MBP 271

SECTION 271:  PCard
Last Updated: March 2021

PCard
University Services Building
169 Service Rd 
East Lansing, MI 48824 
Telephone: (517) 884-6080 
Business Hours:  Monday - Friday 8:00 a.m. to 5:00 p.m.
PCard

I. Purpose
II. Procedures
III. Reconciliation and Accounting 
IV. Responsibilities
V. Audits

I.  Purpose

The MSU PCard, a MasterCard® product, is designed to allow for the direct procurement of low-dollar purchases by Michigan State University faculty and staff through the use of a credit card. The intent of the program is to increase efficiency by eliminating the need for small-dollar requisitions, disbursement vouchers, and petty cash funds. PCard purchases result in quicker turnaround time, greater flexibility in ordering, and reduced paperwork. There are restrictions with the use of the PCard—e.g. personal use, travel, radioactive material, etc. For a complete list of the restrictions, as well as other information regarding the PCard, see the PCard Manual

The PCard is a privilege granted to faculty and staff (excluding on-call, temporary employees, students and graduate students). It is to be used in a responsible and appropriate manner. Fraudulent or intentional misuse (including the use of the PCard for personal purchases) will result in revocation of the PCard, possible criminal charges, and discipline up to and including termination. Periodic audits of each cardholder's transaction file and monthly statement reconciliations are conducted by Internal Audit. In addition, the PCard team conducts compliance reviews through the use of various reports and transaction audits to ensure that cardholders are adhering to MSU, MasterCard®, and bank policies and procedures. Questionable activity is referred to Internal Audit for further investigation.

II.  Procedures

Completion of a PCard holder application (PCMD) in the Finance System (approved by the fiscal officer) and attendance at an online PCard orientation are required for obtaining a PCard. A new card request requires the approval of the Dean, Director, or Chairperson (DDC). Fiscal officers (FO) will need to ad hoc route the Procurement Card Maintenance Document (PCMD) to that person who should approve the request. Once approved by the DDC, the FO should then submit the PCMD for processing. At the conclusion of the PCard orientation, the PCard holder is required to sign an attestation indicating that they understand the program policies and procedures and that the credit card is not to be used for personal use.

Individual transactions must not exceed $2,500 (including shipping/handling). Transactions at $2,500.01 and greater will be denied at the point of sale. It is not permissible to make multiple charges in the same day, or consecutive days, to the same merchant in order to facilitate a charge that exceeds $2,500 (with the exception of the payment of conference registration fees where a PCard holder needs to register multiple attendees for the same conference). Purchases from the MSU Amazon Business account in Spartan Marketplace must be placed using a PCard. PCards have a $2,500 single purchase limit, this amount cannot be changed.

Each card has a monthly spending limit that has been set by the departmental business office. All monthly spending limits are subject to final approval by the PCard team and/or Contract and Grant Administration. To request an increase to the monthly spending limit on a PCard, the FO or PCard holder must submit a Procurement Card Maintenance Document (PCMD) edit in the Finance System. Spending limit changes to Contract and Grant accounts must be ad hoc routed to the CGA office for approval. A monthly spending limit of $25,000 or greater requires the approval of the Dean, Director or Chairperson (DDC). Fiscal officers will need to ad hoc route the PCMD to that person who should make a note in the Notes and Attachments in the PCMD authorizing the change. Once approved by the DDC, the FO should then submit the PCMD for processing. Please note requests made via the PCMD will not be changed with the bank until the PCard team has approved the e-doc. The PCard holder and default account FO will receive an FYI notification that the request was completed once the PCard team has approved the e-doc. 

In addition to the expenditure policies outlined in the Manual of Business Procedures, certain items are strictly prohibited from being purchased on the PCard. For a list of restricted items, see the PCard Manual.

The MSU Federal tax identification number is embossed on the bottom line of the credit card (38-6005984). It is the PCard holder's responsibility as the MSU purchaser to ensure that tax is not charged. In those cases where the supplier does not accept MSU tax exempt status at the time of purchase, request the tax credit for those purchases that exceed $1,000. Contact the Controller's Office if you need further assistance convincing a merchant of MSU's tax exempt status beyond the Sales and Use Tax Exempt Status Certificate.

PCard orders can ship to an official MSU address, research facility location, or home address, as authorized by your departmental leadership. PCard deliveries should not be made to MSU Central Receiving unless special arrangements have been made in advance. 

The U.S. Treasury Department's Office of Foreign Asset Control (OFAC) maintains a list of countries with which economic trade sanctions have been imposed. The sanctions pertain to the importing and exporting goods and services to and from countries whose practices are inconsistent with U.S. foreign policy and national security. Under no circumstances should a shipment or purchase be made to or from a country that appears on the sanctioned list regardless of the funding source. 

Federally funded contracts further restrict purchases from certain parties who are deemed excluded from receiving federal contracts, subcontracts, etc. These individuals and/or businesses can be viewed on the U.S. Treasury Department website. Under no circumstances should purchases be made from these listed parties using a PCard tied to federal funds.

Only the authorized PCard holder may use the PCard. Delegation of authority is not permitted. Merchants require that the signature on the credit card match the signature on the receipt. Sharing the PCard with others is prohibited as it increases the likelihood of fraud. The PCard holder is held responsible for all charges made against his/her PCard and thus should monitor their card statements carefully and alert the PCard team and bank in case fraud is suspected.


III. Reconciliation and Accounting

All purchases must have an itemized receipt and a business purpose to support the expense. PCard transactions are routed to the PCard holder’s action list in KFS on an e-doc (PDCO) for approval and reallocation. These daily PCard e-docs consolidate all purchases from each PCard number into one e-doc. The PCard holder will have fourteen (14) calendar days from document create date to approve the PCDO transaction before it is auto-approved and routed to the default FO’s action list. If the PCard holder does not approve the e-doc, the system will add a note text “PCDO exceeded the allowed days and was auto approved for PCard holder.” in the PCDO Notes and Attachments tab. The FO should then ad hoc route the document back to the PCard holder requesting that the receipt be attached and that a note be added to the e-doc stating their approval of the transaction(s). Either by PCard holder approval of PCDO or PCard holder auto approval, the Fiscal Officer can then edit the accounting lines (if needed), reallocate the charge to another account, split the transaction between multiple accounts, add sub accounting elements, assign the correct object code (the default PCard object code is 6559), or leave the transaction to post to the default account and/or object code, and approve the e-doc. In cases where the PCard holder is the FO, a warning message will appear after the submit button is clicked, reminding the PCard holder to ad hoc route the e-doc for approval to a supervisor. The fiscal officer has up to 45 days after the e-doc create date to approve or the PCDO e-doc will auto-approve to the currently saved account(s) and object code(s).

 

Receipts for PCard purchases must be scanned and attached to the corresponding e-doc in KFS. All associated approvals (cardholder and fiscal officer) are to take place in KFS.

This policy applies to all PCDO e-docs. Receipts must be

  • scanned and attached to the Notes and Attachments tab of the e-doc
  • itemized and legible
A business purpose must be indicated either on the receipt, the description line, or in the Notes and Attachments tab. A business purpose means a clear explanation of how/why the item or service will be used or was needed.

It is recommended that units perform a periodic (approximately every four to six months) review for each PCard holder. This will help you to determine that university policies are being followed on a collective basis, as opposed to the daily review completed by e-doc.

IV.  Responsibilities

Although the PCard has many built-in controls, there are certain steps that the cardholder must take to ensure the responsible use of university funds. The cardholder is expected to adhere to both university expenditure policies, detailed in the MSU Manual of Business Procedures. Purchases made on the PCard must be in accordance with the established university expenditure policies and be made in an ethical manner.

The PCard is a privilege granted by the university and it is expected that it will be used responsibly.

The PCard holder is responsible for obtaining receipts, packing slips, etc. for all PCard purchases. Receipts must be itemized. When placing an order over the phone, remind the merchant that MSU is tax exempt and that an itemized receipt is required with the shipment. Consult the departmental business office as some departments require more extensive expenditure reviews. The PCard holder is responsible for ensuring receipt of materials as well as any follow up efforts required to resolve delivery problems, discrepancies, damaged goods, billing problems, and returns.

Internal Audit, Contract & Grant Administration, or the PCard team may request additional documentation on a particular transaction or group of transactions where they appear unclear or lack proper detail. The cardholder must provide the information by the date requested or the PCard may be suspended. Additionally, department administrators can request that a PCard be suspended or canceled at any time by submitting a PCMD through the Finance System. For urgent requests, please notify member of the PCard team immediately.

If the PCard is lost or stolen, it is the cardholder's responsibility to notify the bank and the PCard team. The credit card will be canceled immediately, and a replacement credit card issued. If the PCard is stolen on campus property, contact the MSU Police Department. The department/account will be liable for any charges that may have occurred prior to the PCard being canceled.

Bank of America
(888) 449-2273 (24 hours/day; 7 days/week)

PCard team:
(517) 884-6080, or (517) 355-1700

MSU Police Department:
(517) 355-2221 

There are specific duties and responsibilities for the PCard holder and fiscal officer.

PCard holder responsibilities:

  • Ensure that MSU's resources are spent in a responsible and ethical manner, in accordance with the Manual of Business Procedures.

  • Never share a PCard; only the authorized PCard holder may use the PCard.

  • Be aware of prohibited items.

  • Never use the PCard for personal use.

  • Immediately report a lost or stolen card.

  • Obtain original itemized receipts for all purchases. Note business purpose on receipt.

  • Notify the merchant that MSU is tax exempt and provide the tax ID number or Sales and Use Tax Exemption Certificate if requested by the merchant.

  • Review the PCDO in action list in the Finance System within fourteen (14) days of e-doc creation date. Scan and attach receipt into the e-doc prior to submitting it for approval by the FO. Ensure receipt of materials or service, and resolve any delivery problems, discrepancies. damaged goods, billing problems or returns with merchants.

  • Submit a Statement of Questioned Items Form to the bank for disputes that cannot be resolved directly with the merchant.

  • Notify the PCard team of any changes in address, phone, email, ect. using the PCMD e-doc.

  • When transferring to a new unit, notify the PCard team, submit a PCMD in the Finance System of the change prior to the effective transfer date. Once in the new department the employee should submit a new PCard holder application that has been ad hoc routed to  the new dean, director, or chair. If the cardholder transfers to a new department under the same unit (meaning there was not a change in the DDC as a result of the move), a PCMD edit can be submitted requesting a change to the account number. In either case, all receipts for outstanding purchases should be turned over to the Fiscal Officer so the final e-docs can be reconciled.

  • Upon leaving the university and prior to your effective termination date, the PCard holder is required to notify the PCard team to cancel the purchasing card using a PCMD edit in the Finance System. The card should then be cut up and disposed. Do not leave your card behind. You are responsible for all purchases up to the point of cancellation.

Fiscal officer responsibilities:

  • Verify a PCMD has been submitted, notifying the PCard team when a PCard holder terminates from the university or transfers to another department.

  • An FO may not provide oversight for his/her own transactions. It is the recommendation of both Internal Audit and the Purchasing Department that an appropriate separation of duties exists. In the event that the PCard holder and the FO are the same, the following warning message will be displayed after the approve button is clicked: PCard holder and fiscal officer are the same. Please ad hoc to supervisor for approval. Yes/No. Review all transactional e-docs and receipts and verify the accounting lines and that the transactions are appropriate expenditures of university funds and are in compliance with university policy.

    • Yes – continues with routing PCDO (if applicable).
    • No – returns to PCDO for additional actions. (Allows users to ad hoc route to a supervisor)
  • Complete final transactional e-doc  reconciliation for employees whose last e-docs arrive after they have left their position (the PCard holder is required to leave all outstanding receipts with the FO in this case).

  • Attend a PCard holder orientation session in order to better understand the program and ensure compliance. Advise the PCard team of any address, telephone number, and/or monthly spending limit changes for PCard holders using the PCMD in the Finance System.

  • Changes to an account number, address and/or monthly spending limit on a PCard must be processed using a PCMD edit in the Finance System. A monthly spending limit of $25,000 or greater requires the e-doc be ad hoc routed to the unit administrator, DDC, or assistant/associate DDC for approval.


V.  Audits

Internal Audit, Contract & Grant Administration, and/or the PCard team will conduct periodic audits of PCard holders' transactional e-docs and monthly statements. Additionally, the PCard team performs compliance reviews to ensure that PCard procedures are being followed properly. Questionable transactions will result in a request to the PCard holder, asking for detailed information on specific purchases. If the activity still appears questionable after receiving the cardholder's explanation, a follow-up memo is sent to the PCard holder and copied to the appropriate DDC as well as Internal Audit. The PCard holder must provide the information by the date requested or the PCard may be suspended. The university will seek restitution for any inappropriate charges made to the PCard. Fraudulent or intentional misuse (including the use of the PCard for personal purchases) will result in revocation of the PCard, possible criminal charges and discipline up to and including termination.

All administrators, faculty members, support staff, and other employees are to promptly report any known or suspected fiscal misconduct by contacting the director of Internal Audit at (517) 355-5030. The university has also established a toll-free hotline (800) 763-0764 that can be used to anonymously report known or suspected misconduct.