PCard Manual and Forms

The MSU PCard is designed to allow for the direct procurement of low-dollar purchases by faculty and staff through the use of a credit card. The intent of the program is to increase efficiency by eliminating the need for low-dollar requisitions, disbursement vouchers (DVs), and petty cash funds. PCard purchases result in quicker turnaround time, greater flexibility in ordering, and reduced paperwork.

Applying for a PCard

The PCard is a credit card designed for the direct procurement of small dollar purchases by staff and faculty. Apply for a PCard in the Finance System.

Important: New PCard requests require the approval of the dean, director, or chairperson (DDC). Please ad hoc route the application to that person prior to sending it to the PCard Team for processing. Requests received without the approval of the DDC will be disapproved.

PCard Manual

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.

Tracking spending

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.

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 Item form along with any supporting documentation. 

Questions?

Email the PCard team or call (517) 884-6080.