Procurement Card FAQ

Card Issuance/Responsibility:

1. How would having a Procurement Card benefit our department?
2. How do I go about receiving a Procurement Card?
3. Can multiple cards be issued in the same individual’s name?
4. What does the training session offer?
5. Am I personally held responsible for the use or potential misuse of the Procurement Card if I am the cardholder?
6. What are the card cancellation procedures?
7. Where should I store the card for safekeeping?
8. How do I change my default account?
9. When do I need to inform Accounts Payable if a default account has changed?

Purchasing Guidelines:

Procurement Card Statement Retrieval and Web Application:

18. How do I get access to the ProTrav application?
19. How do I use the ProTrav application to automatically fill in my account information on a Procurement Card Voucher?

Required Purchase Documentation:

20. Do I need to have a receipt or an invoice to document all purchases that I make?
21. What do I do if I have lost my original receipt?
22. What do I do if I did not receive any documentation for my purchase?
23. Should I be assessed tax on Procurement Card Purchases?
24. What do I do if a transaction appears on my statement that I do not believe is mine?
25. Can the original documentation be maintained within the department for either return or rebate possibilities?
26. How do I get a copy of either a Procurement Card receipt or invoice that I have already sent to Accounts Payable?
27. What information do I need to provide for conference registration fees processed on the Procurement Card?

Procurement Voucher Completion:

28. What forms need to be completed to document the purchases made on the Procurement Card?
29. Who needs to sign my Procurement Card Voucher?
30. When are the Procurement Card Vouchers due in the Accounts Payable office?
31. What happens if I do not get my voucher to the Accounts Payable office by the 15^th?
32. What is a Procurement Card Coversheet?
33. How do I print my coversheet?

Travel Meals on the PCard:

34. Will receipts be required for individual travel meals purchased on the PCard?
35. Will the meal charges include tips as well?
36. Does the change in policy apply to international travel?
37. What will happen if the PCard holder spends more than the allowable allowance for the city they are in? 
38. If a traveler spends over their meal allowance, can they offset this cost by reducing out of pocket expenses on their Travel Voucher?
39. What if there is alcohol on the meal ticket?
40. May a PCard holder purchase meals for multiple travelers attending the same conference/event?
41. What if a traveler has purchased a meal from two different vendors (ie. Breakfast food purchased at restaurant, but Coffee purchased at a different coffee house)?
42. What if a traveler is doing field work and buys a week’s worth of groceries that will be spaced out as meals throughout the week?

Contacts:

43. Who can I call if I have a question regarding the Procurement Card?
44. Who do I contact for Workflow issues?
45. How do I find out who my Workflow administrator is?
46. Where do I find out about news or changes related to the Procurement Card? 

1. How would having a Procurement Card benefit our department?
   The Procurement Card provides you with a tremendous tool that will serve many needs. You can register by phone or fax for a conference immediately without processing an e-voucher/invoice. As well many of your travel related expenses (e.g. airfare, hotel etc.) can be processed on this purchasing tool. This tool will allow you to pick up something at the local hardware store that you forgot to order last week but you need it today. You can place an order for under $5,000 without calling for an advance P.O. from Purchasing. This great Purchasing tool will eliminate a considerable number of requisitions and voucher/invoices and allows you to forego many out of pocket expenses while traveling. We think you will find that this method of buying/paying is the greatest thing that’s happened to the Purchasing process in many years. top
2. How do I go about receiving a Procurement Card?
   The Procurement Card electronic form was made available to users through ProTrav.  This form will be electronic and routed through workflow for departmental approvals.  See PCard Manual for more info.  top
3. Can multiple cards be issued in the same individual’s name?
   Rarely is this approved. However, the request will be reviewed on an individual basis. For more information contact Purchasing 5-0115 or protrav@uiowa.edu. top
4. What does the mandated training session offer?
   The training session outlines the purchasing guidelines in terms of what is considered an allowable expense on the Procurement Card. The training session also covers the reconciliation process done via the Procurement Card Web Application. Other topics include; sales tax issues, staff other then the cardholder using the card, transaction reconciling procedures, forms used, dates, deadlines, and contacts. top
5. Am I personally held responsible for the use or potential misuse of the Procurement Card if I am the cardholder?
   See PCard Risk top
6. What are the card cancellation procedures?
   If a card is lost or stolen, it is the responsibility of the cardholder to immediately notify the Purchasing Department 5-0115 or protrav@uiowa.edu. If this occurs when it is not possible to reach Purchasing, then the cardholder should contact US Bank (Visa) directly at 1-800-393-3526 which is available 24hrs 7 days a week.
   If a cardholder leaves the University, transfers to another department, or takes a leave of absence longer than 1 month, then the cardholder is responsible for contacting Purchasing 5-0115 or protrav@uiowa.edu to either have the card cancelled or placed on a hold status. top
7. Where should I store the card for safekeeping?
   It is the responsibility of the cardholder to be sure that both the card plate itself and exposure to the card number are in a safe place. It is recommended that the card be stored on campus either in a locked drawer, or a safe. Please do not carry the card in your billfold or purse permanently. Avoiding this will decrease the possibility of the card being lost or used inappropriately. (*Note: It is understood the card may be in the cardholder's possession while in travel status if the card is being used to pay for their travel related expenses.) top
8. How do I change my default account?
   Contact Purchasing 5-0115 or protrav@uiowa.edu to request this change. top
9. When do I need to inform Accounts Payable if a default account has changed?
   If the account you originally listed on your Procurement Card Agreement form is no longer valid you can contact Purchasing 5-0115 or protrav@uiowa.edu to request this change. Periodically review your agreement form to be sure that a grant account has not rolled over. top

Purchasing Guidelines:

10. Are there preset single and monthly transaction limits on the card?
    Click here to view the pertinent section in the Procurement Card Manual. top
11. What items or services can be processed on the Procurement Card?
    Click here to view the pertinent section in the Procurement Card Manual.   top
12. Can Travel related expenses be processed on the Procurement Card?
    See Travel guidelines for cards that have travel capabilities established. top
13. What do I do if a transaction is declined?
    Contact Purchasing 5-0115 or protrav@uiowa.edu. Keep in mind the preset single, monthly and merchant restrictions which may cause the declined authorization. top
14. How do I go about requesting that my monthly or single transaction limit be raised?
    Contact Purchasing 5-0115 or protrav@uiowa.edu. top
15. Can the Procurement Card be used to purchase food or meals?
    Click here to view the pertinent section in the Procurement Card Manual. top
16. Are there issues I should be aware of when using my Pro Card for online airfare purchases?
    Click here to view new Airline Ticketing Requirements for e-tickets booked on-line. top
17. What are the guidelines regarding purchases for the sole benefit of faculty, staff, or their family members? (floral, gift certificates, alcohol, and meal expenses).
    www.uiowa.edu/~our/opmanual/v/11.htm#1125 top

Procurement Card Statement Retrieval and Web Application:

18. How do I get access to the ProTrav Web application?
    Sign into Self Serve, click the Administration tab.  Under Systems click ProTrav (Pcard Vouchers & Travel. Under the PCard tab, click "Apply fo Procurement Card". top
19. How do I use the ProTrav Web application to review and or reconcile my Procurement Card transaction?
    Instructions for using the Procurement Card Web application. top

Required Purchase Documentation:

20. Do I need to have a receipt or an invoice to document all purchases that I make?
    All purchases made on the Procurement Card, as well as all other purchasing tools used at the University, require documentation identifying the purchase. Acceptable documentation can take place in the form of an invoice, receipt, order form, or packing slip. The documentation must identify the vendor, dollar amount, description of purchase, and the date of the purchase. Procurement Card Vouchers will not be accepted and approved for payment unless the above described documentation is provided for all of the Purchases on the billing statement. top
21. What do I do if I have lost my original receipt?
    All attempts should be taken to contact the vendor to request a duplicate. When submitting the documentation, please note that the original was lost, thus a copy has been provided. If no copy is available or the vendor cannot provide a copy, please e-mail ProTrav@uiowa.edu for assistance. top
22. What do I do if I did not receive any documentation for my purchase?
    All attempts should be taken to contact the vendor to request acceptable documentation. The vendor should either be able to provide an invoice, packing slip, or a written description of what merchandise was purchased as well as the dollar amount of the purchase. top
23. Should I be assessed tax on Procurement Card Purchases?
    No, the University of Iowa is a tax-exempt institution. See our online Tax Exemption Certificate. If you are inadvertently charged tax, if the dollar amount of the tax is $9.99 or less, it is left to the discretion of the department whether it is worthy of their time or effort to pursue the tax credit. If the dollar amount of the tax is $10.00 or greater Accounts Payable asks that the cardholder contact the vendor for a tax credit. In either case the department is held responsible for reconciling the expense. Also see Tax Exempt Cert and Sales Tax Exemptions in other states. top
24. What do I do if a transaction appears on my statement that I do not believe is mine?
    

    Use the billing dispute form to initiate the dispute.

    1. A Disputed charge is processed through the Line Editor in the Procurement Card Voucher.  Click on Disputed Charge and a new window will open up for the user to enter the information being disputed.
    2. Once the information has been entered on the form.  Click Save and Download Form.
       1. This will bring up the PDF file that needs to be printed, card number added, and cardholder’s signature.
       2. Fax it to the number listed at the top of the form.
       3. This is no need to send a copy with the receipts as this is saved electronically with the voucher.
    3. US Bank will initiate the dispute procedure by contacting the vendor’s bank to obtain the requested information.
    4. If the dispute is resolved in favor of the cardholder, a credit will be applied to the account.
    5. If the dispute is resolved in favor of the vendor, US Bank will forward supporting documentation to the cardholder, which should be submitted to the Accounts Payable department to be filed with the original charge.
    6. The Dispute should be resolved within two billing cycles.  The cardholder is responsible to pursue the resolution.

    The department is held responsible for paying the expense within the month the charge is posted. If a credit is issued, apply the credit to the same Master File Key used to charge originally. If documentation does identify the expense to be the department, then forward the documentation to Accounts Payable to attach to the original Procurement Card Voucher. top

25. Can the original documentation be maintained within the department for either return or rebate possibilities?
    No. All original documentation must be provided to the Accounts Payable department for audit purposes. Copies can be obtained upon request. top
26. How do I get a copy of either a Procurement Card receipt or invoice that I have already sent to Accounts Payable?
    ProTrav Application allows cardholders to view completed Procurement Card Vouchers and their accompanying documentation on-line. top
27. What information do I need to provide for conference registration fees processed on the Procurement Card?
    All conferences require that the documentation provided with the Procurement Card Voucher identifies who attended the conference, SS# of the participant, where the conference is being held, and the dates of the conference. top

Procurement Voucher Completion:

28. What forms need to be completed to document the purchases made on the Procurement Card?
    The procurement card voucher is reconciled online and sent through the approval process via Workflow. The cover sheet and original receipts must be sent to Accounts Payable by the 18^th of the month if the cardholder has a balance on the card statement. ProTrav Application is used to reconcile Procurement Card transactions and for voucher creation. top
29. Who needs to sign my Procurement Card Voucher?
    The University of Iowa requires two approvals (via Workflow) for Procurement Card Vouchers. The cardholder’s approval is required and cannot be delegated. The second approval may be anyone delegated the authority to approve on behalf of the department. However, no one individual may approve a form in more than one capacity. If the subject of any transaction is the person with designated signature authority, an additional level of approval (above the cardholder or subject of transaction) is required. It is the cardholder/traveler and department's responsibility to ensure that the appropriate/approved departmental approvals are obtained, and/or to obtain multiple departmental approvals. A cardholder cannot authorize another to approve in their place. top
30. When are the Procurement Card Vouchers due in the Accounts Payable office?
    The completed Procurement Card Voucher and acceptable documentation must be submitted to the Accounts Payable department each month by the 18^th. If the 18^th falls on a holiday or weekend the voucher should be submitted the prior business day. top
31. What happens if I do not get my voucher to the Accounts Payable office by the 18^th?
    An email will be sent to the cardholder alerting them that their Procurement Card Voucher was not approved in Workflow.  The first of the next month your transactions will be charged against your Department Default MFK. Once voucher is received and audited the charges will be reversed and the MFK listed on the voucher will then be charged.

    Failure to comply to this rule, may result in card suspension and or revocation. Any Procurement Card expenses that are not reconciled on a Procurement Card Voucher, could be deemed personal and reimbursed through pay deductions from the cardholders. top

32. What is a Procurement Card Coversheet?
    A coversheet identifies the Procurement Card voucher number, billing cycle and cardholders name. This is used by Auditors to match the charges with receipts. The receipts should be stapled one time and in order to the coversheet. The original receipts are attached to the coversheet and sent to AP office at 202 PCO. top
    
33. How do I print my coversheet?
    From the PCV Summary Screen, click on PCV Coversheet and print it out. top

Travel Meals on the PCard:

34. Will receipts be required for individual travel meals purchased on the PCard?
    

    You are not required to attach a receipt for an individual travel meals unless it exceeds $75.00.  PLEASE NOTE:  Business Meals still require an itemized receipt regardless of amount.  top

35. Will the meal charges include tips as well?
    Tip expenses are included in the meal allowances and would not be reimbursed if it causes the traveler to go over the allowance.  top

36. Does the change in policy apply to international travel?
    Yes this change does apply to international travel.  Please keep in mind that for some International locations, the meal allowances may allow for a meal to be purchased that is over $75.00.  If this does happen, the traveler is responsible for retaining the receipt (for meals over $75.00 only).  top

37. What will happen if the PCard holder spends more than the allowable allowance for the city they are in?
    

    This should be rare as traveler’s are responsible for keeping track of the amount they spend on their meals.  Travelers can split the bill at the restaurant between the procurement card and their personal credit card if they see that they have gone over the meal allowance. 

    However, should the Traveler/Pcard holder have a charge that is over the meal allowance, they will have to reimburse for the overage amount through either payroll deduction or a personal check made out to the University.  top

38. If a traveler spends over their meal allowance, can they offset this cost by reducing out of pocket expenses on their Travel Voucher?
    No, the traveler should reimburse the University directly for the cost of the overage through a payroll deduction or personal check.  top
39. What if there is alcohol on the meal ticket?
    Alcohol should not be paid for on the Procurement Card and is never an allowable expense for an individual travel meal.  It would be the traveler’s responsibility to pay for the alcohol out of their own pocket.  They can ask the restaurant to split out the charge when they pay for the bill.  top
40. May a PCard holder purchase meals for multiple travelers attending the same conference/event?
    Yes.  The PCard charge will need to be split between the travelers and reconciled to each individual’s trip as an individual meal expense.  The actual expenses for each traveler should be claimed rather than splitting the total cost between the individuals evenly.  top
41. What if a traveler has purchased a meal from two different vendors (ie. Breakfast food purchased at restaurant, but Coffee purchased at a different coffee house)?

    This would be allowable as long as the total charge for the two combined does not exceed the meal allowance.  The meal should be reconciled as a meal and the second smaller charge should be reconciled under the “other” expense category.  The day and meal it applies to should be referenced in the comments field of the expense.  top

42. What if a traveler is doing field work and buys a week’s worth of groceries that will be spaced out as meals throughout the week?
    

    This is allowable.  The PCard charge will be over the meal allowance if reconciled as one meal, so the total charge should be expensed out on the TEV between the meals it applies towards.  top

Contacts:

43. Who can I call if I have a question regarding the Procurement Card?

• Jennifer Portwood 335-2762
• Sherry Reynolds-Miller 335-0656 top

44. Who do I contact for Workflow issues?
    First, contact your Workflow administrator. If they can't resolve the issue, contact either Sherry Reynolds 5-0656 orJennifer Portwood 335-2762. top
    
    
45. How do I find out who my Workflow administrator is?
    Under the "My Information" tab in the Human Resources Self Service page under the Personal Heading. It reads "My Workflow Administrator". top
    
    
46. Where do I find out about news or changes related to the Procurement Card?
    www.uiowa.edu/~purchase/PCard/PCard News/pcardnews.htm top