Getting a Card
Who needs a UVM Purchasing Card in my unit?
- Did you or your staff place many low-dollar value orders (less than $2,500)?
- Do you make frequent pick-ups at local suppliers?
- Do your suppliers accept Visa® as a means of conducting purchase transactions?
- Do you purchase airfare?
- Do you travel more than once a year?
- Do you hold conferences at off-campus locations?
Individuals who answer "yes" to any of the above questions may be good candidates for a UVM PurCard.
Who can get a Purchasing Card?
How do I obtain a UVM Purchasing Card?
How long will it take to get a new card?
When I apply for a Purchasing Card, will my personal credit history be checked?
Using a Card
Where can I use a UVM Purchasing Card?
What are the restrictions on Purchasing Card Use?
The UVM Purchasing Card may be used for transactions up to $2,500.00 with merchants included in the Merchant Category Codes (MCC Codes) selected by the Disbursement Center. Monthly cycle charges normally cannot exceed $10,000. However, these limits can be increased or decreased depending on the circumstances. Single transaction limits are never to be greater than $4,999.99; cycle limits are never greater than $25,000.00. Permanent increases may be granted on a case-by-case basis using the Account Maintenance Request form (PDF). A review of spending will be conducted before any permanent increases are made.
The following materials must be ordered through Purchasing Services, with all required approvals, via purchase requisition:
- Animal orders
- Capital equipment - $5,000.00 and greater
- Hazardous materials - contact Environmental Safety
- Radioactive orders - contact Radiation Safety
- Items costing greater than $2,500.00
The above listed materials and services may only be ordered through UVM's Purchasing Services, and paid for by the Disbursement Center.
Your Purchasing Card cannot be used for any of the following:
- Cash advances
- Cell phones
- Childcare services
- Controlled substances
- Fines, late fees, penalties
- Firearms or ammunition
- Hazardous materials and chemicals
- Parking tickets or travel citations
- Personal purchases
- Tuition reimbursement
Can I obtain a cash advance with my PurCard?
Can I buy personal items and reimburse the budget?
What is my transaction limit? What is my cycle limit?
When does the cycle begin and end?
What information do I need to submit for airfare purchases?
- Name of the traveler
- Business purpose of the trip
- Dates of travel
What are examples of PurCard misuse?
- Allowing another individual to use your card or card number
- Failure to submit receipts
- Non-compliance with the Disbursement Center, Travel or Purchasing Card policies and procedures
- Splitting transactions to avoid the single transaction limit
- Falsification of records
- Fraud and theft
- Using the card for personal gain
I've made the purchase, but . . .
A supplier called, and my PurCard was declined. What do I do?
- Cardholder name
- Credit card number
- Date of attempted transaction
- Name of the vendor
- Dollar amount
They will provide the cardholder with the reason for the decline. In the following cases, a cardholder can take the following steps:
- Decline was due to an MCC Code restriction: If the MCC code falls within the allowable purchase guidelines, please complete an Account Maintenance Request (PDF) and send to email@example.com.
- Decline was due to credit card limits: If the single transaction amount is greater than $4,999.99, you must submit a requisition in PeopleSoft. If the single transaction amount is between $2,500.00 and $4,999.99, a one-time increase limit can be requested by completing an Account Maintenance Request (PDF) and send to firstname.lastname@example.org.
Standard Purchasing Card limits are $2,500 per single transaction and $10,000 per cycle. However, these limits can be increased or decreased depending on the circumstances. Single transaction limits are never to be greater than $4,999.99; cycle limits are never greater than $25,000.00. Permanent increases may be granted on a case-by-case basis using the Account Maintenance Request form. A review of spending will be conducted before any permanent increases are made.
I lost my receipt. What should I do?
When will my budget really be charged for these purchases?
Journal entry transactions for the cycle ending the 25th of the month will be dated the 2nd of the following month. The transaction will be processed against your chartstring when you have completed your reallocation and submitted the journal for posting.
|Transaction Date||Cycle Date||PeopleSoft Journal Date|
In certain circumstances, it can take up to two months for the transactions to be processed and expensed in PeopleSoft.
When do I need to reallocate a transaction?
I was charged sales tax. What am I supposed to do?
I missed the reallocation period. How do I get these expenses on my budget report to the correct chartstring and account?
Who is the Program Administrator?
My card is lost or stolen. What do I do first?
A charge on my PurCard statement looks unfamiliar to me. What should I do?
- Attempt to resolve any disputes or billing errors directly with the vendor first. Usually, the vendor will issue a credit to the card for incorrect charges.
- If an agreement cannot be reached with the vendor, the cardholder should complete the formal dispute process within Access Online.
- The cardholder has 60 days from the date of the transaction to formally dispute the charge or the charge will not be eligible for a credit from the bank.
My name has changed. What do I do?
Please complete an Account Maintenance Request form (PDF)