Policy: http://www.policy.cornell.edu/Vol3_12.cfm
MBG PCard FAQ’s:
How do I get a PCard?
You must first have the approval of your supervisor in order to request a PCard. Your supervisor will then contact the MBG accounting staff member who handles their accounts. They will work with your supervisor in preparing the application. Once the application has received all the necessary approvals you will receive an email directing you to the tutorial web site and provide you with additional instructions.
What are my responsibilities as a cardholder?
http://www.purchasing.cornell.edu/responsibilities.cfm
What charges are prohibited on the PCard?
http://www.purchasing.cornell.edu/pcard_prohibited.cfm
Can I charge business meals using my PCard?
Yes, however, no meals can be charged using your PCard while in overnight travel status. A meal receipt must detail what was consumed at the meal and it must be accompanied by a Business Meal Detail Form. http://www.purchasing.cornell.edu/Procurement_Card_Forms.cfm
What do I do if I have lost my receipt?
A cardholder who loses or misplaces their receipt, or otherwise cannot provide an original receipt, should provide an explanation of why the receipt is missing, as well as details about the items purchased (date, vendor, description, quantity, price and total cost.).
What do I do if a vendor has charged me sales tax?
Please keep in mind that any vendor, at any time, may choose not to honor Cornell’s NYS tax exemption. If the vendor will not grant the exemption, it is acceptable to pay the tax. Cardholders should note the vendor’s refusal on the receipt. If the cardholder simply forgot to inform the vendor of the tax exemption, then the cardholder should seek a credit from the vendor.
How do I report a lost/stolen card?
To report a lost/stolen card US Bank customer service can be reached 24 hours a day, 7 days per week at (800) 344-5696. Outside the US, call collect (701) 461-2010.
What if I want to purchase an item that is over the $500 PCard limit?
See the MBG accounting staff member who handles your account.
When should I turn in my receipt/invoice?
Documentation for purchases made using a PCard should be turned into the MBG accounting staff on a timely basis (preferably within 10 days of the purchase). This document should provide the following, vendors name, what, when, cardholders name and how much (who was the vendor, what was purchased, when was it purchased, which cardholder made the charge and how much did it cost). The documentation must match the charge that is processed to your PCard. If the vendor charges shipping and that is not reflected on the documents you have the vendor must be contacted for a copy of the invoice that reflects the amount charged to your PCard. If the business purpose of a purchase is not obvious the cardholder needs to indicate what that purpose is. The account number that is to be charged needs to be indicated on the receipt/invoice.
I am returning an item; can I stop payment?
No. PCard charges are paid from a central university account. A credit should be processed to the PCard by the vendor for the item that has been returned. The cardholder needs to obtain and turn into their MBG account rep documentation from the vendor that details what the credit is for.
Can I charge a meeting registration fee using my PCard?
Conference registration fees can be charged to your PCard if the fee does not exceed your transaction limit, $500.00.