Card Issuance/Responsibility:
- 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 $3,000 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
- How
do I go about receiving a Procurement
Card?
The Procurement Card electronic form was made available to users
on 09/25/06 exclusively through ProTrav. This form will
be electronic and routed through workflow for departmental
approvals.
See PCard
Manual for more info. top
- 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
- 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
- Am
I personally held responsible for the use or potential misuse
of the Procurement Card if I am the cardholder?
See PCard Risk top
-
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
- 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
- How
do I change my default account?
Contact Purchasing
5-0115 or protrav@uiowa.edu to
request this change. top
- 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:
- Are
there preset single and monthly transaction limits
on the card?
Click here to view the pertinent section in the Procurement Card
Manual.
top
- What
items or services can be processed on
the Procurement Card?
Click
here to view the pertinent section in the Procurement Card Manual.
top
-
Can Travel related expenses be processed
on the Procurement Card?
See
Travel guidelines for cards that have travel capabilities established.
top
- 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
- How
do I go about requesting that my monthly
or single transaction limit be raised?
Contact Purchasing
5-0115 or protrav@uiowa.edu.
top
- Can
the Procurement Card be used to purchase food
or meals?
Click here to view the pertinent section in the Procurement Card
Manual. top
- 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
-
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:
- 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
- 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:
-
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
- 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
-
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
- 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
-
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.
- 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.
- Once the information has been entered
on the form. Click
Save and Download Form.
- This will bring up the PDF file
that needs to be printed, card number added, and
cardholder’s
signature.
- Fax it to the number listed
at the top of the form.
- This is no need to send a copy with
the receipts as this is saved electronically with the
voucher.
- US Bank will initiate the dispute
procedure by contacting the vendor’s bank to obtain
the requested information.
- If the dispute is resolved in favor
of the cardholder, a credit will be applied to the account.
- 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.
- 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
- 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
-
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
- 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:
- 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 18th
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
-
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
-
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 18th. If the 18th falls on a holiday
or weekend the voucher should be submitted the prior business
day. top
- What
happens if I do not get my voucher to the Accounts Payable office
by the 18th?
An email
will be sent to the cardholder alerting them that their Procurement
Card Voucher was not approved in Workflow.
At
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
- 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
- How
do I print my coversheet?
From the PCV Summary Screen, click
on PCV Coversheet and print it out. top
Contacts:
- Who
can I call if I have a question regarding the
Procurement Card?
- 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 or Sherri
Dusenbery 5-1207. top
- 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
- Where
do I find out about news or changes related
to the Procurement Card?
www.uiowa.edu/~purchase/PCard/PCard
News/pcardnews.htm top
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