Purchases - The Procurement Card can be used for purchases in the amount of $500.00 or less. The card can be used for state contract items (if on state contract, buy from that source) as well as non-contract items. The procurement card can not be used for cash advances, travel expenses, services, fuel (petroleum), standard merchant category exclusions (liquor stores, jewelry, etc.), labor charges, computer related hardware or software, or for personal use. Charges can not be split in order to avoid exceeding the $500.00 individual transaction limit.
Approved Cardholder - The card can be used only by the approved Cardholder whose name is embossed on the card. If used by someone else in the department, the cardholder is still responsible for those charges.
Documentation - Retain all sales slips/register receipts and Procurement Card slips. If it is a telephone order you need to request a fax confirmation receipt. The amount charged must match the documentation, penny for penny. Documentation must include detail of what was purchased and the amount clearly stated. Provide an explanation for purchases of film, food, or anything that appears questionable.
Sales Tax Exempt - All purchases on the Procurement Card are tax exempt. Ensure that the vendor or merchant does not assess tax. The tax exempt number is indicated on the card. If tax has been assessed, the cardholder must contact the vendor and have the tax credited to the account. Documentation for the credit must also be submitted with the receipts for that month.
Credit for Returns or Errors - If an item is returned, a credit must be shown and supporting documentation must be submitted with the monthly statement. If a vendor will not issue credit or give proper documentation for sales tax or for an unauthorized purchase, the cardholder will need to deposit the amount in dispute, in an appropriate departmental account, send copy of deposit with statement, and then we can pay the charge from the department account. If you have a dispute with a charge on your card you know you did not make, there are forms to fill out to send to Citibank. Please call Citibank first to find out the course of action that they would like for you to take.
Statements - Credit card statements are cut-off and mailed to the cardholder the 3rd day of the month. The cardholder should immediately reconcile their statement and turn into the department bookkeeper. Please note the activity on the card. On the statement, the new balance, minimum due and previous balance always show zero on every statement ( see attached example). That does not mean there were no purchases. If you get a statement, there was some sort of activity on the credit card. No statements will be sent if no activity occurred during the month. The statement must have an account number listed, to pay the charges from, and also an approval signature. Statements are due in the Accounts Payable Office by the 18th of every month. If the cardholder has not received the statement by the 15th of the month, and they know they have charges, the cardholder needs to call Citibank and request a copy of the statement be faxed to them as soon as possible. Please keep copies of your statement and receipts, in your office, for future reference if a problem arises.
Lost or Stolen Card - If a Procurement Card is lost or stolen you must immediately notify Citibank (open 24 hours a day). Call 1-800-248-4553 and report the card. Also notify Jeff Siekmann, the Site Administrator.
Questions - If you have any questions about how to proceed with a particular charge on the credit card, please call Karen Vostad, 688-6343, or Janet Peterson, 688-4728 in the Accounts Payable Office.
