Purchasing
You are here: Home FAQs

FAQs

  1. I've taken the ProCard test and passed.  When do I get my card?
  2. How long does it take to receive a new ProCard?
  3. If another employee needs to use my card for a purchase, what procedures should be followed?
  4. What’s the difference between a departmental card and an individual card?
  5. What should I use as my billing address when placing orders online?
  6. I need to purchase an item that exceeds my transaction limit.  What should I do?
  7. I’ve already reached my monthly limit and I need to make additional purchases.  How should this be handled?
  8. Why did a transaction decline when I know that I have not exceeded my transaction or monthly limits?
  9. Why does my replacement card have charges when we have never used it?
  10. I did not receive my monthly PNC bank statement.  What should I do?
  11. How often do I need to reallocate/approve charges in PeopleSoft?
  12. I accidentally reallocated a charge in PeopleSoft to the wrong speedtype or account code.  How can I fix it?
  13. I was not able to reallocate my charges in PeopleSoft before the cut-off date.  What should I do?
  14. Do I have to use the Transaction Summary Log from the ProCard website?
  15. Should I sign off on the Transaction Summary Log if all the necessary documents are not present and/or there is questionable activity?
  16. Can I use my ProCard to pay for travel expenses?
  17. When is it acceptable to use the ProCard to pay for a rental car?
  18. Can I use my ProCard to pay for conference registration fees?
  19. Can you give some examples of acceptable item descriptions and their business purpose on the Transaction Summary Log?
  20. What is considered an office supply?
  21. What if OfficeMax doesn’t have the office supply I need in stock? or, I can find the same item cheaper at Wal-Mart, do I have to buy it from OfficeMax?
  22. What should I do if the vendor charges sales tax on my order? 
  23. What information should be on the receipt for it to be a valid receipt?
  24. What do you do if the vendor is not able/equipped to give an itemized receipt?
  25. Is a fax receipt or email confirmation accepted as an original receipt.
 
  1. I've taken the ProCard test and passed.  When do I get my card?
    • The card creation process is not automatic.  After completing the test, you must enter an application through PeopleSoft.  The following day, you’ll need to print the application form from University Reports, obtain the appropriate signatures, then send the application to the ProCard Office.   More details on the application process can be found on our website.

  2. How long does it take to receive a new ProCard?
    • 3-5 business days after the ProCard Office receives the completed application form.

  3. If another employee needs to use my card for a purchase, what procedures should be followed?
    • The person checking out the card must complete an Employee Usage Agreement.  The original should be sent to the ProCard Office; a copy should be retained by the cardholder.
    • A sign-in/out log must also be maintained by the cardholder.  The log should be signed by the other employee at the time they check-out the card, then signed again to show when the card was returned.  

  4. What’s the difference between a departmental card and an individual card?
    • Both a departmental card and an individual card are assigned to a single employee/responsible party.  This person controls access to the card and authorizes others to use it as necessary.  A departmental card, however, is intended to be used in situations where the volume of purchases per individual is so low as to not require a card for each person.  In addition, some offices prefer a single departmental card as it centralizes the approval process on potential transactions and only requires the approval of one transaction summary log each month.
    • A sign-in/out log must be completed when a card is checked out to persons other than the responsible party.  
    • Department cards must be canceled and reissued with a new number when the responsible party changes for any reason (termination, transfer, change in job duties, etc.).

  5. What should I use as my billing address when placing orders online?
    • Your card's billing address was designated on your ProCard application.  A member of the ProCard staff can also provide this information.

  6. I need to purchase an item that exceeds my transaction limit.  What should I do?
    • A spending limit increase form should be submitted explaining the need for the increase.  The transaction limit can be changed either temporarily (usually 30 days) or permanently.  All spending limit increases must be approved by the department head/chair.  Splitting a transaction as a means of circumventing the transaction limit is a violation of ProCard policy.

  7. I’ve already reached my monthly limit and I need to make additional purchases.  How should this be handled?
    • A spending limit increase form should be submitted explaining the need for the increase.  The monthly limit can be changed either temporarily (usually 30 days) or permanently.  All spending limit increases must be approved by the department head/chair.  

  8. Why did a transaction decline when I know that I have not exceeded my transaction or monthly limits?
    • The decline is most likely due to an incorrect billing address or expiration date (for online orders), expired grant, or a blocked Merchant Category Code (MCC).   Several MCC codes have been blocked on all cards to assist with compliance of policies.  Contact the ProCard Office to determine the specific reason for the decline.

  9. Why does my replacement card have charges when we have never used it?
    • Charges automatically move from the canceled card to the replacement card.  The PNC bank statement should be carefully reviewed for the month(s) in which compromised charges were discovered to ensure all charges have been disputed.

  10. I did not receive my monthly PNC bank statement.  What should I do?
    • PNC sends electronic bank statements the day following the end of the billing cycle. Statements are only sent for cards that had activity within the billing cycle, i.e. if you did not have any transactions, you will not receive a statement.  If your card had activity and you did not receive a statement, please email a member of the ProCard staff with the cardholder’s last name and the last 6 digits of the card number.  We will manually generate the missing statement for you.

  11. How often do I need to reallocate/approve charges in PeopleSoft?
    • You are encouraged to check for charges and reallocate/approve them in a timely manner, either daily or weekly.  Please do not wait until the end of the billing cycle to reallocate/approve all charges at once as this creates a slow-down in the system.

  12. I accidentally reallocated a charge in PeopleSoft to the wrong speedtype or account code.  How can I fix it?
    • Contact Charlotte Numann at 852-8218 or email immediately if you need a transaction reset to its original state.

  13. I was not able to reallocate my charges in PeopleSoft before the cut-off date.  What should I do?
    • You should complete an IUT to move charges to the correct speedtype and account code.

  14. Do I have to use the Transaction Summary Log from the ProCard website?
    • Cardholders are encouraged to use the Transaction Summary Log provided on the ProCard website because it contains all of the required information.  However, this can be adapted to your department’s needs as long as it includes all required information (last 6 digits of card number, printed names, signature lines, description of item(s) purchased and business purpose, amount, transaction date, etc.).  If you are uncertain as to whether your custom log is acceptable, please contact the ProCard Office.

  15. Should I sign off on the Transaction Summary Log if all the necessary documents are not present and/or there is questionable activity?
    • No.  The required documents for all transactions must be present before signing/approving a log.  This includes receipts, backup documentation, clear business purposes, and bank statement.  Immediate action should be taken if the required files have not been submitted by the reconciliation/approval deadline (15th of each month).  
    • Any questionable activity should be reported to the ProCard office as soon as it is discovered.

  16. Can I use my ProCard to pay for travel expenses?
    • The ProCard cannot be used for faculty, staff, or student travel.
    • The ProCard can be used for non-employee travel (except airfare) for authorized university purposes, such as recruitment. See Controller’s Office travel policy.

  17. When is it acceptable to use the ProCard to pay for a rental car?
    • The ProCard can be used to cover one-day rental car expenses, including gasoline.  The one-day trip must not include an overnight stay at a hotel.  Trips including an overnight stay would be considered “travel” and must adhere to the Controller’s Office guidelines for payment/reimbursement.

  18. Can I use my ProCard to pay for conference registration fees?
    • Yes, you may use the card to pay for the registration fee as well as the meals and events that are included in that fee.  However, if the registration fee also includes the hotel stay, the hotel charge must be separated and paid by the employee as part of their travel voucher.

  19. Can you give some examples of acceptable item descriptions and their business purpose on the Transaction Summary Log?
    • NAPCP conference registration for Jane Doe
    • Office supplies (toner, pens, stapler) for Dr. Jones’ lab
    • HP laserjet printer for Henry Smith
    • Payment of invoice #1234 for repair of microscope in the biology lab
    • Business meal with Pam Jones (guest speaker for...)

  20. What is considered an office supply?
    • Visit Purchasing’s website for a detailed description of an office supply.   Technology items such as printers, mice, keyboards, etc. are not considered office supplies and do not need to be purchased from OfficeMaax.  However, you are encouraged to check the OfficeMax website first to determine if they have a cheaper price than the competitors.

  21. What if OfficeMax doesn’t have the office supply I need in stock? or, I can find the same item cheaper at Wal-Mart, do I have to buy it from OfficeMax?
  22. What should I do if the vendor charges sales tax on my order? 
    • The University of Louisville is exempt from Kentucky sales tax on all purchases.  If you are charged sales tax, contact the vendor immediately to provide a copy of our sales exemption certificate.  (Our tax exempt number is located at the top left corner on the front of the ProCard).  If the vendor will not refund the tax, document your efforts and keep it with the receipt.

  23. What information should be on the receipt for it to be a valid receipt?
    • The receipt must be original and itemized, including vendor name, vendor address, description of item(s), amount, ship/bill to address. For business and entertainment, receipts must be itemized. See alcohol/entertainment policy for more details.

  24. What do you do if the vendor is not able/equipped to give an itemized receipt?
    • Write down the items purchased and the price or attach a copy of a menu and mark the items that were purchased.  The totals should equal the amount of the receipt.

  25. Is a fax receipt or email confirmation accepted as an original receipt.
    • Yes, but it must include the required information (vendor name, vendor address, description of item, amount, ship/bill to address).
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
Personal tools