P-Card External Audits
P-Card Billing Cycles
PURCHASE CARD FREQUENTLY ASKED QUESTIONS
Can the vendor require a minimum charge to use my P-Card?
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?
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?
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:
Can the P-Card be used to pay for membership in professional organizations?
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.
Can I use my P-Card to purchase fuel?
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.
What does “Comp/Val/Auth” mean?
For example, a red “x” will appear if the Dept ID field is left blank.
Val = Valid
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
How do my agency’s GL Codes get entered into the Works tables for my use?