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Purchasing Card FAQ's

  1. What is the purchasing card?
  2. It is a corporate credit card issued by NationsBank in the form of a VISA credit card. It is accepted anywhere VISA is accepted and can be used for small dollar purchases of $1,000 or less.
  1. How do I apply for a purchasing card?
  2. A request should be e-mailed to Jackie Collins, Deputy Purchasing Card Program Administrator (DPCPA), who will contact the requestor concerning training, preparation of a cardholder agreement and application form.
  1. Can the card be used for travel? Hotel reservations? Air travel? Food? Fuel?
  2. No. Purchases related to employee travel expenses are strictly prohibited. Reference Section 3.5 of the User’s Guide.
  1. Can another party use your card to purchase an item?
  2. No. The cardholder is the only person authorized to maker purchases using his/her card. Giving your card or card number to another person, using someone else’s card or making unauthorized purchases may result in disciplinary actions (including, but not limited to, revocation of your card and/or termination of employment.)
  1. Can you order an item and allow someone else to pick it up?
  2. You may have someone else pick up the goods (the person picking up the items should only sign for receipt of the goods, not the credit card slip.)
  1. May the card be used to purchase items via phone?
  2. Yes, but only the cardholder is authorized to place a phone order. A written record must be made when placing the order to assist in reconciling the account.
  1. Do I pay sales tax when using the card?
  2. No. The tax exempt number is provided on the front of the card. Vendors must be instructed that the purchase is tax exempt prior to the purchase being made.
  1. What do you do when your statement is incorrect?
  2. Report the disputed transaction to the DPCPA using the State of Disputed Item Form. Such items should be reported upon receipt of the statement in question.
  1. What purpose does my log serve?
  2. The log serves as guide in reconciling the statement and approving the charges by the cardholder and designated supervisor.
  1. When is my log due?
  2. The log is due the 12th of every month.
  1. What happens if your statement does not arrive by the log due date?
  2. A warning will be issued to the cardholder indicating "log was not submitted by the 12th of the month." Receipt of 4 warnings will revoke your card for the remainder of the fiscal year.
  1. What happens if I do not have receipts to verify my purchases?
  2. A warning will be issued to the cardholder indicating "missing receipt." Receipt of 4 warnings will revoke your card for the remainder of the fiscal year.
  1. Who do you contact when you have a problem with your card?
  2. The DPCPA should be contacted for any card problems.
  1. Can your limit be increased once your funds have been depleted? Who do I contact to do this?
  2. The limit can be increased with approval from the Office of Administrative Affairs.
  1. What is the dollar limit per purchase?
  2. All Purchasing Cards have a $1,000 single purchase limit unless a lower limit has been imposed by your department/school.
  1. What can be done if the vendor does not accept credit cards?
  2. Contact the DPCPA so that the vendor may be offered the opportunity to do so. If this item is not available from another vendor, submit a requisition to purchasing for a purchase order.
  1. How does one keep track of the budget with the procurement card process when there are no pre-approval?
  2. All charges that were received by the University during the billing cycle will be charged to an agreed upon departmental account and will appear on the Financial Account System (FAS) statements each month. It is the responsibility of the departmental managers to monitor these expenditures and ensure that they are within budgetary constraints. It is recommended that department heads require notification prior to employee usage of the card.

 

 

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