Purchasing Card Program Frequently Asked Questions
Question: Can I use the card for employee
traveling on University business, an approved
Travel Authorization form should always be in place.
The Travel Authorization form can be located on the
Accounts Payable page. Once the travel authorization form
has been completed and approved by all the appropriate parties, the card can be used for the following:
registration fees, car rentals, gasoline to
refuel rental car, and airline tickets.
You may NOT use your card to pay for gasoline
to refuel your personal vehicle when traveling on behalf of the
University. You may NOT use your card to pay for
hotels or meals. You may not use your
card to reserve a hotel room pertaining to employee travel.
Hotels are blocked.
- Question: How can I dispute a charge on
Answer: Attempt to contact to vendor to obtain
a credit. If the vendor cannot be contacted or if the
vendor will not issue a credit, you can dispute the charge
directly with the bank. You must fill out a dispute
form and fax it to Bank of America.
Or the appropriate liaison can dispute the charge online
within BankofAmerica's WORKS system. The dispute must
be done within 60 days of the date of your VISA statement.
Question: Can I use the card to purchase items on
Answer: Yes, but make sure that you print out your
"shopping cart" complete order and forward to your liaison for reconciliation. In
addition, once the item is received, forward the packing slip to the liaison.
Question: Can I used the card to place orders via
Answer: Yes, but make sure that the vendor faxes or
emails you a confirmation to be used for a receipt.
The vendor SHOULD NOT send an invoice to Accounts Payable.
Question: What should I do if my card is declined?
Answer: Call the Card Administrator in Purchasing Services
at 803-323-2143, ext. 6025. The Administrator will
immediately contact the bank and determine the reason for the decline.
If the Card
Administrator and the Bank resolve the decline, then the vendor can call
1-800-300-9776 to obtain a manual override for that particular transaction.
Can the card be used with Aramark?
Question: Can the card be used at The Bookworm?
Question: What if I lose the receipt?
Answer: Contact the vendor for another receipt.
As a last resort if no receipt can be
obtained, create a receipt and document the situation, listing the items that were
including vendor name, charges, and date purchased. Sign the document and forward to
department head for signature. Then forward to liaison for permanent retention.
Question: What Are the Limits on My Card?
Answer: Default University limits are: $10,000 per month
and $1,500 per transaction. However these limits
may vary from card to card. The Purchasing Card
Administrator will cover these limits with you at the time of card
distribution and will so notate on your Cardholder's Quick
Reference Guide distributed at the same time as card distribution.
If you cannot remember your card limits, contact the Purchasing
Card Administrator at ext 6025.
Question: During the reconciliation/allocation
process, when should the "Taxes Status"
field be changed to "Subject to Use Tax?"
Answer: When sales tax was not paid and SHOULD have
been paid. For example, if you purchase a tangible item and
no sales tax was charged, then change the field to
"Subject to Use Tax." When
the transaction posts to
Banner, an additional
7% will be
automatically encumbered on your Banner FOAP. This will be paid
directly to the State of South Carolina since the vendor did not
charge you sales tax. Some purchases are not taxable.
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