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PROCUREMENT CARD (P-Card) PROGRAM
The University's P-Card program is designed to reduce the use of petty cash funds, small dollar purchasing and eliminate the use of personal funds. P-Cards may be approved for supplies, travel, hosting or subject fee transactions. P-Cards must be approved by your department or unit. Check with your department administrator to determine if a P-Card is an option for you. To apply for a P-Card, complete a 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. After the application is approved and the card is received from the P-Card vendor, the P-card Group will contact you with a request to complete the on-line training. This course is also highly recommended for all reconcilers and approvers. 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.
Resources
TIPS
- All expenses associated with a travel event must be assigned an event id number that is unique to that event.
- If you are traveling internationally, consult the International Travel Information and Registry website for important information
- Tax Exempt - when a purchase is made using a P-Card, ask the vendor before payment if sales taxes can be excluded from the cost of the transaction.
- Fraudulent Charges - It is very important that the cardholder or the reconciler review P-Card charges frequently to ensure there are no fraudulent charges being charged to the P-Card account. If unauthorized charges appear, contact GE Corporate Card Services – Corporate Payment Services at 1-800-377-3871 or call collect to 1-801-464-3232 (Outside US) immediately. The P-Card vendor will close your current account and send a replacement card to your campus address. GE Corporate Card Services will also send an affidavit of fraud document to the cardholder for signature. Contact the P-Card Group at 734-764-8212 or purchcard@umich.edu to advise them as well.
- Lost or Stolen Cards - contact GE Corporate Card Services – Corporate Payment Services at 1-800-377-3871 or call collect to 1-801-464-3232 (Outside US) immediately. The P-Card vendor will close your current account and send a replacement card to your campus address. Contact the P-Card group at 734-764-8212 or purchcard@umich.edu to advise them as well.
- Disputing Charges - 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 will fax or mail a dispute form to the cardholder. The cardholder should sign the form and follow the instructions noted on the form to send the form back to GE Money. Mark the transaction as “disputed” in the M-pathways system. 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.
- The University's designated travel agency is AAA. AAA also offers a UM employee discounted AAA membership. A variety of discounts are offered by AAA including a Northwest airfare discount program. You can make reservations by linking to http://www.autoclubgroup.com/michigan/promos/university_michigan.asp.
- The University participates in the Big 10 Car agreement with National Car Rental. Reservations (for both business and personal uses) may be made by calling National direct at 1-800-CAR-RENT (1-800-227-7368) or http://www.nationalcar.com/ . Be sure to use the University's Contract ID number 50000490 when making reservations.
General Guidelines
- Do Not use the P-Card for transactions that are normally available through a University Contracts or an Internal Service Unit.
- Do Not use the P-Card for transactions that will be reimbursed by an external party.
- Do Not use the P-Card for services unless the service is with an incorporated vendor. To determine if the vendor is incorporated, contact the Vendor Maintenance team at vendor.maintenance@umich.edu.
- Do Not use the P-Card for any supplies that total $5,000 or more.
- All rules and procedures set forth by Procurement Services and the Office of the Controller must be strictly adhered to. Failure to comply with these guidelines may result in the suspension of the P-Card and/or disciplinary action up to and including termination.
Other Links
Need Help? Please contact Payables at 734-764-8212
or email accounts.payable@umich.edu
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