Payments

Policies + Procedures

The PCard is to be used for purchases up to or equal to $5,000—and purchase restrictions apply (e.g. personal use, travel, capital assets, radioactive material, etc.). Procedures, guidelines, processes and other PCard information is available in the PCard Manual and MBP 271.
A graphic of the cover of the MSU PCard Manual

Requesting a policy exception

The PCard Exception Request form is used to request an exception or to make a PCard purchase that is restricted by the PCard Manual and/or the Manual of Business Procedures Section 271. These exceptions are granted on a limited basis and require detailed justification.

Filing a dispute

There is a 60-day period in which you can file disputes with the bank. Questioned transactions should be discussed first with the merchant, and should be referred to the bank only after attempts to resolve the matter with the merchant have failed. The bank will require you to fill out and fax or mail a Statement of Disputed Items form along with any supporting documentation. 

Tracking purchases

Cardholders are responsible for obtaining itemized receipts for all PCard transactions—and some departments require extensive expenditure reviews. Keeping a PCard transaction log is helpful in reconciling your transactional eDocs. All PCard transactions, once logged in KFS, must be reviewed and approved (with appropriate documentation) within 45 calendar days.