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The individual whose name is on the card is the
only person authorized to make purchases using that card.
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In case of loss, theft or misappropriation of the
card account number, immediately contact PNC Bank at 888-762-6011
during normal business hours and 800-685 4039 on evenings and weekends.
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Every ninety days your e-mail password will have
to be changed.
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If the cardholder and manager do not approve their
transactions at the end of the billing cycle the transactions will
still be downloaded into FRS. However,
your credit limit will not be restored until the transactions are
reviewed and approved by either the cardholder or manager. Works
will now have a feature that identifies who has signed off on a
transaction.
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Make sure you reconcile your account on a regular
basis to become aware of fraudulent charges. If you do find fraudulent
charges contact PNC at the numbers listed above.
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Be aware that the
Works software assigns to p-card transactions the default account
number that you chose when applying for the card. Works can not
change account numbers and objects codes automatically. The card
holder must change the account number and/or object code for each
purchase. If you fail to make the appropriate changes through Works
when the transactions are downloaded into FRS your budget will not
reflect accurate information.
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The purchasing card must never be used to purchase
items for personal use or for non-University purposes, even if the
Cardholder intends to reimburse the University.
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Supply all vendors with the New Jersey Exempt Number
22-75-0055K (printed on the card).
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The billing cycle ends on the 11th
of each month and the charges are exported to FRS by the 16th.
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The credit card receipt or merchant receipt must
clearly itemize the merchandise. The Cardholder needs to retain
all receipts and submit them along with the monthly statement to
the Department Head. This is where the Telephone Log comes in handy.
This is where all telephone orders, internet orders and sales receipts
should be listed and attached.
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Instruct the supplier
NOT to send Accounts Payable a separate invoice.
Make sure that the supplier knows to send the sales receipt to the
cardholder’s department billing address
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Cardholders shall provide the supplier with detailed
instructions for delivery. All shipments delivered to Central Receiving
must have the individual’s name, department and address on the packing
list. If you do not do this you will never get your goods.
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It is the cardholder’s responsibility to follow
up and obtain a credit for any recoverable amounts due to damaged
or returned goods.
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You have 30 days after the statement’s closing date
to dispute charges with PNC Bank. Please fill out the Dispute Form
to maintain a record of the dispute.
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UNDER NO CIRCUMSTANCES
SHOULD THERE BE A DIRECT CASH REFUND TO THE CARDHOLDER FROM SUPPLIERS
FOR PURCHASING CARD TRANSACTIONS.
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Your charges will be declined by the bank if you
exceed your individual transaction limit and/or your monthly credit
limit.
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There will be random audits.
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It is your responsibility to retain all documentation
for purchases.
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Purchases not allowed, in addition to those listed
in the P-card manual are:
