Frequently Asked Questions
Who can obtain a Purchasing Card?
Can a department have more than one Cardholder?
Is this a debit card?
What is a small dollar purchase for the Purchasing Card?
What if the index code listed on the original Cardholder Request Form changes?
Can the individual doing the account review and reallocation be someone other than the Cardholder?
Who handles changes or deletions?
What if I am transferred to another location?
What is a Purchasing Card Administrator?
What is the role of the Purchasing Department?
How do I use the PCard?
Can I use the PCard over the telephone?
What limitations are placed on the PCard?
Do we have to pay for damaged or wrong items, over shipments, etc.?
What if my order is not received before I receive my statement?
Why route requests through my accounting office rather than just verifying the index code and org. code in Banner?
What if a Cardholder is sick or on vacation and can't review their transactions?
What will prevent someone from reallocating to an index code that is not theirs or mistyping an index code?
If an auditor requests the backup documentation for a transaction in a year, how will we be able to locate the documents?
Why not have Banner automatically terminate cards for terminating employees?
What is the procedure when a PCard is lost or stolen?
Can I use the PCard to purchase a computer?
Who can obtain a Purchasing Card?
Any UNM employee whose position requires them to routinely complete purchase requisitions for small dollar purchases is a candidate to obtain a Purchasing Card.
Top
Can a department have more than one Cardholder?
Yes.
Top
Is this a debit card?
No, UNM will receive a monthly statement for the previous month's transactions and will have 30 days to pay the statement.
Top
What is a small dollar purchase for the Purchasing Card?
Small dollar purchases are $5000 or less.
Top
What if the index code listed on the original Cardholder Request Form changes?
The department must process a Modification of Cardholder Information. The modification request will be processed in the same manner as the original request.
Top
Can the individual doing the account review and reallocation be someone other than the Cardholder?
Yes, the Director or budget authority will specify the individual that will do the account review.
Top
Who handles changes or deletions?
The Purchasing Card Administrator in the Purchasing Department.
Top
What if I am transferred to another location?
It is necessary to cancel your PCard based on the originating parameters. Should you need a PCard in the new location, contact the Purchasing Card Administrator in the Purchasing Department.
Top
What is a Purchasing Card Administrator?
The Purchasing Card Administrator is an individual located in the Purchasing Department who coordinates various activities related to the Purchasing Card.
Top
What is the role of the Purchasing Department?
The Purchasing Department's involvement will be limited to establishing Policy and Procedures and periodic verification that the Purchasing Card Program is a controlled process and that it is not being used to circumvent established purchasing policies or is contrary to sound business practices. Purchasing works closely with Accounts Payable, General Accounting, and Audit in determining the best practices.
Top
How do I use the PCard?
With the exception of certain limitations, as listed below, the UNM Purchasing Card functions just like your personal credit card. When you present the PCard to a vendor, they will usually request authorization through the credit card network. If the purchase falls within the PCard's pre-established limits, you will receive the goods and be asked to sign for the purchase. At this time, you should receive a detailed receipt identifying the items purchased.
Top
Can I use the PCard over the telephone?
Yes, just like you might use your personal credit card. The vendor will ask for your PCard number and for the expiration date. Make sure to record your transaction in your Purchasing Card Transaction and Reconciliation Log. You should instruct the vendor to provide you with a detailed receipt that shows what was purchased and the total amount. These records could prove valuable for future potential issues with vendors, and must be kept with the Purchasing Card Transaction and Reconciliation Log.
Top
What limitations are placed on the PCard?
Standard Card limits are as follows:
- Not to be used for transactions exceeding $5000
- Not to be used for personal items
- Not to be used for unallowable services
- Not for cash advances
- Not for capitalized items
- Each department may place additional limits as dictated by the department's needs.
Top
Do we have to pay for damaged or wrong items, over shipments, etc.?
No, a disputed charge procedure will allow the Cardholder to notify Accounts Payable through the Purchasing Card Administrator of charges on their monthly statement that are incorrect. We do not have to pay these charges until such disputes are resolved.
Top
What if my order is not received before I receive my statement?
The vendor does not process charges until shipment is made. With 30 days from the date of the statement to the payment due date, all shipments should be received. If not received within one week of the statement, the amount can be shown as a disputed amount. In some cases, the time between the shipment and the payment date may be as long as 60 days.
Top
Why route requests through my accounting office rather than just verifying the index code and org. code in Banner?
This allows the Director or budget authority to specify an index code from individual Cardholders.
Top
What if a Cardholder is sick or on vacation and can't review their transactions?
Each department will have a Card Manager that will have access to all departmental Cardholder account screens. In an emergency, the Purchasing Card Administrator will have access to all accounts.
Top
What will prevent someone from reallocating to an index code that is not theirs or mistyping an index code?
Post audits of all transactions will assure that any inappropriate reallocation activity is discovered and halted.
Top
If an auditor requests the backup documentation for a transaction in a year, how will we be able to locate the documents?
Banner will show the index code, month of the statement, and Cardholder ID number. The record retention file will show the location of the box containing the statement in question.
Top
Why not have Banner automatically terminate cards for terminating employees?
The agreement with the bank sets up one individual that will be the University's responsible person for official notification such as terminations and new PCards. This will be the Purchasing Card Administrator. The PCards must also be physically collected. This will be accomplished through the current personnel exit procedure that requires individuals to check out through the Purchasing Department for PCards and American Express Cards.
Top
What is the procedure when a PCard is lost or stolen?
In the event that your PCard is lost or stolen, a report must be submitted directly to Bank of America within 24 hours. You must contact the Purchasing Card Administrator within 24 hours to report the loss/theft, as well as reporting the loss/theft directly to Bank of America within 24 hours.
Top
Can I use the PCard to purchase a computer or a server?
Yes, but only through LoboMart. Purchasing a computer or server outside of the LoboMart eProcurement system is strictly prohibited.
Top