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Frequently Asked Questions - P-Card

No, batching will be performed by the State Purchase Card Administrator’s division.  

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P-Card purchases are subject to Statewide Accounting Manual, Chapter 50.10.06, Section J, Advance Prepayments.

The P-Card can be used for conference registration when:

  1. Discount is provided for paying in advance;
  2. Can substitute a participant; and
  3. If event is canceled, cardholder receives a full refund.

Registration fees for conferences, meetings, seminars and similar events whereby in special situations an organization requires preregistration along with payment and by standard policy will not accept a state purchase order/contract in lieu of payment, documentation on the vendor's stationary describing this fact must be sent together with the claim to OMES for consideration of approval or disapproval.

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OMES is responsible for downloading Fund Type-Class information and all authorized account codes, Department ID-Program Code, and CFDA information.  Agencies wanting other information available for use in Works must contact the State P-card & Travel Office.

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Comp = Complete

Requires the selected segment contain a legitimate value in order for allocation to be considered complete (i.e., certain GL fields have to be populated and if not, a red “x” will appear).

For example, a red “x” will appear if the Dept ID field is left blank.

Val = Valid

Values that are acceptable for use in each GL segment and in conjunction with the values entered in the other segments of a GL combination (i.e., Fund Type-Class, Dept ID and Bus Unit have to be entered in the Works tables individually as well as together in a combination.)

For example, a red “x” will appear if the Fund Type-Class, Dept ID and Bus Unit fields were not entered in the Works tables as an acceptable combination of codes.

Auth = Authorized

Values listed in Works for certain GL fields. Primarily a red “x” in the third position indicates that an incorrect account code has been entered in the GL01 field. All acceptable account codes valid for P-card purchases are listed in the drop-down list for this field.

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Yes, a Voucher will be created; however, payments will not be processed for a State Entity with a cumulative credit balance.  Nevertheless, the State Entity must build the voucher and attach the invoice.  Retain the voucher, the invoice, and batch slip until there are debit vouchers sufficient to offset the credit.  Once there are sufficient charges to recoup the credit, the batch slip listing the unpaid vouchers from the prior and the current billing cycles should accompany the vouchers with the required invoice documentation.

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The ComData card must be used to purchae fuel for all state-owned vehicles.  If purchasing bulk fuel, please issue a PO.  The p-card will not remove the Federal Excise taxes and should not be used.  For fuel for rental vehicles while in travel status, refer to the P-card & OBT Procedures or contact the State P-card & Travel Office.

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Yes, if the membership is an agency membership, transferable and within the P-Card statutory limits. See OSF Procedures Manual, Chapter 300, Section 318.C.3.

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Yes, merchants can impose a $10 minimum on P-Card transactions.  Prior to the Durbin Amendment (add-on to the Dodd-Frank Act signed July 21, 2010), Visa and Master Card’s operating rules banned this limitation.

Can the vendor require a minimum charge to use my P-Card on a Statewide Contract issued by Central Purchasing?
No, the merchant cannot impose a $10 minimum on P-Card transactions for purchases from Statewide Contract; however, the Statewide Contract may contain a minimum order amount.

Am I in violation of Split Purchasing for purchases of different items, made to the same vendor, totaling greater than $5,000.00, but on different dates?
The cardholder cannot divide a transaction with a vendor for different items to get below the $5,000.00 statutory single transaction limit (purchases from Statewide Contract, Regulated Utilities, Interagency Payments, and Professional Services pursuant to Title 18 § 803 have unlimited dollar amounts, see Title 74 § 85.5.L.).  Law puts a $5,000.00 cap on single standard purchase card transactions.  This generally relates to when a cardholder tells the vendor to process two transactions at the time of purchase to allow the transactions to go through the card machine.  However, if the cardholder did not know they were going to make the additional purchases at the time of the original purchase, then each purchase is compliant.  Even if the cardholder knew they were going to make the additional purchases at the time of the original purchase, there may be additional reasons the purchase would be in compliance such as lack of funding at the time of the original purchase.  

Split Purchasing means dividing a known quantity or failing to consolidate a known quantity of an acquisition for the purpose of evading a competitive bidding requirement.  “Known quantity” and “intent” are key factors in determining split purchasing.  To determine if split purchasing occurred in the scenario above, more research would have to be done.  Questions to be answered:  Were these items all part of a single approval or approved at the same time to be  purchased?  When cardholder made the original purchase, did they know of the subsequent purchases to be made?  Do vendors typically carry all the items?  Was the lack of funding during the time of the original purchase an issue?

For more information regarding Split Purchasing, please see DCS PIM-09-03

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