eProcurement PCards: a Partnership with U.S. Bank
The University of Arkansas Procurement Card (PCard) Program has been established to provide an expeditious way to make small dollar commodity purchases while reducing the costs associated with requisitioning and payment.
The procurement card should reduce the need for blanket purchase orders, personal reimbursements and invoice attached requisitions.
University employees are entrusted and empowered with the ability to make small dollar purchases on behalf of their department. Along with this empowerment comes responsibility. Cardholders are expected to make sound business decisions in the best interest of the University and always comply with University and State polices and procedures.
Each Academic or Administrative department is responsible for managing its cardholder accounts.
Personal charges are strictly forbidden. The adherence to policies allows continued process savings and accountability.
PCard Policy - FAQ's
Billing Cycle: The monthly billing period. The time frame your Monthly Credit/Spending Limit is tied to. The cycle automatically resets on the 16th day of each month.
Cardholder: A person whose name is on a Procurement Card. The person given authority to make purchases on behalf of the University of Arkansas within preset limits.
Cardholder Agreement: The agreement signed by the person whose name appears on the Procurement Card. This
agreement outlines the policies regarding using a Procurement Card and must be signed
by all persons receiving a Procurement Card.
Cut-Off/Approval Date: The last day in which PCard charges can be approved by the department and costs redistributed
prior to payment being made to the eProcurement partner. The day Cardholder's should
have all receipts to their PCard approver.
MCC: Merchant Category Code (MCC) assigned to a merchant by VISA. This code identifies the primary goods or services provided by the merchant.
MCCG: A grouping of merchants by Merchant Category Code (MCC).
Monthly Spending Limit: The maximum amount of available money a cardholder can spend within one billing cycle on their PCard. The standard Monthly Spending Limit is $5,000.00. Departments may establish lower limits on a per Cardholder basis.
Procurement Card: A Visa sponsored credit card issued to an employee of the University of Arkansas for the purpose of making authorized purchases on the University's behalf.
eProcurement Administrator: The University Business Services Department employee responsible for administering the Procurement Card Program for the University and acting as the main contact between the University and the Bank. This individual is Alice Shattuck - Phone: 479-575-6279, email: email@example.com
Receipt/Documentation: A merchant produced or non-University document that records the relevant details for each item purchased including quantities, amounts, a description of what was purchased, the total charge amount and the merchant's name and address (i.e. sales receipt, original invoice, packing slip, credit receipt, etc.)
Single Transaction Limit: The maximum amount of money a cardholder can spend in one transaction/charge. The Single Transaction Limit across the University is $2,500.00. A single transaction/charge may include multiple items but cannot exceed a total cost of $2,500.00. Departments may establish lower limits on a per Cardholder basis.
Transaction: A charge or credit associated with an eProcurement partner account.
Any employee for whom a Procurement Card is going to be requested must first complete a credit card request in Workday. Once this Credit Card Request has been submitted and approved by the approvers for the department, the request will route to the eProcurement Administrator to set up a cardholder account in US Bank's system.
For instructions on how to enter a Credit Card Request please see the Credit Card Request Process in the Finance QRG section of the Workday Support Services page.
After a Request has been approved, the individual will be assigned a unique account number and will be sent an email notification with details for required training and credit limits. Prospective Cardholders MUST complete training and sign a Cardholder Agreement Form before receiving their Procurement Card. It is important to note that regardless of whether or not a department approves the charges the employee(s) have made, the invoice will be paid. Those charges that have not been approved will be flagged and subject to audit review and possible suspension of privileges.
Procurement Cards are not transferable outside the University of Arkansas. If someone's PCard use is discontinued, the Procurement office should be notified and the card will be cancelled. Once the Procurement office has cancelled the card, the card can be destroyed.
The Procurement Card is a special VISA credit card. It works similarly to your personal credit cards, except the charges are billed directly to the University and payment made by the University Business Office. Procurement Cards are for business use only!
The Procurement Card will display the cardholder's name along with the words: UNIV OF ARKANSAS.
A report of transactions can be obtained from Workday with the "My Procurement Card Transactions" function. This report will assist in keeping track of all purchases made using the PCard. Should it be necessary to return any supplies or resolve billing disputes, this information is also needed to document University expenditures and also available for review by internal and external auditors.
More information related to retention of receipts may be found under the 'Receipts/Documentation' accordion below. Improper use of the Procurement Card will result in consequences ranging from suspension of card to termination of employment and criminal prosecution.
- Completing training and signing the Cardholder Agreement PRIOR to issuance of a Procurement Card
- ONLY USING THE PROCUREMENT CARD FOR UNIVERSITY BUSINESS
- Keeping their Procurement Card and Card Account Number confidential.
- Using the Delegation Form when it is necessary for someone other than the cardholder to use the card.
- Understanding that intentional misuse or abuse of the Procurement Card will result in the immediate revocation of charging privileges and possible disciplinary and criminal prosecution.
- Not splitting transactions to avoid maximum per transaction dollar limits.
- Obtaining receipts for each transaction and uploading those receipts as part of the verification process in Workday, or turning those receipts in to the departmental person responsible for verifying the charges in the Workday system.
- Reporting a lost or stolen Procurement Card immediately to US Bank at 1-800-344-5696.
- Reporting fraudulent Procurement Card charges immediately to US Bank at 1-800-344-5696.
- Not accepting cash in lieu of a credit to the Procurement Card account when returns are made.
- Being accountable for all charges made with their Procurement Cards and responsible for checking all transactions against the corresponding support documentation to verify their accuracy and propriety. You can view your cardholder charges by accessing Workday and selecting My Procurement Card Transactions
The Procurement Card may be used to purchase goods in person at the supplier site, over the phone, over secure Internet sites, or by mail. When placing your order in person you will simply give the supplier your Procurement Card as you would any credit card.
If you are ordering over the phone you should provide:
- Account Number
- Card Expiration Date
- Provide complete delivery address. Ensure that you are providing YOUR delivery address and not the billing address.
Confirm that the total order, including tax and freight does not exceed $2500, or the maximum amount allowable per transaction on your card.
NEVER give your PCard number to someone where the call was not initiated by you! Beware of scams!
The following limits are the standard maximum amounts assigned and allowable for a Procurement Card. When the card is requested, these amounts may be lowered by the department. For a higher Standard Monthly Spend/Credit Limit you must contact the eProcurement office. Increases may be granted on a permanent basis, or on a temporary basis, depending on need.
- Single Transaction Limit: $ 2,500
- Standard Monthly Spend/Credit Limit: $5,000
Whether a purchase is made in person or via telephone, internet, fax, or mail, the Cardholder is responsible for obtaining purchase documentation from the merchant, such as:
- Detailed receipts or invoices
- Packing slips with final dollar amounts
- Any other detailed document which shows the final cost, items purchased and the vendor name/address
These documents MUST be uploaded when the charge is being verified. Cardholders should get in the habit of verifying their charges at a minimum of once a week. If your 16 digit account number is printed on the receipt it must be blacked out before being uploaded or given to a department charge verifier.
If a cardholder does not submit the required documentation in the monthly requested time allocation, they will receive a written warning for the first offense. Habitual failure to submit documentation will result in the suspension of the card and their supervisor will be notified by email. To reinstate privileges, a memo from a Cardholders Supervisor giving adequate justification will be required and all PCard documentation to bring the Cardholder’s verifications up to date will be required.
Documentation/receipts MUST be provided when charges are being verified. Charges that are verified without proper documentation will be sent back as incomplete.
When necessary, items should be returned according to vendor specifications. The cardholder is responsible for ensuring the proper credit is posted for any returned items.
If merchandise is returned in person, the cardholder is responsible for obtaining a credit receipt from the merchant and retaining that receipt with other receipts to document the purchase and return. These receipts will then be imaged.
Receiving cash or checks to resolve a credit is prohibited. The vendor should credit the PCard.
Item exchanges are only allowed with proper documentation. The receipt for the new item must be included with the receipt for the original purchase. A note should be entered on the transaction in the verification page in Workday.
Cardholders who transfer to a new position within the same department and require the use of a Procurement Card as part of their new duties should continue to use the same card.
Cardholders who transfer to another department will be assigned new default accounting information based on their new position, and that accounting information will apply to their card.
Prior to separation from the University, Cardholders must surrender their Procurement Card to their Manager or their Department Administrative person. Also please send any outstanding receipts for PCard charges to the Department Administrative person for reconciliation. It is preferred for the Department to notify the Procurement Department of the employees separation, then destroy the card.
The use of a University PCard is a privilege, not an entitlement. PCard purchases must be for the use and benefit of the University. Under no circumstance are unauthorized purchases for personal use or non-University purposes allowed, including the Cardholder's intent to subsequently reimburse the University. Individuals who knowingly misuse their PCard are subject to disciplinary action, up to and including termination and potential criminal prosecution.
The University strongly discourages Cardholders from filing their PCards as a saved form of payment with any personal online retailers. Should doing so result in any violations of PCard policies the order of the resulting disciplinary actions will be at the discretion of the eProcurement Administrator.
Violations of PCard policies including use of a PCard for personal or non-University purposes can have serious consequences for Cardholders. Cardholders who misuse or fraudulently use a PCard are subject to investigation, disciplinary action, termination of employment, and may also be subject to criminal prosecution.
- First incident of noncompliant activity*: a written warning is issued by the eProcurement Office to the Cardholder and to the Cardholder's Supervisor. Additional training will be offered to the cardholder.
- Second incidence of noncompliant activity*: a written warning is issued by the eProcurement Office to the Cardholder and to the Cardholder's Supervisor. The Cardholder's PCard is immediately suspended pending completion of required additional training.
- Additional instances of noncompliant activity*: a written warning is issued by the eProcurement Office to the Cardholder and to the Cardholder's Supervisor. The Cardholder's PCard is immediately suspended. The Cardholder's Supervisor or Budget Officer must submit written justification to support reinstatement for reinstate privileges to be considered. If the eProcurement Office approves reinstatement, additional training will be required. A reinstated PCard holder may have their spending limits lowered at the discretion of the eProcurement Administrator.
- Ongoing noncompliant activity*: Habitual noncompliant activity, as determined by the eProcurement Administrator, will result in the irrevocable loss of PCard privileges.
*Personal or non-University related PCard Charges will be invoiced to the Cardholder.
Whenever fraudulent activity is suspected, a Cardholder's PCard will be immediately cancelled and notification issued by the eProcurement Office to the Cardholder, the Cardholder's Supervisor, unit Budget Offices, Financial Affairs, and Internal Audit. If validated, fraudulent use of a PCard may result in termination of employment as well as criminal prosecution.
If you suspect fraudulent activity on your PCard contact US Bank at 1-800-523-9078 to report the fraud.
If the cardholder and the supplier cannot resolve the issue of an invalid charge, a Cardholder Dispute Form must be completed and faxed directly to US Bank. Contact US Bank at 1-866-229-9625 for more instructions and to obtain the fax number. If you need additional assistance you can also contact the PCard Administrator. Disputes need to be made within 90 days of the charge.
Regardless of the status of the dispute, payment will be made to US Bank. Adjustments will be made upon resolution.
Lost or Stolen PCards: Cardholders are required to immediately report any lost or stolen Procurement Card to US Bank Customer Service at 1-800-344-5696 (24 hours a day, 365 days a year).
Fraudulent PCard Charges: Cardholders are required to immediately contact US Bank Customer Service at 1-800-344-5696 or US Bank Fraud Dept at 1-800-523-9078 (any day, any time) if you suspect fraudulent charges on your account. If the fraudulent charges are in Workday, contact the eProcurement Administrator for direction on the verification process and necessary documentation.
The Lost/Unobtainable Receipt Form should only be used when a copy of the original receipt can not be obtained from the vendor. This form cannot be used for fraud charges. If use of this form becomes a recurring event with a particular cardholder, the eProcurement Administrator will send a warning to the cardholder about excessive use of the form.
eProcurement, as well as internal and/or external auditors, conduct reviews of PCard use for compliance. As part of these reviews, requests for transaction details and inquiries as to the nature of particular charges may be submitted to a Cardholder or the Cardholder's Supervisor. If any noncompliant activity is discovered during a review, the eProcurement Office will issue a written warning to the cardholder and the Cardholder's Supervisor. Depending on the nature of any identified noncompliant activity, Cardholder privileges may be impacted.
Financial analyst within the department may periodically pull data from the UA Data Warehouse or Workday to review a period of transactions by:
- Budgetary Unit
Revisions: 09/02/2020, 05/18/18, 11/11/15 , 03/18/15, 03/26/08