursed by an organization other than UM. Do not use the P-Card. The only exception is if the transactions are intermingled with transactions that will be charged to UM.
What goods and services can not be purchased using
the P-Card?
The P-Card should not be used to purchase
items that are normally available through a University Contract or
on the list of restricted
commodities.
Can I sign a contract or agreement for goods or services for the
University of Michigan?
No, the authority to sign agreements
or contracts belongs to Procurement Services. In most cases,
payment for purchases where there is
a signed agreement may NOT be placed on a P-Card.
What do I do when I do not use an airfare ticket that I
charged on my P-Card?
- If the trip is completely canceled and no subsequent future business
trip is scheduled, then any credit from the original ticket must
be credited back to the same P-Card that was used to purchase the
original ticket.
- If the original trip is canceled and the airline ticket can be
reissued by the airline for another U-M business trip, whatever
credit that can be transferred may be used to reissue the new ticket
as long as it is for University business travel. The cardholder
must attach all documentation to show the “paper trail” of
the ticket reissue process. A memo explaining the circumstances
is also advised.
- If no further University business trips are scheduled, then the
ticket may NOT be used to obtain a reissued airline ticket for
personal leisure travel.
LOST OR STOLEN CARDS, DISPUTING CHARGES AND DAMAGED MERCHANDISE
My card was lost or stolen. Who should I contact?
- 1. You should contact the P-Card vendor directly if your card is ever lost or stolen. To report a card lost or stolen, call GE Corporate Card Services – Corporate Payment Services at 1-800-377-3871 or call collect to 1-801-464-3232 (Outside US) immediately. Then notify a Purchasing Card Coordinator within the Accounts Payable Office at 734-764-8212 or via email at purchcard@umich.edu.
How do I dispute a charge?
- 1. If the cardholder is unable to reach agreement with the merchant, please contact GE Corporate Card Services – Corporate Payment Services at 1-800-377-3871 or call collect to 1-801-464-3232 (Outside US).
- GE Corporate Card Services – Corporate Payment Services must be notified of any disputed item within 60 days of the transaction date of the disputed item.
My package arrived and the merchandise is damaged, what do I do?
The cardholder is responsible for ensuring
receipt of the materials purchased, and must follow-up with the
supplier to resolve any delivery problems, discrepancies or damaged
goods. For telephone or catalog orders, the cardholder should
ensure that complete shipping instructions are given to the vendor. If
the merchandise arrives damaged, save the carton and all the packing
material for an inspection by the shipper of the goods and call
the vendor immediately.
OTHER FREQUENTLY ASKED QUESTIONS
Where can I find information about University travel policies, such
as meal limits and receipts required when using the P-Card for travel?
The Standard Practice Guide (SPG) explains
the University’s policies and procedures. It is available
online at: http://www.umich.edu/~spgonlin/
Information about the University’s travel and business hosting
policies may be found in Section 500 (Business and Financial Services),
specifically SPG Section 501.04-1.
NOTE: The SPG contains information about the University of Michigan’s policies and procedures. Many departments have established stricter requirements. It is advisable that you check with your department administrator prior to traveling so that departmental guidelines are followed.
A vendor has questioned me about the University’s
tax exempt status.|
By state law, the University
is tax exempt (Michigan Public Act No. 167 of 1933, Section 4,
as amended). Send
all inquiries to Financial Operations, Att’n: Tax Manager.
How do I make changes to my P-Card profile?
Any changes to the monthly limit, billing address, ChartField combination, signature authorities, ATM capability, etc. must be submitted on a P-Card Maintenance Form. (Microsoft Word Doc.) All changes must be approved by the P-Card Approver.
I’m transferring departments and will need a P-Card in my new position. What should I do to make the transition as seamless as possible?
You will need to:
Your new department should submit a completed P-Card Application Form to order a new card. If the card capabilities remain the same and it has been less than one year since you completed P-Card training, you will not be required to take additional training. If more than one year has elapsed since you took P-Card training, you WILL be required to complete additional training before your new P-Card is released to you.
Can I withdraw cash from an ATM, using my P-Card, to reimburse
someone else’s travel expenses?
No, this is an inappropriate use of the P-Card ATM function. A
non-cardholder should submit a Travel and Business Hosting Expense
Report with original documentation for reimbursement.
How soon will I receive reimbursement for out-of-pocket
travel expenses that I submitted with my P-Card statement? What
is the average turnaround time?
You can log on to the Procurement website to check the current processing status. The average turnaround time for reimbursement is 2 weeks.
There are Currency Conversion Fees on the P-Card
Statements. What
are they?
International currency conversion fees (1%) appear as a separate transaction on cardholders’ statements. Before April 2005, MasterCard combined these fees with the transaction.
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