PURCHASING QUESTIONS



VISA PURCHASING CARD QUESTIONS

Who is eligible for a Lander University purchasing card?

Purchasing cards will be issued to Lander University employees only.

The employee’s name will be embossed on the card.

Purchasing cards will not be transferable between individuals or departments.

How do I get a purchasing card?

New card request form for a purchasing card can be found on Procurement Services web page. Forms must be approved by the department head.

Department should provide the name of the liaison (if any) to whom cardholder will be assigned.

The Banner index number must be provided.

Approved request forms are sent to the purchasing card coordinator in Procurement Services.

When do I get my card?

Employee and departmental Liaison must attend a training session prior to taking possession of the purchasing card.

Each individual must sign a cardholder agreement in the presence of the University’s Purchasing Card Coordinator.

What do I do after making a charge?

Cardholder or proxy reconciler must reallocate charges in Works application upon receipt of email that transaction is ready for sign off.

Do I have to reallocate a credit?

Yes. If it shows up in Works you must allocate and sign off.

What records do I need to keep?

You must keep all monthly bank statements; attach all proofs of purchase, i.e., sales slips, register receipts, web order proofs for audit purposes. Be sure that your proof of purchase/receipt shows shipping and taxes.

Are these records mine?

All credit card records are the property of the department for which you work. If you leave or transfer within the university these records must remain in your former department.

How long do I keep credit card records?

5 years

How do I dispose of these records?

After 5 full years records should be shredded by the University’s official shredding company. Drop off boxes are provided in the Business Office and Registrar’s Office.

Can I write on a receipt?

You are expected to write what the purchase is if the receipt does not specifically identify what the item is.

What if I lose a receipt?

Usually an 800 number is provided on your bank statement; you may call and request a duplicate. Works also gives Vendor contact information.

Does anyone ever look at my credit card records?

Yes. Your records are audited by Procurement Services; by an internal auditor in the Finance Office; by financial auditors and by State Procurement auditors.

Who can I let use my card?

No one else; the purchasing card is to be used only by the approved cardholder.

What can I use my VISA card for?

Anything needed to sustain your department. You may purchase supplies, repairs, services, airline tickets; pay membership dues and fees and official subscriptions and periodicals.

Can I reserve hotel rooms with my VISA card?

No. Hotels must be handled as travel thru the Finance Office or paid by personal card and reimbursed. This is statutory limitation by the State of South Carolina and not a Lander decision.

Can I buy food with my card?

No; with two exceptions. Yes if the food is for students. If the students are not an organized group a list of students names must be submitted. Yes if 75% of the attendees are employees of other agencies or from outside organizations. Restaurants are a blocked merchant type therefore the card will be declined.

Can I us my VISA in the Bearcat Shop?

No. Charges may be made by using an internal department charge.

Can I get cash with my VISA?

No.

Is the University tax exempt?

No. State sales or Use tax is paid by the University.

What is the credit card billing cycle?

Monthly cycle is from 28th to 27th of each month.

What do I do if I am charged with something I did not buy?

Notify the university card administrator, and then make direct contact with the Vendor.

Keep the card administrator apprised of the status.

What do I do if I lose my card?

Report a lost or stolen card to Bank of America immediately then call Procurement Services. Procurement Services must have your card replaced.

Who do I call if I have a question about Works?

Procurement Services @ 8276 or Lois Amick @ 8899 or Diane Moody @ 8242.

What is the Works web address?



What if I need my password reset on Works?

Call the Works Customer Services at 888-317-2638 or Lois Amick @ 8899 or

Diane Moody @ 8242

If I no longer need my card or leave the University, what do I do?

Complete a turn in document and bring it with your card to Procurement Services. The turn in document can be found on the Procurement website.

What is the address for package delivery?

Your Name, Your Department

Lander University

204 W. Henrietta Ave

Greenwood SC 29649

What is the US mailing address?

Your Name, CPO #

Lander University

320 Stanley Ave

Greenwood SC 29649

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