Frequently Asked Questions Purchasing Card

General

 

1. Who would I contact if my card is declined at a vendor checkout?

Contact Demetra Majors, Procurement Services, 615-898-5437.

  1. Who would I contact with a question concerning whether a purchase would be an allowable P-Card purchase?

Contact Ann Lee Whitefield, Business and Finance, 615-898-8813, or review the Purchasing Card Policy.

  1. I accidently made a personal purchase with my P-Card. What do I need to do?

Notify Ann Lee Whitefield, ext. 8813 or ann.whitefield@mtsu.edu concerning this transaction. The first business day after you catch the mistake, go to the Cashier’s window to make a reimbursement payment. Be sure to have the purchase information

Date

Reimbursement Amount

Banner index and expense account code to which the purchase was charged

Keep the receipt for the reimbursement attached to the original receipt. Document the entire process in the NOTE field of ESP for this transaction. Your approver will need to approve the purchase as normally required.

 

  1. What do I do with my P-Card and files if I retire or leave MTSU?

Prior to leaving MTSU, cardholders must do the following:

Return the P-Card to Demetra Majors in Procurement Services

Complete the P-Card Change in Cardholder Status Form and return to Ann Lee Whitefield at CAB 106 or ann.whitefield@mtsu.edu

Give your P-Card records to your approver for retention in accordance with University policy.

  1. What if I am charged sales tax on a purchase using my P-Card?

It is the cardholder’s responsibility to contact the vendor and try to recover taxes paid on the P-Card. Document these steps taken with the vendor. Upon request, Accounting Services will provide the sales tax exemption certificate to the vendor. If the vendor refuses to reimburse the tax charge, document all correspondence and provide a written explanation to retain with the receipt

 

 DOCUMENT RETENTION
 
  1. What happens if I lose my receipt or did not receive a receipt from the vendor?

Every purchase must have an itemized receipt on file. First contact the vendor for a duplicate receipt. If a duplicate cannot be obtained, complete the P-Card Replacement Receipt Form found on the Business and Finance Forms Webpage.

 

  1. What type of documentation should be kept with each P-Card purchase?

Itemized vendor receipts are required for every purchase. Appropriate forms are required when necessary or relative to the purchase. Any other documentation, such as invoices, packing slips, brochures, pictures, etc. are beneficial but not required.

 POLICY SPECIFIC
 
 

1. Can I purchase office supplies with vendors other than Staples

No. Staples is the MTSU’s contracted vendor and all employees must utilize this contract as our primary source. 

EXCEPTION: If a lower price is found or if a product is unavailable, then it may be purchased with a different vendor. Documentation supporting the purchase outside of the Staples must be kept on file with the receipt.

  1. What types of travel expenses can I purchase with my P-Card?

The P-Card is limited to conference registrations and airfare only. Please refer to the travel policy for details.

  1. How long am I required to keep my P-Card receipts?

Itemized vendor receipts are required for every purchase. Appropriate forms are required when necessary or relative to the purchase. Any other documentation, such as invoices, packing slips, brochures, pictures, etc. are beneficial but not required. 

  1. Can I purchase memberships and subscriptions on my P-Card?

Memberships and subscriptions may be renewed using the P-Card. Cardholders must retain a copy of the original application to file with subsequent receipts. Please refer to the membership and subscription policy for details.

Contact Information

Email:
boffice@mtsu.edu

Address:
Cope Administration Building,
Room #103
Middle Tennessee State University
Murfreesboro, TN 37132