Answer: The only conditions under which a cardholder would be personally liable would be when the cardholder makes personal purchases or makes fraudulent use of the card.
Answer: Fraudulent use is the deliberate use of the card for purposes other than that for which it was intended; i.e., other than legitimate University business, often for personal gain at the expense of the University.
Answer: No. This question was asked of J.P. Morgan Chase prior to implementation of the p-card program at SIU. The bank advised that the contract is between J.P. Morgan Chase and SIU. The name on the account is SIU, not the cardholder. No credit information is reported in the name of the cardholder.
Answer: This is a banking industry procedure and is intended as a safeguard for the account and the cardholder. You could provide a name other than your mother's maiden name but you risk not being able to remember the name you supplied when you have to call J.P. Morgan Chase to discuss a problem.
Answer: The cardholder's responsibility is to call J.P. Morgan Chase immediately to report the card as lost or stolen. The cardholder should also notify his supervisor and Starla Nixon, P-Card Administrator, immediately.
Answer: The cardholder is not personally liable for charges made on a lost or stolen card or via improperly obtained card numbers.
Answer: This is a credit card/banking industry requirement. The Banner Identification number is used as a unique identification number of cardholders in order to avoid confusion and mistakes due to similarities of names, etc. We are no longer utilizing social security numbers in PaymentNet.
Answer: All limits are set at the default limits. A department can request higher limits for one-time purchases. An email requesting a PCE # for the purchase(s) requiring the higher limits must be sent to the Director of Purchasing. The email should also indicate that the HIGHER TRANSACTION & MONTHLY LIMIT REQUEST FORM is in process. The form must be signed by the Vice Chancellor for Administration. The higher limits will be in effect for only a short period of time. (3/2010)
Answer: Then you should take the necessary steps to rectify the mistake, similar to what you would be expected to do if you made a mistake using any other method of purchasing goods or services for University business.
Answer: You should call the P-Card Administrator and request assistance. She will assist you in resolving the problem.
Answer: You should first call the vendor and try to resolve the problem. If this fails you should next call J.P. Morgan Chase and advise them that you are disputing the charge. The bank will suspend the charge until it is resolved.
Answer: Anytime that the credit card cannot be used. Some vendors will not accept credit cards and some items cannot be purchased by credit card per University policy. Refer to Credit Card Purchasing Regulations. This list is distributed at the cardholders, departmental card managers, and approvers training sessions. Additional copies may be obtained from Starla Nixon, P-Card Administrator.
Answer: Mistakes can sometimes happen as they did with charges to the wrong account by SIUE service departments, for example, prior to the implementation of the procurement card program. Any erroneous charges against a University account should be immediately reported to the P-Card Administrator and corrective action will be taken.
Answer: Send an e-mail request to the fiscal officer or delegate of the account to be charged and wait to receive approval before making the purchase. Print a copy of both the e-mail request and response and keep with the other transaction information. The e-mail is independent of the P-Card system.
Answer: The vendor's customer service representative should be called and the problem explained. The vendor will correct the error.
Answer: Call Starla Nixon, P-Card Administrator, at extension 3257 for assistance.
Answer: The purchase of meals with the p-card for employees in travel status or for University guests is prohibited. The purchase of unprepared and prepared food for legitimate University business other than guest and travel meals is permitted. Examples include purchases by Food Service, by University Housing for resident student activities, and for functions in accordance with University policy and approved by the appropriate Vice Chancellor.
Answer: No. All postage stamps must be purchased through the campus post office due to a State law requiring all postage stamps purchased by the University to be perforated.
Answer: Send an e-mail to the P-Card Administrator, Starla Nixon. Please provide the name of the employee, the effective date of the termination and the disposition of the card. She will cancel the card in PaymentNet.
Answer: Yes, but only if using a secure web site and cardholder is confident that he/she is dealing with a reputable firm and if provisions have been made for SIU's Tax Exempt status.
Answer: Yes, unless the particular item is not available from Boise. The University has a prime vendor contract with OfficeMax which should generally provide the lowest prices available.
Answer: You should call OfficeMax customer service and ask them if they will match the lower price. They will generally do this. By doing this, it helps to make the prime vendor program a success. Purchasing exclusively from one vendor will help to obtain the lowest possible bids from vendors when subsequent contracts are let for bid.
Answer: This can be easily accomplished by the departmental card manager when the credit card charge is reconciled. This procedure is covered in training. Questions may be addressed to the P-card Administrator.
Answer: According to the University’s Records Manager, Gary Dunn, these documents should be retained in the department for a total of seven years; six previous plus the current year.
Answer: Fiscal Officers may structure the internal departmental p-card purchase approvals to meet the needs of the department, but all purchases should be approved in advance. The approvals may be in the form of individual verbal or written approvals, or blanket type approvals in which the cardholder has been delegated the authority by the fiscal officer to make certain kinds of purchases to meet the department's needs without having to obtain the fiscal officer's prior approval for each individual item to be purchased.
Answer: Cardholders are encouraged to use University vehicles. On the Edwardsville campus, a University vehicle is available at Transportation Service in the Supporting Services building. On the Alton campus, University vehicles are available at the Business Affairs Office in the Administration Building. On the East St. Louis campus, University vehicles are available at the Director's Office in the East St. Louis Center building. Personal vehicles may be used but insurance coverage is not provided by the University. State travel regulations require an employee to have adequate insurance coverage on his or her personal vehicle when on University business. This is also a State legal requirement.