Purchasing Card FAQ
DOWNLOAD: Card Holder Agreement and User's Guide
- How do I get a Wittenberg University purchasing card?
- When are transactions to be reviewed?
- What happens if I miss a deadline for approving transactions?
- Why has my ProCard logon account been disabled and how do I get it active again?
- I forgot my password for ProCard. Is there a way to retrieve it?
- Why have my approvals and edits in ProCard disappeared? I know I did them!
- My transaction was denied, how embarrassing! Why? What can I do?
- I have to make travel arrangements, but the spending limits on my card are too low. What do I do?
- My card has been lost or stolen! HELP!!!
- Can someone else make a purchase for my using my card?
- I reviewed my transaction report on ProCard and found a transaction that I do not recognize or understand. What do I do?
- There is an error on my Transaction Report. How can I get it corrected?
- How long do I have to keep my statements?
To obtain a card, call Susan Swank at 327-7004 or email to firstname.lastname@example.org to request a purchasing card. A Cardholder Agreement form will be sent to you through campus mail. When the first section of the form has been completed, return it to Accounts Payable.
It usually takes 7-10 business days for Accounts Payable to receive the card from the contracted card provider, PNC Bank.
When the card arrives, Susan Swank will contact you to schedule a training session. This session lasts approximately 45 minutes to an hour. During this training, the terms of the cardholder agreement will be explained and you will have an opportunity to ask questions. You will also be introduced to ProCard. ProCard is the website at which you will review and approve the transactions you make on your purchasing card. Upon completion of the training session, you will receive your card. Return to Purchasing Frequently Asked Questions.
You can view and approve your transactions as often as you like. At minimum, you must review and approve your transactions monthly. A good rule-of-thumb is to schedule time every month between the 1 st and 4 th to approve transactions from the prior month. You will receive a monthly email reminder stating the required completion date. Return to Purchasing Frequently Asked Questions.
Whether or not you review your transactions, they will be charged to the automatically assigned account number identified on the report. Frequent failures to approve your transactions may result in loss of card privileges. In addition, it is much more difficult for you to correct errors after the transactions have been charged to your account.
If you did not review your transactions and there were account number errors on your transaction report, you will have to send a memo or e-mail to Accounting Services identifying the dollar values and account numbers that need to be changed.
If you did not review your transactions and there were erroneous transactions on that report, your budget will be assigned the cost of the mistaken transactions until you have made the necessary corrections with the vendor and the corrections have worked their way through the banking system. Return to Purchasing Frequently Asked Questions.
As a security measure, ProCard will lock your account if there have been 3 unsuccessful attempts to log in. Call Susan Swank at 327-7004 to get it active again. Return to Purchasing Frequently Asked Questions.
Call Susan Swank at 327-7004. Return to Purchasing Frequently Asked Questions.
For security reasons, there is a 20-minute time limit. If, after 20 minutes on screen, you haven’t changed screens, you will be automatically logged out and any changes you made will not be saved. If you know you will be on your transaction screen longer then 20 minutes, click on the “Save” button once in a while to save your work. Also, for those of you managing more than one card, you may want to view and save them separately, thus ensuring that your time limit does not expire. Return to Purchasing Frequently Asked Questions.
There are several reasons for which you might be denied a purchase with your card. Most often, it is because the vendor has an electronics problem in which the transaction cannot get to the bank. Other reasons include:
1. You are over your monthly limit (generally $5,000/month).
2. You are trying to purchase something over your transaction limit ($750).
3. The shipping address you have given is not identical to the address on your statement. This happens frequently when making an online purchase.
If your transaction is denied, call Susan Swank at 327-7004. An inquiry will then be made as to the reason for the denial. Return to Purchasing Frequently Asked Questions.
Go ahead and make your travel arrangements with the card. TRAVEL TRANSACTIONS ARE NOT ASSOCIATED WITH THE LIMITS ON YOUR CARD. Also, the amounts that you spend for travel expenses are not added to your monthly spending limit.
Remember though, when making reservations it must be a direct expense with a hotel and/or airline. Travel agencies are not coded as travel related. Return to Purchasing Frequently Asked Questions.
Immediately contact Customer Service at 1-800-685-4039. Calls are answered 24 hours a day, 7 days a week. You will be asked for the last 4 digits of your Social Security Number which we replaced with the month and date of your birth. Return to Purchasing Frequently Asked Questions.
Someone else can make a purchase using your card; however, YOU ARE RESONSIBLE FOR ALL PURCHASES MADE WITH YOUR CARD. If misuse or fraudulent use of the card occurs, it is your responsibility. The person that you allowed to use your card, it not responsible. Return to Purchasing Frequently Asked Questions.
Contact the vendor and give them as much information about the listed transaction as possible. For example, reference number, transaction date, dollar amount, etc. This should be enough for the vendor to give you a list of the item(s) purchased as well as the name of the purchaser. Return to Purchasing Frequently Asked Questions.
The first step is to contact the vendor. Give the vendor the reference number, transaction date, and dollar amount of the purchase. Explain the error and ask the vendor to credit your account. Generally, the vendor can find the error and correct it. If this approach does not resolve the matter, contact the Accounts Payable department and a dispute form will be submitted on your behalf. Return to Purchasing Frequently Asked Questions.
Statements are to be retained for 18 months. In January of the current fiscal year, you may discard statements from the previous fiscal year. Be sure you tear or shred any paperwork that discloses your full credit card number. Return to Purchasing Frequently Asked Questions.