{"id":2417,"date":"2017-03-16T11:19:42","date_gmt":"2017-03-16T16:19:42","guid":{"rendered":"http:\/\/www.marshall.edu\/finance\/?page_id=2417"},"modified":"2017-03-16T11:20:24","modified_gmt":"2017-03-16T16:20:24","slug":"purchasing-card-faq","status":"publish","type":"page","link":"https:\/\/www.marshall.edu\/finance\/purchasing-card-faq\/","title":{"rendered":"Purchasing Card &#8211; Frequently Asked Questions"},"content":{"rendered":"<p><strong>My department needs new computers.\u00a0 May I purchase them with my pcard?<\/strong><\/p>\n<p style=\"\">All desktop computers, laptops, tablets must be purchased through MU Information Technology.<\/p>\n<p style=\"\">The Budget Office will sign off on budget availability on all requests with the following exceptions:<\/p>\n<ul>\n<li>School of Medicine<\/li>\n<li>Direct grant funding paid in MURC (this does NOT include indirect funds)<\/li>\n<li>MURC operations<\/li>\n<li>Foundation operations<\/li>\n<li>Marshall Health<\/li>\n<\/ul>\n<p style=\"\">For purchasing computers, please fill out the online purchase request form located at:\u00a0 <a href=\"https:\/\/www.marshall.edu\/computerrefresh\/\">http:\/\/www.marshall.edu\/computerrefresh\/<\/a>\u00a0\u00a0 If you have questions or concerns, please contact Jody Perry in the Division of Information Technology.<\/p>\n<p><strong>\u00a0<\/strong><\/p>\n<p><strong>I have been told that promotional items have some restrictions.\u00a0 I\u2019m not even sure what a promotional item is.\u00a0 What is it, and what are the restrictions?<\/strong><\/p>\n<p style=\"\">A promotional item is a product, merchandise item\u00a0or gift used as a giveaway to promote a company, corporate image, brand or event. These items are often branded with an organizational logo or trademark. Promotional items <strong>do not<\/strong> include office supplies, classroom and\/or curriculum materials or anything that will not be used to promote programs and services\u00a0of the university.\u00a0 Please refer to <a href=\"https:\/\/www.marshall.edu\/ucomm\/promotional-item-procedure\/\">http:\/\/www.marshall.edu\/ucomm\/promotional-item-procedure\/<\/a> for the proper procedure for ordering promotional items.<\/p>\n<p><strong>\u00a0<\/strong><\/p>\n<p><strong>Can I put my meals on my pcard while I am at a conference?<\/strong><\/p>\n<p style=\"\">No, you may not put individual meals on your pcard.<\/p>\n<p>&nbsp;<\/p>\n<p><strong>What is the minimum transaction charge for which I need a receipt?<\/strong><\/p>\n<p style=\"\">You need a receipt for ALL transactions that are paid with your purchase card.<\/p>\n<p>&nbsp;<\/p>\n<p><strong>The vendor has offered to break a charge into two amounts since it is over my limit.\u00a0 Is this OK?<\/strong><\/p>\n<p style=\"\">No, this is considered stringing and is against our policies.\u00a0 If you are caught stringing, your card will immediately be cancelled, and you will be required to complete an application for a new card.\u00a0 If it happens a second time, your cardholder privileges will be permanently cancelled.<\/p>\n<p>&nbsp;<\/p>\n<p><strong>I will be out of the office for an extended period of time.\u00a0 Can I give my pcard to someone else in my department so they have access to it while I am out?<\/strong><\/p>\n<p style=\"\">No, this is considered card delegation and is against our policies.\u00a0 If you are caught allowing someone else to use your card, your card will immediately be cancelled, and you will be required to complete an application for a new card.\u00a0 If it happens a second time, your cardholder privileges will be permanently cancelled. \u00a0\u00a0If you are out of the office for an extended time, please contact us at <a href=\"mailto:pcard@marshall.edu\">pcard@marshall.edu<\/a> so we can lower your limit to $1 while you are gone.\u00a0 We will increase the limit once you are working again.<\/p>\n<p>&nbsp;<\/p>\n<p><strong>My boss wants me to make a purchase that is listed as not allowed in the manual.\u00a0 If my boss requests it after I tell him\/her this, is it OK to make the purchase anyway?<\/strong><\/p>\n<p style=\"\">No, you may not make the purchase.\u00a0 Please contact us and we will be happy to discuss this with your boss.<\/p>\n<p>&nbsp;<\/p>\n<p><strong>I regularly make purchases from Amazon.\u00a0 How do I know if it is a marketplace seller and needs third-party approval in advance?<\/strong><\/p>\n<p style=\"\">Please look at the description of the product on Amazon\u2019s website.\u00a0 If it says Sold and Fulfilled by Amazon, then it is OK.\u00a0 If it says that it is sold by another vendor, it is considered a third party vendor and you must request prior approval by emailing <a href=\"mailto:pcard@marshall.edu\">pcard@marshall.edu<\/a>.<\/p>\n<p>&nbsp;<\/p>\n<p><strong>When do I need to attach a Hospitality Form in wvOASIS?<\/strong><\/p>\n<p style=\"\">A Hospitality Form is needed with the purchase of food, nonalcoholic beverages, facility rental, entertainment and other expenses related to conducting State business.<\/p>\n<p>&nbsp;<\/p>\n<p><strong>Is it OK if I buy pizza for a student activity from a local pizza delivery company instead of Sodexo?<\/strong><\/p>\n<p style=\"\">Not if this is during Sodexo operating hours.\u00a0 Sodexo America LLC is the sole food service provider for all campus events.\u00a0 You may request an exception to our catering contract in advance of the event from our Senior Vice President for Administration.\u00a0 She must approve and sign the hospitality form as an exception prior to your purchase.<\/p>\n<p>&nbsp;<\/p>\n<p><strong>Can I use my pcard to buy refreshments for our monthly departmental meetings?<\/strong><\/p>\n<p>No, you may not purchase refreshments for regular and recurring meetings for MU employees.<\/p>\n<p>&nbsp;<\/p>\n<p><strong>Last month, I paid for something that is on the restricted charge list.\u00a0 Since I paid for it last month and nothing was said about it, why can\u2019t I do it again?<\/strong><\/p>\n<p style=\"\">We are all human, and unfortunately, we occasionally overlook something that should have been flagged as an error.\u00a0 Just because this happens does not mean that you may continue to commit the error.<\/p>\n<p>&nbsp;<\/p>\n<p><strong>My boss has asked me to pay for membership dues on my pcard.\u00a0 Is this OK?<\/strong><\/p>\n<p style=\"\">No, only our central Accounts Payable Office may pay for membership and association dues.\u00a0 If you have further questions about this, please contact them at <a href=\"mailto:acctspayable@marshall.edu\">acctspayable@marshall.edu<\/a><\/p>\n<p>&nbsp;<\/p>\n<p><strong>Can I use my pcard to buy flowers as a retirement gift or for a funeral?<\/strong><\/p>\n<p>No, you may not purchase flowers for either occasion on your pcard.<\/p>\n<p>&nbsp;<\/p>\n<p><strong>Oops &#8211;\u00a0 I accidentally paid for gas for my personal vehicle with my pcard.\u00a0 What do I do?<\/strong><\/p>\n<p style=\"\">You must reimburse the amount via check to Marshall University, Attn: Pcard Office. \u00a0Any instances of misuse or violations of the Purchase Card Policies and Procedures is documented by the Agency Coordinator and must be self-reported to the WV State Auditor\u2019s Office.<\/p>\n<ul>\n<li style=\"\">1st Instance of personal use \u2013 written warning<\/li>\n<li style=\"\">2nd Instance \u2013 card limit reduced to $1.00 with mandatory retraining<\/li>\n<li style=\"\">3rd Instance \u2013 card privileges revoked with further action possible if investigation shows intent to defraud<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<p><strong>I don\u2019t know the funding information for a transaction yet.\u00a0 May I still go ahead and attach the receipt?<\/strong><\/p>\n<p style=\"\">Yes, you may.\u00a0 However, if it is audited before you attach proper documentation, it will be considered an error, and you will receive an email from the Purchase Card Department.<\/p>\n<p>&nbsp;<\/p>\n<p><strong>If I drive my personal vehicle to an off-campus meeting, may I use my pcard to pay for fuel if I do not claim mileage?<\/strong><\/p>\n<p style=\"\">No, gas for a personal vehicle is restricted from the card.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>My department needs new computers.\u00a0 May I purchase them with my pcard? All desktop computers, laptops, tablets must be purchased through MU Information Technology. The Budget Office will sign off on budget availability on all requests with the following exceptions: School of Medicine Direct grant funding paid in MURC (this does NOT include indirect funds)<\/p>\n","protected":false},"author":125,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"footnotes":""},"class_list":["post-2417","page","type-page","status-publish","hentry"],"acf":[],"_links":{"self":[{"href":"https:\/\/www.marshall.edu\/finance\/wp-json\/wp\/v2\/pages\/2417","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.marshall.edu\/finance\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/www.marshall.edu\/finance\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/www.marshall.edu\/finance\/wp-json\/wp\/v2\/users\/125"}],"replies":[{"embeddable":true,"href":"https:\/\/www.marshall.edu\/finance\/wp-json\/wp\/v2\/comments?post=2417"}],"version-history":[{"count":0,"href":"https:\/\/www.marshall.edu\/finance\/wp-json\/wp\/v2\/pages\/2417\/revisions"}],"wp:attachment":[{"href":"https:\/\/www.marshall.edu\/finance\/wp-json\/wp\/v2\/media?parent=2417"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}