Who can obtain a USU Visa® Purchasing Card?
An employee whose position requires them to make small dollar purchases or is responsible for expending University funds.
What is a small dollar purchase?
Small dollar purchases are typically for several hundred dollars or less. For example, it could be a single item costing $200 or a group of items totaling less than $2,000.
How does someone obtain a card?
Complete the Purchasing Card Application Form and obtain approval from you college or department card manager. Completed forms are then forwarded to the Program Administrator for processing with the issuing bank. All cardholders must attend a cardholder training session and sign and submit a completed Purchasing Card Agreement Form.
Who handles cardholder information changes?
The department card manager must approve any changes and then forward the information to the Program Administrator in Purchasing Services.
Who is the Program Administrator?
The Program Administrator, located in Purchasing Services, coordinates all activities related to the University Purchasing Card Program.
Why not simply use a purchase order?
Purchasing Services and the Controller’s Office are attempting to simplify the purchasing process and also reduce total acquisition costs. Using the Purchasing Card will increase flexibility, simplify the purchasing process and reduce costs.
How do I use the card?
The Purchasing Card functions just like a typical charge card, with certain limitations on some types of transactions. You should always obtain and file a detailed receipt of the items purchased and use it for statement reconciliation purposes.
Can I use the card over the telephone or internet?
Yes, just as you might use your personal credit card. The supplier will ask for the card number and expiration date. No card number should be “kept of file” for future reference by any supplier. Record your transaction on your activity log and instruct the supplier to provide you with an itemized/detailed receipt showing the items purchased. All receipts must be kept for 5 years after the transaction date. Remember to give them detailed shipping instructions and the Utah State Tax Exempt Number printed on your card.
What limits are place on the card?
Standard limits include:
●A maximum dollar amount per transaction
●A maximum monthly expenditure limit
●Blocked or restricted types of transactions such as travel related expenses. Please refer to the Purchasing Card Policies and Guidelines.
What if I need to return an item after I have purchased it?
Contact the supplier and arrange the return/exchange directly with them. Be sure to obtain any necessary return authorization and a credit receipt for your returned items
.
What if my purchase is declined?
Contact the Program Administrators at 435-797-1788 or 435-797-1037.
Do I pay sales tax?
No, all university purchases are exempt from paying Utah State sales tax and the State Tax Exempt Number is imprinted on your Card. Contact the Program Administrators or your Card Manager if you have any questions or problems.
What should I do with receipts?
Save them, they are very important!! You need the receipts to reconcile your monthly bank and Controller’s expenditure statements for your on campus purchases. By State and Federal Law, all records must be retained for 5 years after the statement date.
Do I pay the Bank Visa® Statement?
No, the University will pay the total bank bill. You will need to save your receipts to verify the charges listed on you statement.
How do I reconcile the Monthly Statements?
You will receive a monthly statement listing the suppliers and purchases. Use your Purchasing Transaction Log along with the detailed receipts to verify that the statement charges match your purchase records. Any disputed transactions will be handled with adjustments issued the next month.
What if there is an incorrect charge on the statement?
If you have a questions about with a charge on your statement, identify the problem and try to resolve it directly with the supplier. If the supplier refuses to issue credit or otherwise fails to resolve the problem, call US Bank Customer Service at 1-800-344-5696, then complete a Cardholder Dispute Form, as instructed, and return it to the Bank.
What if there is an unauthorized charge on my statement?
Notify US Bank Customer Service at 1-800-344-5696 immediately. If the charge appears to be fraudulent, the card account will closed and a new card and account number opened.
What if I lose a receipt?
Having a detailed receipt is important because it serves as proof of the purchase. It is also proof of certain tax exempt purchases. If a receipt is misplaced, try to get a copy from your supplier. If this is impossible, complete the Missing Receipt Form and file it with your monthly statement. The Missing Receipt Form may be used twice during a fiscal year.
How do the charges made on my Purchasing Card get into the accounting system?
All purchases made on your card will be charged to the Index specified on your application or may be reallocated in the Banner Finance System.
What if my card is lost or stolen?
Contact US Bank Customer Service at 1-800-344-5696 and the Program Administrators Immediately! Prompt action will reduce University liability for any fraudulent charges.
Will my purchases be checked?
YES! Each month you will submit your reconciled expenditure statement, transaction log, receipts and any other supporting documentation to your Card Manager for approval. Your supervisor also reviews your reconciled statements and receipts, and signs and dates the statement after the review. Also, there will be random audits to verify compliance with University policies and procedures, so it is important to maintain your transaction log and retain all receipts.
What if the single transaction dollar limit or the monthly expenditure limit on the Card is too low for me?
Have your Card Manager send a request for higher limits to the Purchasing Card Program Administrator.
What if I use the Card to make a personal transaction by mistake?
Have the vendor/supplier reverse the transaction immediately and then submit a billing on your personal card.
Will transaction made on the University Visa® Purchasing Card affect my personal credit rating?
No, the card is to be used for University purchases only.
What if I have a question concerning my account?
Contact the University Program Administrators at 797-1788 or 797-1037.
Purchasing Card Training Quiz
- You have a question regarding policies and procedures
- Who do you, call?- You are traveling and need to pay for hotel accommodations
– Can you use the Card?- You want to purchase a copier for $999
– Can you use the Purchasing Card?- Your Director instructs you to use the Card to pay for a service.
– Do you comply with the request?- The amount on your receipt does not match the amount on your monthly bank statement
– What should you do?- You pick up supplies at an office supply store
– Do you need a receipt?- Can you fill your University car with gasoline using the Purchasing Card?
- Your Director asks you to reserve a meeting room at a hotel
– Can you use the Card?- You were double billed on your monthly statement
– Who do you contact?- The goods you ordered were the wrong color
– How do you handle this situation?- A co-worker wants to borrow your Purchasing Card
– Should you permit this?- You need to purchase paint – Can you use the Card?
- You need to purchase component parts for University equipment or machinery
– Can you use the Card?- You need copier supplies, but the supplier doesn’t accept Visa
– Should you purchase the supplies elsewhere?- You do not have a receipt and do not recognize an item listed on your monthly bank state
– Who should you call - What should you do?- Can you use the Purchasing Card to make telephone calls?
- Can more than one person, i.e. the Cardholder, be registered
for a conference or seminar by using the Purchasing Card?- You need to order chemicals for your research project
– Should you use the Card?- Can you use the Purchasing Card to rent a vehicle?
- Can you use the Card for University related Meals and Entertainment expenses?
Who can obtain a USU Visa® Purchasing Card?
An employee whose position requires them to make small dollar purchases or is responsible for expending University funds.
What is a small dollar purchase?
Small dollar purchases are typically for several hundred dollars or less. For example, it could be a single item costing $200 or a group of items totaling less than $2,000.
How does someone obtain a card?
Complete the Purchasing Card Application and obtain written approval from you college or department card manager. Completed forms are then forwarded to the Program Administrator for processing with the issuing bank. All cardholders must attend a cardholder training session and sign and submit a completed Purchasing Card Agreement Form.
Who handles cardholder information changes?
The department card manager must approve any changes and then forward the information to the Program Administrator in Purchasing Services.
Who is the Program Administrator?
The Program Administrator, located in Purchasing Services, coordinates all activities related to the University Purchasing Card Program.
Why not simply use a purchase order?
Purchasing Services and the Controller’s Office want to simplify the purchasing process and reduce total acquisition costs. Using the Purchasing Card will increase flexibility, simplify the purchasing process and reduce costs.
How do I use the card?
The Purchasing Card functions just like a typical charge card, with certain limitations on some types of transactions. You should always obtain and file a detailed receipt of the items purchased and use it for statement reconciliation purposes.
Can I use the card over the telephone or internet?
Yes, just as you might use your personal credit card. Do make sure that you use only a secure website for your internet transaction. The internet address should have "https://" at the beginning, this is your guarantee of a secure connection. The supplier will ask for the card number and expiration date. No card number should be “kept of file” for future reference by any supplier. Record your transaction on your activity log and instruct the supplier to provide you with an itemized/detailed receipt showing the items purchased. All receipts must be kept for 5 years after the transaction date. Remember to give them detailed shipping instructions and the Utah State Tax Exempt Number printed on your card.
What limits are place on the card?
Standard limits include:
●A maximum dollar amount per transaction
●A maximum monthly expenditure limit
●Blocked or restricted types of transactions such as travel related expenses. Please refer to the Purchasing Card Policies and Guidelines.
What if I need to return an item after I have purchased it?
Contact the supplier and arrange the return/exchange directly with them. Be sure to obtain any necessary return authorization and a credit receipt for your returned items
.
What if my purchase is declined?
Contact the Program Administrators at 435-797-1788 or 435-797-1037.
Do I pay sales tax?
No, all university purchases are exempt from paying Utah State sales tax and the State Tax Exempt Number is imprinted on your Card. Contact the Program Administrators or your Card Manager if you have any questions or problems.
What should I do with receipts?
Save them, they are very important!! You need the itemized receipts to reconcile your monthly bank and Controller’s expenditure statements. By State and Federal Law, all records must be retained for 5 years after the statement date.
Do I pay the Bank Visa® Statement?
No, the University will pay the total bank bill. You will need to save your receipts to verify the charges listed on you statement.
How do I reconcile the Monthly Statements?
You will receive a monthly statement listing the suppliers and purchases. Use your Purchasing Transaction Form, along with the detailed receipts, to verify that the statement charges match your purchase records. Any disputed transactions will be handled with adjustments issued the next month.
What if there is an incorrect charge on the statement?
If you have a question concerning any charge on your statement, identify the problem and try to resolve it directly with the vendor. If the vendor refuses to issue credit or otherwise fails to resolve the problem, call US Bank Customer Service at 1-800-344-5696, complete Cardholder Dispute Form they will send you as instructed, and return it to the Bank.
What if there is an unauthorized charge on my statement?
Notify US Bank Customer Service at 1-800-344-5696 immediately. If the charge appears to be fraudulent, the card account will closed and a new card and account number opened.
What if I lose a receipt?
Having a detailed receipt is important because it serves as proof of the purchase. It is also proof of certain tax exempt purchases. If a receipt is misplaced, try to get a copy from your supplier. If this is impossible, complete the Missing Receipt Form and file it with your monthly statement. The Missing Receipt Form may be used twice during a fiscal year.
How do the charges made on my Purchasing Card get into the accounting system?
All purchases made on your card will be charged to the Index number specified on your application or may be reallocated in the Banner Finance System.
What if my card is lost or stolen?
Contact US Bank Customer Service at 1-800-344-5696 and the Program Administrators Immediately! Prompt action will reduce University liability for any fraudulent charges.
Will my purchases be checked?
YES! Each month you will submit your reconciled expenditure statement, transaction log, receipts and any other supporting documentation to your Card Manager for approval. Your supervisor also reviews your reconciled statements and receipts, and signs and dates the statement after the review. Also, there will be random audits to verify compliance with University policies and procedures, so it is important to maintain your transaction log and retain all receipts.
What if the single transaction dollar limit or the monthly expenditure limit on the Card is too low for me?
Have your Card Manager submit a request for higher limits to the Purchasing Card Program Administrator.
What if I use the Card to make a personal transaction by mistake?
Have the vendor/supplier reverse the transaction immediately and then submit a billing on your personal card.
Will transaction made on the University Visa® Purchasing Card affect my personal credit rating?
No, the card is to be used for University purchases only.
What if I have a question concerning my account?
Contact the University Program Administrators at 797-1788 or 797-1037.
Purchasing Card Training Quiz
- You have a question regarding policies and procedures
- Who do you, call?- You are traveling and need to pay for hotel accommodations
– Can you use the Card?- You want to purchase a copier for $999
– Can you use the Purchasing Card?- Your Director instructs you to use the Card to pay for a service.
– Do you comply with the request?- The amount on your receipt does not match the amount on your monthly bank statement
– What should you do?- You pick up supplies at an office supply store
– Do you need a receipt?- Can you fill your University car with gasoline using the Purchasing Card?
- Your Director asks you to reserve a meeting room at a hotel
– Can you use the Card?- You were double billed on your monthly statement
– Who do you contact?- The goods you ordered were the wrong color
– How do you handle this situation?- A co-worker wants to borrow your Purchasing Card
– Should you permit this?- You need to purchase paint – Can you use the Card?
- You need to purchase component parts for University equipment or machinery
– Can you use the Card?- You need copier supplies, but the supplier doesn’t accept Visa
– Should you purchase the supplies elsewhere?- You do not have a receipt and do not recognize an item listed on your monthly bank state
– Who should you call - What should you do?- Can you use the Purchasing Card to make telephone calls?
- Can more than one person, i.e. the Cardholder, be registered
for a conference or seminar by using the Purchasing Card?- You need to order chemicals for your research project
– Should you use the Card?- Can you use the Purchasing Card to rent a vehicle?
- Can you use the Card for University related Meals and Entertainment expenses?
For additional information or to set up a Department training session on using the Purchasing Card, please contact:
Joyce Howell at 435-797-1788 or email to joyce.howell@usu.edu
or Karlene Combs at 435- 797-1037 or email to karlene.combs@usu.ed