P-Card Manual - VI. Cardholder Procedures and Guidelines for Use

VI. Cardholder Procedures and Guidelines for Use

1. Personal Liability: Each cardholder is responsible and accountable for their P-Card and all transactions made with it. P-Card information should not be given to anyone, including a delegate. A delegate must log in with their own username and password, never that of the cardholder or approver.

2. Transaction Limit: A credit limit and single transaction limit have been established for each cardholder. Purchases must be within these established limits or the purchase will be rejected by the P-Card Provider.

2.1. Cardholders are responsible for knowing their limits prior to traveling. If higher limits are needed during travel, the cardholder’s approver should email a request to pcard@messiah.edu. The request must state the amount of the temporary limit increase along with the beginning and ending date for the increase. This request should be completed two (2) weeks prior to traveling.

3. Split Purchases: Large P-Card transactions cannot be split into smaller transactions to “get around” the single transaction limit.

4. International Travel: The P-Card Provider monitors Messiah’s accounts and will block international purchases to prevent fraudulent use. Therefore, two (2) weeks prior to international travel, please email pcard@messiah.edu with information about dates and locations of travel. The P-Card Administrator will forward the itinerary to the P-Card Provider to prevent transactions from being rejected while traveling.

5. Proper Purchases: The P-Card must be used in accordance with the College’s Expenditure Policy and Purchasing Policy.

The following transactions are expressly PROHIBITED:

5.1. PERSONAL Purchases: Messiah College P-Cards should never be used for personal transactions. If an accidental purchase occurs, please follow the steps below:

5.1.1. Notify the supervisor of the error.
5.1.2. Reimburse the college by taking a check or cash to the Falcon Exchange counter. Note that it is reimbursement for a personal P-Card charge. The check/cash must be deposited into org 1000, account 1093. Request a printed receipt.
5.1.3. In the P-Card system, allocate the personal charges to org 1000, account 1093 and in the narrative details section, note that these are personal expenses that will be repaid to the college.
5.1.4. Scan the reimbursement receipt and upload it to the transaction that represents the personal charge in the P-Card system.
>5.1.5. Perpetual personal use and/or non-reimbursement of the college is considered willful misconduct.
5.1.6. Personal expenses not reimbursed will be billed to the cardholder. After 30 days of non-payment they will be deducted from the cardholder’s pay check.

5.2. Cash Advances or ATM Access: Temporary exceptions may be made for international travel. Please notify the P-Card Administrator two (2) weeks prior to travel to request this ability.

5.3. Capital Acquisitions: If a vendor requires a capital purchase to be made on a P-Card, submit a requisition (using the College’s Purchase Order System) to the P-Card Administrator, who will complete the P-Card purchase.

5.4. Transactions with any Messiah College Department: College departments can charge expenses through an interdepartmental charge back method or with a Dept. 1 card. Therefore, it is inappropriate to use the P-Card with any Messiah College department. If Messiah College is being paid, do not use a P-Card.

5.5. Furniture: All furniture must be processed through the Department of Procurement. If a vendor requires a P-Card to purchase the furniture, the P-Card Administrator will make the purchase using the administrative P-Card.

5.6. Office Supplies: Office supplies are to be processed through the College’s preferred vendor.

5.7. Gas:

5.7.1. Fleet Services: All gas for College Fleet vehicles must be purchased with the fleet card that is provided by the College receptionist when picking up the reserved vehicle. The College receives some tax relief from gasoline purchases not available with the P-Card.
5.7.2. Rental Cars: Gas purchases to refill a rental vehicle are an appropriate expense. This is the only time a P-Card should be used to purchase gas.
5.7.3. Personal Vehicles: Use of a personal vehicle for College business is acceptable. Employees are reimbursed at the mileage reimbursement rate for each mile driven. The P-Card should never be used to purchase gas for a personal vehicle. No exceptions.

5.8. Cardholders should reference the Purchasing Product Matrix for a list of products that require pre approval from specified Messiah College departments.

6. Placing an order with the P-Card:

6.1. The cardholder will provide the following information:

6.1.1. Name, P-Card account number, card expiration date and 3-digit security code
6.1.2. A complete description of the item including stock/catalog numbers where applicable
6.1.3. Inform the vendor that the college is TAX EXEMPT. The PA Sales Tax-Exempt number for Messiah College is 75-07482-3. This number has been printed in the upper left hand corner of the P-Card. If the vendor requests a PA Sales Tax Exempt Form, please print a copy of the current form from.
6.1.4. Billing Address: Messiah College, One College Avenue, Mechanicsburg, PA 17055. (Do not use a suite number.) Telephone Number 717-766-2511. (Do not use an extension.)
6.1.5. Shipping Address: The address where the order should be delivered, include the suite number. Telephone number: 717-766-2511, include the extension.
6.1.6. Request that the supplier include the word “PCARD” on all mailing and purchasing documentation
6.1.7. After the order is placed, the cardholder must ask for the order/reference number

6.2. If ordering by FAX, including the card number with the fax is not recommended for security reasons, however, some vendors will require this information.

6.3. Back orders are prohibited when purchasing with a P-Card.

7. Verification of Service or Product: The cardholder will directly receive the item(s) and a sales receipt or packing slip.

7.1. All documentation including the itemized sales receipt and or packing slip must be scanned and uploaded to the online P-Card system during the allocation process.

8. Allocations: All transactions are to be allocated weekly.

The billing cycle is for a period from the 1st of the month through the 31st of the month. Some purchases made near the 31st may appear on the following month’s statement. All transactions must be allocated by the cardholder by the 3rd business day of the following month and approved by the approver no later than the 6th business day of the following month. Cardholders will receive an email notification when their statement is available as a reminder to allocate their transactions. Cardholders are responsible for the validity of all purchases. Each cardholder is required to access the P-Card system website every month to verify transactions and/or the lack of transactions. VISA requires that passwords be reset every 90 days.

9. Recordkeeping: All receipts and packing slips are required to be scanned and uploaded to the online P-Card system for each transaction. The uploaded receipts will be saved in the online system for two (2) years for cardholders and supervisors to review. The Business Office will download all receipts monthly to store them for the IRS required seven (7) year retention period. The Business Office will destroy the documents at the end of the seven (7) year period. All paper receipts can be shredded 90 days after uploading them to the P-Card system.

10. Audit: The P-Card Program Auditor will perform random monthly audits of posted P-Card charges as noted in Section II 1.2.

11. Returns, Credits and Disputed Items:

11.1 Returns: Cardholders are responsible for handling all returns. If a purchased item must be returned for any reason, it should be processed on a standard shipping order indicating the reason for the return.

11.2 Credits: The vendor should issue a credit for any item that has been returned. The credit will appear on a subsequent P-Card monthly statement. Credits must be allocated to the same org and account to which the original transaction was allocated, and an appropriate receipt must be attached.

11.3 Disputed Items: If there are any discrepancies, the cardholder must first contact the vendor to resolve the problem. If problems cannot be resolved, the cardholder will contact the P-Card Administrator, who will file a dispute with the P-Card provider.

11.3.2 Disputed items must be allocated and approved by the monthly deadline. An explanation of the dispute should be noted in the narrative details section. When the credit is received, it should be credited to the same org & account to which the disputed charge was originally allocated.

12. Employment Status Change:

12.1. Cardholders must surrender their card to the P-Card Administrator on or before their last day of employment. Any purchases made using the card must be allocated on or prior to the final day of employment.

12.2. If an employee transfers to a new department please email pcard@messiah.edu with the transfer information.

12.3. Prior to a department transfer, make certain to complete any outstanding monthly allocations.

12.4. Prior to leaving the College, employees should cancel any outstanding renewals (i.e. subscriptions).

13. Purchasing Card Security (PCI Compliance):

13.1. The P-Card should be treated with the same level of care and security as a personal charge card.

13.2. Keep the card in view when using it to make a purchase. Get it back promptly after it has been imprinted / swiped.

13.3. Destroy all carbons and voided receipts (when a mistake is made). If the clerk has to keep a voided receipt for the store’s accounting system, be sure to get a copy.

13.4. Do not give the card number over the phone unless dealing with a legitimate company.

13.5. Do not put the card number on a website unless it is a secured site accessed through a secured internet connection (secured sites will always begin with “https”).

13.6. When faxing an order, the card number should never be written on the fax transmittal.

13.7. The card should be stored in a secure location, accessible to only the cardholder.

13.8. The cardholder should request that the supplier NOT keep the card number in their records.

13.9. The card number should be secured and not posted at a desk or any other location.

13.10. Use of the card by anyone other than the person whose name appears on the card is prohibited.

13.11. The card should not be given to anyone. If the cardholder is going to be absent for an extended period of time, the approver may request that a new card be issued to another employee for the duration of the absence. The approver must follow the procedure for requesting a new card.

13.12. If the P-Card is lost or stolen, employees should immediately contact M&T Bank at 1-800-443-8671 and then inform their supervisor and the P-Card Administrator at pcard@messiah.edu.