Policies and Forms - Controller Office
P Card Forms
- P Card Application - APPROVER
- P Card Application - VU
- P Card Cardholder Agreement
- Sales Tax Exemption Form
- User Instructions for P Card Reconciler
- User Instructions for P Card Approver
Director of Procurement
P Card Program - Policies and Forms
Purchasing Card Procedures
Welcome to the Vincennes University Purchasing Card Program. These procedures provide critical information about how to use your new purchasing card. Please read this thoroughly as you are responsible to know and understand all of this material.
Purpose of the Purchasing Card (p-card) Program
The p-card program is designed to provide an efficient, cost-effective method of purchasing small dollars transactions of University business-related goods and services. The p-card program is not intended to avoid or bypass appropriate procurement or payment procedures, but rather is intended to provide an alternative to a variety of procurement processes including petty cash, check request, and low dollar purchase order purchases.
Card-holders may have widely differing limitations depending upon the number, type and dollar amount of purchases the card-holder is authorized to make on behalf of the University. Please remember that you are representing the University each time you use the p-card. You will also be subject to the University’s procurement code of ethics, see the Purchasing Code of Ethics available on the purchasing website. The p-card has proven to be an efficient and effective procurement tool for the University so please carefully follow the procedural requirements to avoid losing the privilege.
Cardholder - The individual to whom the purchased card is issued.
Reconciler - The individual responsible for coding and imaging the receipts. This individual may be responsible for tracking the transactions for the department card.
Approver - The individual responsible is responsible for the financial oversight and compliance with the University purchasing guidelines.
Dues for professional or academic associations
Books, magazines and other subscriptions
Professional and academic conferences
If approved for your card, travel expenses including airlines, hotels, rental cars, taxis and restaurants
One-time purchases (if over spending limit – contact Purchasing)
Office and laboratory supplies
Maintenance hardware and small tools
Fuel for University-owned or rental vehicles
The card is to be used for business purposes only. Personal purchases are prohibited. The University will request reimbursement for any personal purchases and may, depending upon circumstances, take actions up to and including termination of employment.
The issuance of a purchasing card does not, in itself, authorize the card-holder to make any purchases. Card-holders are subject to the same purchasing limitations that are enforce with any other means of payment (checks, etc.). Nonauthorized or prohibited purchases may be considered a “personal” purchase of the card-holder and the University may request reimbursement and/or take other actions as appropriate.
The following items are generally prohibited uses of the p-card:
Capital purchases including computers and other technology
No ATM cash withdrawals will be allowed on the p-card
Purchases which require a contract or rental agreement
Any type of contracted or consulting service
Supplies or services when the vendor is a VU employee
Leases, insurance, legal services
Personal cell phone charges (see Cell Phone Policy)
Fuel or other personal vehicle expenses (the University pays a mileage rate that includes fuel).
Any item for personal use or which does not have a bona fide business purpose
Funds are not encumbered when ordered on a p-card so if there are funding deadlines, this will not secure funds as an encumbrance does (for grants)
Responsibilities of Cardholders
Cardholders are expected to provide an accounting of their purchases through the Chase Product PaymentNet including:
Scanned image of the receipt with the business purpose written on the receipt
Proper coding of department (org) and account.
All purchases made within the limits set and prices paid are fair and reasonable
Proper approval of the transaction
Retention of an itemized receipt (provided to approver using a p-card program envelope)
Notify the purchasing card administrator immediately if the reconciler or approver changes
Cards must be returned when a cardholder leaves employment
Cardholders are expected to report any lost or stolen credit cards immediately. Report lost or stolen credit cards to Chase Bank at 1-800-316-6056 (to minimize the liability for stolen cards) first and then notify the Purchasing Office.
Cardholders are also expected to notify the Purchasing Office of any unauthorized use of their cards and/or any disputed charges.
Cardholders should not share their cards with other employees or individuals outside the University.
Cardholders must use the University's name (Vincennes University) and address when placing an order.
Sales Tax Exemption
Most expenditures from University funds are exempt from Indiana Sales Tax and Federal Excise Tax. Purchases from other states, shipped into Indiana are exempt from tax.
Tell the vendor that the University is tax exempt from state sales taxes. If sales tax is charged in error, please contact the vendor to credit the sales tax back to the Purchasing Card. A copy of the State of Indiana Sales Tax Exemption Certification is located at the top left of the screen. It may be necessary to fax or email this certificate to the vendor.
Requesting a Card
To request a purchasing card, please complete the Purchasing Card Request Form and return the form, with proper signatures, to the Purchasing Office. If you are not sure what credit or other limits should be applied, contact the Purchasing Office.
Note that the card is issued in your name, but on the credit of Vincennes University. Your personal credit history is not a factor in card issuance and activity on your University p-card will not affect your personal credit. Vincennes University is responsible for making all payments.
Card Activation & Training
Once your card has been requested by the Purchasing Office, it may take up to 10 days to be delivered to campus. When it arrives, a representative from the Purchasing Office will meet with you individually to obtain your signature on a Cardholder Agreement; provide you with information, receipt envelopes and training; and activate your card. Training with the Purchase Card Administrator must occur before the card is utilized since setup will need to be made on the PaymentNet system.
Individual Cardholder or Assigned Individual for a Department Card makes a purchase.
Cardholder gives itemized receipt to Assigned Reconciler within the Cardholder’s department.
Reconciler within the Reconciler Workgroup scrutinizes itemized receipt, scans the receipt, and assigns the accounting string to the charge in the Chase system (Note: The reconcilers have five calendar days to both reconcile/scan the transaction).
Each card has a designated approver who must approve the transactions within seven calendar days of the purchase.
The Purchasing Dept follows up on outstanding transactions, scrutinizes the receipts and transaction, and provides support.
Accounting performs "post transactional reviews" for compliance with p-card and University Policy.
Keep your receipts or packing slips in the monthly receipt envelope to forward to the Accounting department. Your receipts are imaged on the PaymentNet portal; however, in case of an improper scan, the receipt will be kept on file in the Accounting office.
Your p-card will have built-in limitations related to the amount of an individual purchase, the amount of aggregate monthly purchases and the categories of vendors with which the card may be used. Occasionally, you may need to make a purchase from a vendor category for which you are not authorized or you may need a temporary adjustment to your credit or purchase value limits. In this event, please contact the Purchasing Office.
If you have any inappropriate or incorrect charges on your account, please contact the Purchasing Office immediately.
Charges are typically posted to your account in PaymentNet within a day or two after the transaction processed by the vendor. You may add appropriate documentation at any time during the month after the transaction is posted.
If you are missing a receipt, you must complete a Missing Receipt Form and have this form signed by your approver.
If there are any problems these should be reviewed with the cardholder and remedied before approval. Serious or recurring violations of policy will be addressed by the VP for Finance and the cardholder’s supervisor. The cardholder’s supervisor is usually the primary approver on the account.
The Controller’s Office will conduct random audits to ensure that expenses were incurred for bona fide business purposes and consistent with University policies, all necessary documentation and receipts were provided and all purchases were properly approved. Minor deficiencies in any of these areas will be reported to you. Serious or continuing deficiencies will be reported to the appropriate manager.
Contact the Controller’s Office if you need to change any information or limits associated with your account or if an account needs to be closed. Accounts should be reviewed annually, at a minimum.
Lost or Stolen Cards – Contact Chase Directly at 1-800-316-6056
Disputed or Fraudulent Charges- Contact vendor first to request credit to your account. Disputed or Fraudulent Charges are to be reported on the PaymentNet portal. Contact the purchasing department immediately.