Frequently Asked PCard Questions

How do I acquire a University Purchasing Card? What must I do if a receipt is unobtainable or lost?
How do I raise my current card limits? Is my personal credit affected or checked by being a cardholder?
How do I change my default ChartField? What should I do if my card is declined by a supplier?
What kind of purchases are/are not allowed on the card? Can anyone else use my PCard?
Are travel-related purchases allowed on my PCard? When is PCard Reallocation cut-off?
Are Business meals and Food Items allowed on my PCard? How do I cancel a PCard?
Why must statements be signed within 30 days? Can I keep my PCard if I transfer to a new department?
What documentation is required for card transactions? How long do I have to keep original PCard documentation?

1. How do I acquire a University Purchasing Card?

  • Complete the Online Application
  • Print the application
  • Sign the application and obtain approval signatures of the reallocator, Account Executive (AE) of default ChartField, and Department Head.
  • Email to Or Fax to 801-581-8609

 


2. How do I raise my current card limits?

  • Fill out the Cardholder Limit Form
  • Obtain the approval signature of the AE on the default ChartField.
  • Email to Or Fax to 801-581-8609
  • Limit changes are subject to the approval of the Purchasing Department.
  • Changes take approximately 48 hours to become effective.

 


3. How do I change my default ChartFields on my card or add alternate ChartFields?

 


4. What kind of purchases are/are not allowed on the card?

  • Please review the Restricted List and contact the PCard Department if you have any other questions.

 


5. Are travel-related purchases allowed on my PCard?

  • No, travel reimbursement requests should be submitted to Travel Accounting with appropriate supporting documentation.
  • Conference registrations are allowed for the attendance portion only.

 


6. Are Business meals and Food Items allowed on my PCard?

  • Academic Deans or Directors may approve the use of PCards for business meals via:
    • Signature on the application
    • Memo signed and emailed by the Dean or Director
  • Food items for University business are allowed on the card if they are reasonable, necessary and occasional. The purchase must meet the criteria set forth in the Expenditure Guidelines.

 


7. Why must statements be signed within 30 days?

  • Purchases on the monthly PCard Statement must be disputed with the bank within 30 days of receiving the statement. By signing the statement, the cardholder indicates that all transactions have been reviewed, accurate and for University business.

 


8. What documentation is required for card transactions?

  • The Original itemized invoice or receipt which includes:
    1. Date
    2. Vendor information
    3. Shipping information – orders are to be shipped to University addresses ONLY
    4. Description of items purchased
    5. Business purpose
    6. Total – this should match your PCard statement
    7. Tax exemption

 


9. What must I do if a receipt is unobtainable or lost?

  • Contact the merchant for a duplicate receipt.
  • If a duplicate receipt cannot be obtained from the merchant, complete a Missing Receipt Form with an authorized signature and keep the form with the corresponding month’s purchasing card records.

 


10. Is my personal credit affected or checked by being a cardholder?

  • No, ownership and use of this card is in no way affiliated with your personal credit.

 


11. What should I do if my card is declined by a supplier?

  • Verify single and cycle limits.
  • Possible reasons for decline are:
    • Invalid expiration date has been entered
    • Purchase exceeds your transaction limit
    • Purchase amount exceeds your cycle limit
    • Transaction is with a merchant that is blocked by our card controls
    • JP Morgan Chase has some vendors that are listed as high risk and they may decline the purchase
  • Please note that your cycle limit is the 12th – 11th of the following month.
  • For further assistance, please contact PCard or JP Morgan Chase at 1-800-316-6056. You will provide the last four digits of your UNID when prompted for the last four of your social security number.

 


12. Can anyone else use my PCard?

  • Bank rules state that the PCard is not to be used by any person except the cardholder whose name appears on the front of the PCard. Employees who need to make University purchases can apply for a card.

 


13. When is PCard Reallocation cut-off?

  • Cut-off for PCard Reallocation is the 5th business day of every month at 5 PM. A list of cut-off dates is available on the Accounting Calendar

 


14. How do I cancel a PCard?

  • Complete the cancel card update form and destroy the card.
  • Email to Or Fax to 801-581-8609
  • All records should be retained in the Cardholder’s department.

 


15. Can I keep my PCard if I transfer to a new department?

  • No, your existing PCard must be cancelled and a new application submitted

 


16. How long do I have to keep original PCard documentation?

  • Original documentation must be kept for 7 years.
    • Three years must be kept in your department, the remaining four can be sent to University archives.