PCard Statements: Processing Requirements

University PCard statements are emailed each month. Per policy, cardholders and account executives are required to review transactions and statements and sign statements within 30 days. This is a reminder of the Update Statement Processing Procedures notice that was emailed 4/8/2020. Since many personnel are still working remotely and may be unable to physically sign statements, we are still requiring an email confirmation affirming all transactions listed on your statement are for university business and are approved.

Please review the required procedure below if you are working remotely. This process will remain in effect until the university resumes regular operations, at which time wet signatures by both cardholders and account executives will again be required to complete the transaction and statement review. Another notice will be sent when regular PCard statement processes resume. 

  1. Obtain your PCard statement for review
  2. Compile all necessary receipts and documentation for each transaction
  3. Review the statement and verify all transactions
  4. EMAIL ALL DOCUMENTS TO ACCOUNT EXECUTIVE
    • This email should include the following instruction to the account executive:  “Please see <MONTH, YEAR> PCard statement with <NUMBER> transactions attached for your approval.  Review and reply by <DATE>.”
  1. After review and approval, the account executive emails an approval to the cardholder
  2. Cardholder will retain the statement, transaction receipts and documentation, and email approvals in a designated folder for future reference
    • PCard auditors will review the email correspondence for approvals as part of your next scheduled audit
    • Points will be assessed for each month that the procedures above are not followed. 

Please let our team know if you have any questions. Include your email address and phone number with any inquiries.

Purchasing Card Department 

P: 801.587.7859 | pcard@purchasing.utah.edu | https://fbs.admin.utah.edu/pcard/

Subscribe to the FBS News E-mail ListSubscribe to the FBS News E-mail List
Comments Off on PCard Statements: Processing Requirements

Save the Date: Purchasing Department Vendor Fair

University of Utah Purchasing Department Vendor Fair

Thursday, May 17, 2018 – 9:00 am to 11:30 am

Union Building Ballroom

200 S Central Campus Dr.

Entrance is free.

This will be a great opportunity to meet with local Small Businesses, along with UShop Punch-out vendors and University of Utah campus vendors.

There will also be a drawing to win a $200 gift card to the Campus Store! Details about the drawing will be available at the event.

Please contact the Purchasing Department with any questions.

Subscribe to the FBS News E-mail ListSubscribe to the FBS News E-mail List
Comments Off on Save the Date: Purchasing Department Vendor Fair

Coming Soon: VISA Brand Purchasing Card

JP Morgan will soon provide each University cardholder with a new VISA PCard to replace their existing MasterCard PCard.

The new PCards are expected to be sent directly to the cardholder the week of March 26, 2018.  Cardholders must be prepared to activate their cards immediately. The MasterCard PCard will no longer be valid effective April 1, 2018

Cardholders will receive a direct email which outlines the address to which the new card will be sent.

  • Cardholders should continue using the current MasterCard until the new card arrives.
  • The new VISA PCard will be accompanied by a welcome letter, card terms & conditions, and card activation instructions.

Please direct questions to the Purchasing Card office.

Subscribe to the FBS News E-mail ListSubscribe to the FBS News E-mail List
Comments Off on Coming Soon: VISA Brand Purchasing Card

Effective Immediately: Use UShop for Catalog Suppliers

UShop now has 17 punch-out catalog suppliers!

UShop orders from these catalogs result in greater efficiencies for the University.  PCard users are now required to place orders from catalog suppliers through the UShop Marketplace instead of using their PCards.

Read more about this requirement in the full UShop post…

 

Subscribe to the FBS News E-mail ListSubscribe to the FBS News E-mail List
Comments Off on Effective Immediately: Use UShop for Catalog Suppliers

Utah Sales Tax Exemption Certificate

It has become necessary to create a more secure access to some University documents such as the Utah Sales Tax Exemption Certificate. The Tax Certificate will still be available from existing University websites such as Financial & Business Services, Tax Services, Purchasing and PCard.

Beginning February 12, 2016, a new access process will populate from these sites which requires the selection of a link to directly access the form from a University computer. For those not using University computers such as a supplier, a request can be completed and Purchasing will email a copy of the Tax Certificate.

If you have questions please contact Purchasing at 801-581-7241.

If you have any questions, Ask Us! Ask Us

Subscribe to the FBS News E-mail ListSubscribe to the FBS News E-mail List
Comments Off on Utah Sales Tax Exemption Certificate