Payment Systems FAQs

• How can I find out if a check has been cashed?
  Call MSU Financial Analysis at (517) 355-5029.
• How do I find a check number?
  Go into the Payment History tab of the purchase order and click on the red Disbursement Info button.
• How does a supplier report a lost check?

  Suppliers must complete and submit the Lost Check Form immediately for checks that was never received, or was lost, stolen, or destroyed.

• How do I submit an invoice if I want to pick up the check?

  Checks marked as “Hold for Pickup” can be picked up at the Angell Building, 166 Service Rd., on Tuesdays and Thursdays from 1-3 p.m. MSU departments must email the invoice to Accounts Payable at UPL.AP@msu.edu. The email must:

  • Be received by 10 a.m. to be processed the same day (if Tuesday or Thursday)
  • Indicate "HOLD FOR PICKUP" in the email subject line
    • Example: HOLD FOR PICKUP - PO#345678 James Company
  • Indicate a preferred pickup time (to be confirmed by Accounts Payable)

  At this time, we are also asking that you evaluate the need for a Hold for Pickup check. As an alternative, we would be happy to mail the check via intercampus mail or USPS. Please consider this as an optimal choice.

• Can invoices be submitted via email?

  Yes! Note: the email addresses below are for invoice submission only—no other correspondence.

  To submit invoices via email, please follow these steps.

  Suppliers

  • Prepare each invoice as a separate PDF file.
  • Send only one invoice per email.
  • In the email subject line, include the PO number and the vendor name.
  • Suppliers: Send email to MSUPAY@msu.edu

  MSU Departments

  • Prepare each invoice as a separate PDF file.
  • Send only one invoice per email.
  • In the email subject line, include the PO number and the vendor name.
  • For expedited payment, put "Urgent" in the subject line and the account number to charge in the body of the email.
  • MSU departments: Send email to USAP@msu.edu
• How can I tell if an invoice has been processed?
  Look in the Payment History tab of the purchase order.
• How do I submit an invoice for rush payment?

  To expedite a supplier payment, MSU departments must email the invoice to Accounts Payable at UPL.AP@msu.edu. The email must:

  • Be received by 10 a.m. to be processed the same day (if Tuesday or Thursday)
  • Indicate "RUSH" in the email subject line
    • Example: RUSH - PO#345678 James Company
  • Include the accounting string that Accounts Payable will charge the $15 special handling fee to in the email body

  No other method of rush payment notice will be accepted. See the Manual of Business Procedures Section 74 for additional information on rush payment processing. 

• Where can I find PCard policies?
  PCard policies can be found in the PCard Manual and MBP 271.
• Can units request a private training session with the PCard team?
  The PCard team is available to provide training sessions to MAUs. Please note that many questions can be answered by reviewing the job aids and on-demand training video, available on the PCard Reference and Training page. MAUs interested in training for cardholders and/or fiscal officers should contact the PCard team via email.
• How do I request a PCard exception?
  Prior to putting the expense on a PCard, a PCard Exception Request form should be submitted. The PCard team will approve or disapprove the exception request. If approved, the cardholder can proceed with the purchase; otherwise, another procurement method (e.g., purchase order) should be used.
• Is the monitoring of monthly spend the responsibility of the cardholder or the FO?

  It is the responsibility of the cardholder to monitor and adhere to all university spending and PCard policies. However, fiscal officers are a critical fiduciary role in the PCard approval process and hold the primary responsibility for verifying the accuracy of cardholder documentation on the PCDO eDoc. The Fiscal Officer PCard Audit Requirements guide provides a brief overview of what FOs should be watching for.

• What attachments are required in EBS for a PCDO?
  A legible, itemized receipt is required to be attached to the PCDO, along with any other relevant documentation related to the transaction. For example, if the cardholder has purchased software, an approved PCard Exception Request form and an approved IT Readiness form would need to be attached in addition to the itemized receipt.
• Do PCard transaction eDocs auto-approve?
  No. As of March 1, 2022, the auto-approve mechanism was completely removed from PCard transaction eDocs (PCDO). Both the cardholder and the FO are required to approve the eDoc. The eDoc will route to the cardholder first and once approved, will route to the FO. Either party can also ad hoc route the eDoc for additional approvals; however, all approvals must be completed within the 45-day limit.
• Who should PCDOs be ad hoc routed to?
  If the account fiscal officer is also the cardholder, it is required that they ad hoc route the PCDO eDoc to their supervisor for PCard transaction approval. No other ad hoc routing is required per PCard policy, although individual units may have different requirements. However, it’s important to remember that all approvals—including ad hoc approvals—need to occur within the 45-day time limit. Ad hoc routing for FYI or Acknowledgement does not impact this 45-day period.
• What information needs to be updated via a PCMD?
  Any changes to cardholder information such as address, organization ID, and phone number need to be updated by the cardholder in a PCMD. If the default account number for the PCard is expected to expire, this change will also need to be requested prior to the account expiration date. All changes need to be done to each card’s record and cannot be performed in a batch.
• Can I use the PCard for any purchase that is $5,000 or less?

  The PCard single purchase limit is intended to provide flexibility to cardholders and can often be used in place of a purchase order. Purchases involving a restricted item per the PCard Manual or Manual of Business Procedures should be made using a purchase order (PO)—as should purchases that exceed the PCard single purchase limit of $5,000. For example, the purchase of office furniture costing $5,005 should be placed via PO. You can also use a PO if your purchase is less than the PCard single purchase limit of $5,000.

• What is the 1-2-3 Strikes policy?

  The 1-2-3 Strikes policy is in place to help ensure compliance and manage policy violations. Policy infractions, as determined and issued by the PCard team, may result in loss of PCard privileges. 
  
  The PCard team may issue a warning following an initial non-compliance issue.

  • Strike 1: 30-day PCard suspension
  • Strike 2: 90-day PCard suspension
  • Strike 3: PCard cancellation. The cardholder will not be eligible to apply for a new PCard for one year and will be required to retake the PCard training class.

  Note that certain violations, such as fraudulent or intentional misuse (including the use of the PCard for personal purchases), will skip the 1-2-3 Strike policy and will result in revocation of the PCard, as well as possible criminal charges and discipline—up to and including termination.
• What’s the best way to prevent strikes that are issued as a result of transactions not being approved within the 45-day window?
  Cardholders and fiscal officers should work together to determine how best to ensure compliance.
• How can payments previously made by PCard be paid if the PCard is cancelled due to three strikes?
  Prior to the issuance of any strikes, the department should investigate alternative payment options as appropriate, such as purchase orders. The department is still responsible for paying expenses incurred during a PCard suspension or cancellation.
• How are the cardholder and FO notified of a strike?
  PCard strikes will be issued via email to cardholder and default account fiscal officer by the PCard team.
• Why is strike information sent to the fiscal officer and not the cardholder's supervisor?
  The fiscal officer is part of the PCard approval chain, so those responsibilities lie with FO. Units are encouraged to discuss internal processes related to the 1-2-3 Strike Policy, such as notifying supervisors of issued strikes.
• What should an FO do if they notice a policy violation on an eDoc?
  1. Discuss the PCard policy violation with the cardholder.
  2. Confirm there is an itemized receipt attached to the eDoc, a business purpose is noted, and that the accounting string is accurate.
  3. Add a detailed note about the PCard violation to the Notes and Attachments section.
  4. Adhoc route the eDoc as an acknowledgement to the PCard Administrator Group (pcardadministrator group) before approving it.