FY19 Year End Purchasing Card Deadline
To properly account for all transactions in the correct fiscal year (FY), Purchasing Card transactions with transaction dates prior to 07/01/19, which are not travel related for the cardholder, must be reconciled on an expense report and must be submitted and approved in Chrome River no later than Wednesday, July 10th.
If the cardholder has travel transactions that cross fiscal years (for example, registration and airfare were purchased before July 1, 2019, but the trip is scheduled in August), the expenses must be reconciled on an expense report by the deadline. The expense report can then be submitted and approved (at the discretion of the financial manager) in one of the following options:
The Purchasing Card Program is to provide faculty and staff with a convenient, cost‐effective method of purchasing and paying for low dollar‐value goods and services and travel expenses. The Program is designed to replace small dollar‐value purchases, direct pays, and out-of-pocket prepayments,as well as to reduce the use of petty cash and employee reimbursements for small dollar purchases.
Current Due Date: 7/10/2019 for June transactions
Purchasing Card transactions must be reconciled on an expense report in Chrome River:
Transactions may be reconciled by statement cycle or by calendar month.
A $25 late fee will be assessed to the department’s budget for each cardholder whose transactions are not reconciled by the 10th of the month.
Eligible University employees may apply for a purchasing card by completing the Purchasing Card Application. The completed and approved form can be emailed to firstname.lastname@example.org.
Once the application is processed, the applicant must complete the required training courses before receiving their card.
Purchasing Cards can be used for authorized business purchases of commodity items and /or travel expenses.
Call US Bank, do not call Accounts Payable.
The card could have been declined for the following reasons.
If necessary, complete a Card Maintenance form and send it to the Purchasing Card Team.
No, the University is tax exempt from sales tax. It is the responsibility of the cardholder to inform the merchant that the University is tax exempt at the time of purchase. A copy of the University's Tax Exemption Certificate is available on the Southeast Portal, Employee SS tab, Purchasing Card Program block.
An itemized/detailed receipt is required for every transaction. A valid inoivce/receipt will include the following:
It is the cardholder's responsibility to make every effort to obtain a copy of any lost or missing documentation.
If a replacment cannot be obtained, the cardholder must complete a Missing Receipt form and attach the form in place of the receipt when reconciling the transaction.
The cardholder must attempt to resolve any disputes or billing errors directly with the vendor. In most cases, the vendor will issue a credit to the purchasing card account. If an agreement cannot be reached with the vendor, the cardholder must dispute the transaction with US Bank.
It is the cardholder's responsibility to report a lost or stolen card by contacting US Bank immediately. The cardholder must be prepared to provide the following information to the Bank Representative: card number, main University address, cardholder's office telephone number, and a brief summary of what happened. Lost or stolen cards reported by telephone are cancelled immediately. A replacement card will be issued and mailed to Accounts Payable within seven to ten business days after being reported.
The cardholder is responsible for completing and submitting the appropriate form to the Purchasing Card Team.