Purchasing Card

Purchasing Card Tips

Highlights and Tips of the Purchasing Card program
Wells Fargo Mastercard Purchasing Card

as of June 2003

Purchasing cards are issued to MSU Faculty/Staff (cardholders) which are tied to a specific MSU cost center, for the purchasing of materials and supplies. Each card has monthly spending limits tied to it. The cardholder listed on the card is responsible for all transactions charged to the card and the responsibilities associated with participation in the program per a memorandum of understanding and agreement between Minnesota State University, Mankato and the cardholder (see sample of memorandum of agreement). Upon employee termination or transfer to another department, the Program Administrator must be notified and the card cancelled. Card Purchases must not violate Minnesota State University, Mankato purchasing policies. Purchases of goods and supplies that exceed the bid limit per transaction or annually from a vendor requires bidding thru the MSU, Mankato Purchasing office

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How to purchase:

Purchases limited to materials and supply items (object code 3000) under $1000 per Transaction. The following purchases are not permitted:

• airline travel,
• registrations or other travel expenses
• automobile rentals,
• entertainment,
• restaurants and/or food purchases,
• lodging,
• service providers,
• advertisements,
• and of course bars, nightclubs, liquor stores, taverns, tobacco and tobacco products.
• This list is non inclusive.

As of April 2003

Purchases of desktop, notebook/ laptop computers are not permitted on the purchasing card without written PRIOR approval from the MSU Business Office Comptroller. If approval to purchase computers is received, the item must be registered with the university's fixed asset tracking system. Also, if approval is received, please attach a copy of the written prior approval with the receipt reconcilation for auditing purposes. MSU,Mankato Comptroller is Steve W Smith and he can be reached at 389-5022 or via e-mail, steven.smith@mnsu.edu

When purchasing over the counter:

1. Bring purchasing card or completed authorization form to Vendor.
2. Advise vendor of MSU's tax exemption status on products and goods.
3. Obtain item detail receipt from vendor.

When purchasing by phone:

1. Provide vendor with purchasing card number and cardholder's first and last name.
2. Advise vendor of tax exemption status on products and goods.
3. Shipping instructions:
   1. a. Advise vendor to have cardholders name on the outside of box shipped, on all packing slips, and on all receipts and invoices.
   2. b. Advise vendor of correct shipping address (department or receiving room).
   3. c. Advise vendor to include packing slip/invoice receipt in the box with the goods. Direct vendor NOT to send receipts under separate cover.

When purchasing via the web:

1. Follow same procedures as purchasing by phone, except for a receipt, print the screen that shows exactly what you are purchasing and the prices. Retain the screen print and attach to the weekly individual account statement.

Cardholder retains receipts until the weekly Mastercard individual account statement is faxed or emailed to them. The cardholder attaches all receipts from their purchases to the statement and signs at the bottom. The statements and the receipts are returned to Attn Helen Wenner, WA236, the Friday after receiving the statement. This procedure completes the process to provide payment to Mastercard. (It is also requested that the cardholder retain a photocopy of all receipts and account statements for their records.)

Purchasing card privileges will be suspended if receipt reconciliation’s are not submitted in a timely manner.

Note:
A credit card purchase may be declined when making a purchase if:

• The per-transaction or monthly credit limit is exceeded
• The specific type of vendor is restricted by the card
• The card has not been activated
• The card information provided to the vendor is incorrect, such as expiration date, address (236 Wigley Admin) etc.

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If you have any questions or concerns relating to your Purchasing card transactions, please contact Helen Wenner, Business Office, 389-2269.

Purchasing Card Application (PDF)