Disbursement Vouchers • Should not be used to pay vendors – Lack of appropriate controls – University loses access to spend information • Looking to move to requiring supporting documentation on all DV’s • Changes in FIS to enable initiator and fiscal officer to view attached images
Indiana University Purchasing Card Sales Tax Exempt #0031232940008 COMMERCIAL 0000 VALID DATES Department/Individual Campus 0000 Master. Card R
Top 10 Reasons for Not Following P-card Procedures 10. Following a 60 or 90 day notice - “They are laying on the table waiting on someone to open them and give them to me so I can reconcile them!” 9. Furniture purchases. . . “No one told me they’re not allowed!!“ 8. “Tax exempt? Since when? " 7. “Whoops, I forgot I was supposed to reconcile and send to you EVERY month. ” 6. Following a 60 or 90 day notice get call - "I didn't get a statement. " We offer to print out a new one and within a short time the department calls back, "Guess what I found? It wasn't where I normally keep it"
Top 10 Reasons for Not Following P-card Procedures cont… 5. When we get credit card receipt not itemization but item written on receipt - "I wrote on it what was purchased. ” 4. In response to a 60 or 90 day notice - “You don’t know who I work for!" 3. In response to questions about flowers or gifts for birthdays, funerals, get well, etc. , - “Well how are we supposed to pay for them then? ” 2. “These p-card statements are not my priority!!” 1. No hospitality form - "It’s OK, Rozzie always okays it for me"
Procurement Card Auditing • Proper documentation • Sales Tax • Difficult with web purchases • Tax exempt number on back of card • Revoking card privileges • 90 days if statement is not complete • Moving to a probationary period
New Purchasing Card System ? 0000 R
New Utilities • Any additional information/utility on the card? • Web Based • Viewing and reporting capabilities • Fiscal Officer • Cardholder • Requesting a card • Training/Testing • Automatic routing
New Utilities cont… • Card Manager Controls • Real time • Reasons card is declined at merchant • Declining P-cards • Grants/projects
Your Top 10 List of Questions 1. Vendor’s still charge sales tax. Is it possible to make it more obvious that we are tax exempt? • IU’s sales tax number is on the face of every card. • Purchasing will provide a Sales Tax Certificate to anyone that requests it. • Any other ideas?
Your Top 10 List of Questions cont… 2. We need more support from Bank One, such as a toll free number. • There is a toll free number on the back of each card. • The toll free number is also in the IU Purchasing Card Guide on the web at www. indiana. edu/~purchase/pcard. shtml
Your Top 10 List of Questions cont… 3. Disputing a charge is cumbersome. • There is a dispute button assigned to each transaction on the PCDO in the FIS. • There is also a dispute form on the Purchasing website at: www. indiana. edu/~purchase/forms/dispute. shtml
Your Top 10 List of Questions cont… 4. Can the procurement cards be revoked sooner than 90 days for failure to comply with the policies? • Yes, we can shorten this timeframe for everyone or • We cancel or suspend a card at the request of the Fiscal Officer
Your Top 10 List of Questions cont… 5. When used for conference registration they get a message that the card shouldn’t be used. Seems to be a problem if the vendor code is a hotel. • This is correct. Because IU does not use the “One Card Solution” we have to keep purchasing and travel charges separate. The only way to ensure this is not to allow “travel” MCC codes on the purchasing card.
Your Top 10 List of Questions cont… 6. According to the procurement card procedures, you should contact IUPD if a card is stolen. However, IUPD is unaware of the policy or how to proceed. • Lt. Jerry Minger advised that they do have a procedure for stolen cards • • Active Investigation Contact Mall Security & other credit institutions
Your Top 10 List of Questions cont… 7. Sam’s Club – have to pay the sales tax and then get reimbursed. Purchase has to be less than $100 to get money back from Sam’s Club. • • Prefer if you do not use Sam’s Club Do not accept IU’s P-card • Cash, Debit, Discover Card only
Your Top 10 List of Questions cont… 8. Sometimes you lose the vendor discount when using a procurement card in place of a blanket order. • Contract is determining factor not the method of payment
Your Top 10 List of Questions cont… 9. Why does my card decline at the merchant and what can I do? • • • Transaction is over your transaction or cycle limit The merchant’s MCC is restricted An incorrect expiration date • Contact the IU P-card manager
Your Top 10 List of Questions cont… 10. Can limits be extended beyond $1, 000? If so, how do you go about getting it increased? • In theory and with a lot of luck!
Questions. . . • IUB Contact: – Marsha De Vol Purchasing, 5 -2223 or – Donna Woodruff, FMS, 6 -5103
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