Procurement Card User Manual – Section 2

How to Use Your P-Card

Ordering Process:

The P-Card may be used to purchase approved goods and services in person (at the point of sale), over the phone, by mail or over the Internet. Please remember when using your P-Card over the Internet, to be sure that you are using a secure site. Prior to placing the order, check the University and State Contract Supplier Listing for the applicable contract suppliers for the product or service you are about to order. All Cardholders are encouraged to order required goods and services from those suppliers who are authorized contract suppliers to the University. When placing your order, please be sure to provide the vendor the following information:

  • Identify yourself as a University of Connecticut employee;
  • State that you are making the purchase using a MasterCard P-Card;
  • State that it is a tax-exempt purchase and provide the tax exempt number listed on the front side of the P-Card;
  • State Cardholder name;
  • Provide individual P-Card number and expiration date on P-Card;
  • Provide complete delivery address including building and room number;
  • State the appropriate University or State contract that you are using to insure that you receive correct pricing and applicable prompt payment discounts;
  • State the quantity and description of the items being ordered;
  • Verify the total cost of the purchase with the vendor;
  • Furnish any other information that may be required.

Note: Please inform the vendor not to send a bill or invoice to the ordering department or Accounts Payable. Submitting an invoice for a charge card transaction may result in a duplicate payment.

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Shipping Instructions:

Important: Tell the vendor that the address label/packing list that accompanies the package must contain the following information:

Cardholders Name

Department Name

Building and Room Number

Street Address, Unit Number

Storrs, CT 06069

Packages that are not labeled as above described may delay the delivery of items ordered indefinitely. Under no circumstance should the vendor indicate the P-Card number on any address label or packing list. Listing of same would threaten the security of your P-Card. Upon receipt of your order, keep the documentation received from the vendor (typically a sales receipt, cash register receipt, or packing slip) for later reconciliation in Concur.

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UConn Bookstore:

The P-Card may be used for departmental purchases from the UConn Bookstore. The P-Card cannot be used for personal purchases of any type from the Bookstore or for any other restricted purchases identified in this user manual.

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Proof of Purchase Documentation:

With the authority to purchase comes the responsibility for attaching adequate documentation to the transaction in Concur.  Documentation must support the legitimate business purpose of all transactions made with the P-Card. The following are examples of supporting documentation:

  • Copies of order forms or applications;
  • Internal order form if applicable;
  • Cash register receipts;
  • Sales receipts; and/or
  • Vendor order number if any, for telephone orders.

 

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Disputing a Transaction:

The Cardholder is responsible for following up with a vendor regarding any erroneous charges, disputed items or returns within sixty (60)  days from statement date on which the transaction appears. A Cardholder may dispute a charge that appears on their monthly P-Card statement. Disputed charges can result from failure to receive goods, fraud or misuse, altered charges, defective merchandise, incorrect amounts, duplicate charges, credits not processed, etc. The Cardholder should contact the vendor first to resolve any outstanding issues. Most issues can be resolved this way. If the Cardholder is unable to reach agreement with the vendor, the next step is to call JP Morgan Chase at the number on the back of your card.

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Receipt of Goods and Services:

The Cardholder is responsible for ensuring receipt of goods and services and follow-up with the vendor to resolve any delivery problems, discrepancies or damaged goods.

Returning Item(s):

Item(s) should be returned directly to the vendor by whichever means the vendor requires. The Cardholder is responsible to see that the proper charge is posted for any returned item(s). (refer to Disputing a Transaction).

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Using the P-Card for Grant Purchases:

The P-Card may be utilized for grant purchases, however, the use of the P-Card for a grant or contract requires some forethought since the purchasing authority has been transferred to you through issuance of the P-Card. Careful judgement must be exercised before you make a purchase with the P-Card against grants. You must clearly understand what constitutes an allowable charge to your particular program. You should be aware, for example, that supplies on grants must be “lab” and not office supplies. If you have questions in this area the staff in the Office of Sponsored Programs remains available to assist you.

Grant Purchases Checklist:

  • Grant purchases are permitted provided that the item purchased is an allowable charge against the grant;
  • The P-Card cannot be used for charging departmental costs to a grant account;
  • Grant purchases must be made in accordance with the restrictions terms and conditions of the grant;
  • The grant account cannot be used as a clearing account for P-Card purchases;
  • KFS account and expense type assigned to the purchase must be appropriate;
  • When placing an order against a grant account, the “received date” must be within the terms of the grant or contract;
  • P-Card purchases can be charged to a grant account through the re-allocation process only. If an incorrect account or expense type is used, correction shall be required and accomplished through a general ledger transfer;
  • A direct benefit must be shown for all P-Card purchases made against a grant account;
  • Any questions should be directed to the Office of Grants and Contracts.

Where can you use the card?:

The P-Card can be utilized at virtually any location that accepts the MasterCard. You should use University and State Contracts and suppliers on HuskyBuy whenever possible as they offer the most competitive pricing and favorable terms to the University. A list of University Contract suppliers are listed on the Purchasing Department’s Home Page or State Contracted Vendors on DAS Website.

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P-Card Administration

Acquiring a P-Card:

Only permanent full or part time employees of the University, designated by the Department Reporting Authority, will be permitted to receive a P-Card. An individual may only receive his or her P-Card after the following:

  • Completing an Application Form and Cardholder Agreement Form;
  • Successfully completing an online training session.

The Cardholder is required to read the P-Card User Guide and must adhere to all P-Card policies and procedures outlined therein. Prospective Cardholders and Authorized Secondary Users must successfully complete and online training every three years.

Retired Employees as Cardholders

Retirees returning as part-time employees may continue to hold a P-Card if all of the following criteria are met:

  • The retiree must be returning to work in the same department where they previously held a P-Card;
  • The retiree had no significant P-Card audit findings while a full time employee;
  • Dean or Department Head approves the retirees continued use of the P-Card.

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Canceling P-Cards:

To cancel a P-Card, send a  written request for cancellation to pcard@uconn.edu and then the card can be shredded.  All Cardholders are responsible to notify Purchasing to cancel their P-Card prior to leaving the University or accepting a position in a new department.

Renewal of Existing P-Cards:

A new P-Card will automatically be sent to the P-Card Administrator at least thirty (30) days in advance of your current P-Card’s expiration date. Renewed P-Cards will be distributed by the P-Card Administrator.

Lost or Stolen P-Cards:

It is the responsibility of the Cardholder to report a lost or stolen P-Card immediately. Notification must be made by phone directly to JP Morgan Chase at (800) 848-2813 and send an email to pcard.@uconn.edu.

P-Card Security:

Only authorized Cardholders may use the P-Card or up to the maximum of two (2) individuals within the department that have been granted secondary use authorization by the Cardholder. In granting this secondary authorization, it should be noted that the Cardholder remains directly responsible for the proper use of the P-Card in accordance with established procedures. P-Cards and P-Card numbers must be safeguarded by the Cardholder against use by unauthorized individuals within or outside the University.

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Misusing the P-Card:

The P-Card represents the University’s trust in you and your empowerment as a responsible employee of the University to safeguard and protect our assets. As a Cardholder, you assume the responsibility for the protection and proper use of the P-Card. The following situations are examples of misuse of the P-Card:

  • Use of P-Card for personal purchases;
  • Use of P-Card by individual other than Cardholder or authorized secondary user;
  • Use of the P-Card to purchase a restricted item as identified in the user guide;
  • Use of the P-Card in excess of assigned Cardholder limits, available budget and/or after the expiration date of a grant or contract;
  • Splitting orders at point of sale to avoid the single transaction limit;
  • Re-allocation of non-grant expenditure to grant account;
  • Receipt of item outside of grant period;
  • Inappropriate re-allocation; and/or
  • Failure to re-allocate charges within the period specified for re-allocation.

Misuse of the P-Card will be handled promptly and uniformly for all Cardholders. Refer to the Post Audit section of this manual for how consequences of misuse will be handled.

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P-Card Reviews:

CBS reports are reviewed and approved by Procurement staff on a monthly basis to ensure that policies and procedures are being followed.   Consequences of misuse may include any one (1) or combination of the following remedial actions:

  • Verbal notification of infraction;
  • Written notification with copies sent to P-Card Program Administrator and Reporting Authority;
  • Temporary suspension of Cardholder privileges with mandatory re-training ;
  • P-Card suspension with permanent loss of privileges;
  • Disciplinary action up to and including dismissal, personal liability and repayment (referred to Human Relations Department for disposition).

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Sales Tax Exemption:

The University of Connecticut is a tax-exempt organization. The tax-exempt number appears on each P-Card. This number must be given to all vendors by the Cardholder at the time of the transaction to exempt payment of state sales tax. In addition, all Cardholders can access the tax exempt certificate for P-Card Use Only on our website. Connecticut Tax Exempt Certificate and Florida Tax Exempt Certificate. If sales tax is billed incorrectly to the Cardholder’s account, it is the responsibility of the Cardholder to contact the vendor to obtain a credit for the tax.

Reallocation Process:

See CBS Reallocation Instructions