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Procurement Card: Frequently Asked Questions
Can I contact US Bank directly?
Yes, a cardholder may contact US Bank for many reasons, including:
- Inquiring about a transaction
- Questioning a declined transaction
- Reporting a card lost or stolen
US Bank customer service can be reached 24 hours a day, 7 days per week at (800) 344-5696. Outside the United States, call collect (701) 461-2010.
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What's an "original receipt"?
An original receipt is written acknowledgement from a vendor that provides essential information to support a transaction and to enable the proper recording of the transaction in the university general ledger system. Collection of original receipts helps to reduce the likelihood of duplicate payments. A receipt should include the date of the purchase, vendor name, description of item(s), quantity, unit price, and total cost.
Receipts vary in appearance and type of information provided. If relevant information is not included on a receipt, the cardholder should write that information on it. Third-party billing companies such as PayPal generally do not include detailed information about the item(s) purchased. In cases such as this, the cardholder should provide a copy of the web page that identifies the items purchased, as well as the web receipt from the third-party billing company.
- Some of examples of receipts include, but are not limited to the following:
- Web receipt
- Email acknowledgement from vendor
- Cash register tape
- Detailed packing slip
In addition to a receipt, sufficient documentation must include a business purpose. When the business purpose is not obvious, cardholders should write an explanation of the business purpose on their receipt. Cardholders should provide additional information to support the business purpose when an item lends itself to personal use, such as CDs, videos, meals, etc., or when the business purpose would not be clear to an external reviewer. The cardholder also should list the attendees at business meals.
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What if the cardholder loses his/her receipt?
A cardholder who loses or misplaces their receipt, or otherwise cannot provide an original receipt, should provide an explanation of why the receipt is missing, as well as details about the items purchased (date, vendor, description, quantity, price, and total cost). PCard Coordinators should review their responsibilities as outlined in University Policy 3.12, Procurement Card with regard to missing documentation.
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Help! A vendor charged me sales tax.
Please keep in mind that any vendor, at any time, may choose not to honor Cornell's NYS tax exemption. If the vendor will not grant the exemption, it is acceptable to pay the tax. Cardholders should note the vendor's refusal on the receipt. (If the cardholder simply forgot to inform the merchant of the tax exemption, then the cardholder should seek a credit from the merchant.)
Coordinators must record sales tax with a federal unallowable object code and must not charge tax to Federal or State appropriations or any grant or contract account (Funds 44x, 45x, 470, 471, 473).
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Why aren't travel expenses allowed on PCards?
Travel expenses (transportation, lodging, and travel meals) are NOT allowed on procurement cards due to the various and often complex regulations governing travel expenses, which are determined based on your source of funding. For example, if you are using a federal source of funds, you may be required to fly a U.S. carrier.
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I'm looking at PCard data in ADW. Where's the pc req number?
A unique seven-digit requisition number is assigned to each PCard transaction as it enters the Automated Procurement and Payment System (APPS). The req number is displayed as part of the "CDU" screen in APPS. The last six digits of the PCard transaction's req number are stored in the "Commitment" field in the Accounting Data Warehouse (ADW). When searching APPS using the requisition number (command "CDI"), you must add a "1" in front of the six-digit req number you retrieved from ADW.
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How do I close or make changes to an existing account?
Complete an "Information Update" form (see "Procurement Card Forms" page). Changes being requested may include the following:
- Default account changes
- Mailing address changes
- Name changes
- Suspending an account
- Closing an account
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I'm returning an item; can I stop payment?
No. PCard charges are paid from a central university account. In many instances, payment has already been made to the bank by the time a PCard Coordinator receives the transaction information in his/her queue. All Pcard charges must be allocated to an appropriate departmental account. If an item is being returned, or if there is an erroneous charge for which a dispute has been filed with the bank, a credit will eventually appear in the PCard Coordinator's queue. That credit should be applied to the same account (including object code) as the original charge.
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What kind of account should I choose as the default account for my unit's PCards?
We recommend that an unrestricted college account be used as the default for all your unit's procurement cards. You may NOT use a state appropriation account (a statutory account with subledgers 4xxx, 5xxx, 95xx) as the default account on any PCard.
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What object codes may be used for purchases on PCards?
Object codes 500x, 6xxx, 7xxx and 9xxx will be accepted within the rebilling system.
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I have funds to spend from a State Appropriation Capital Project Account. Can I use my PCard?
No. You may not charge a State Appropriation Capital Project Account (a statutory account whose subledger is 95xx) for any PCard purchase. The PCard module in APPS will not allow you to assign these accounts on line.
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Why does my credit card statement show a "balance due"?
If you recently closed your account, or a new number was assigned, you may see a "balance due" on your credit card statement . There is no effect on your account; you can continue to use your card as normal. As always, the cardholder does NOT need to make a payment.
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