Purchasing Card Information

Welcome the College's Purchasing Card Information webpage.  Please download and read the documents posted here. 

If you have any questions, please contact the College's Purchasing Card Administrator at pcardadministration@fandm.edu

 

SPECIAL ALERT - PCARD FRAUD ATTEMPT

On May 12, 2016, Carrie Rampp, CIO and Associate Vice President Information Technology Services, shared the following message regarding reports of telephone solicitation during which the caller requests your Pcard number.  Please do not provide your Pcard number to anyone that you do not have a confirmed business relationship with.  Here's the message from Carrie:

FPS,
Please be aware we have had a few reports of one or more individuals calling campus offices, suggesting they are from 'the warehouse' and need a PCard number to pay for a toner delivery.

This is a flavor of telephone fraud.

Please keep your level of skepticism exceptionally high when receiving phone calls seeking information of this sort especially given our small campus when you would more than likely be hearing from someone you know personally, who willingly gives their name, if there was in fact a real issue to address (for example, Mary Anne Helm in ITS or Annie Manning in F&O).

If you have a Phillips unit, there is no charge for toner as its included in the lease.  Replacement units are delivered automatically by F&O.  If it's not a Phillips printer, but instead one your department decided to purchase, you may be buying toner directly from a provider or working with Mary Anne Helm in ITS to order these replacements and she charges your department.  Either way, no one should be calling asking you for a credit card number.

Do not hesitate to be skeptical, ask questions and defer action to give yourself an opportunity to call relevant offices and confirm details.  No on-campus delivery or supply services ask for payment information this way.  If you order paper or other supplies through repairs.fandm.edu we use various automated Banner feed processes to charge you, not the PCard system.

When in doubt about something like this, do not hesitate to contact ITS, F&O or our Business Office for assistance.  

I am happy to answer your questions.

Carrie

 

Carrie Rampp

Associate Vice President & CIO

Franklin & Marshall College

PO Box 3003

Lancaster, PA 17604

717-358-4161 

 

 

PCard Training Workshop Schedule

Tuesday, April 4, 2017 2:00 pm - 3:00 pm.

Harris 039, the conference room located in the Innovation Zone  

 

Monday, April 10, 2017 10:30 am - 11:30 am.  

Harris 039, the conference room located in the Innovation Zone

 

Tuesday, April 18, 2017 10:00 am - 11:00 am.

Harris 039, the conference room located in the Innovation Zone

 

 

Employee Pcard Agreement 

Please download the form provided here to begin the process to acquire a purchasing card.  Here is an excerpt from the form the gives a preview of what is needed to complete the form.

Section 1 – Type of Request

  1. Choose “New Card Privileges” if this is a new card request for a position that never had a card before. This type of request needs to be approved by a senior officer.

  2. Choose “New Employee in a position with current card privileges” if there is a new person in the position.

  3. Choose “Replace” if a replacement card is needed.

  4. Choose “Delete/Close” if the position no longer will be authorized to have a card

Section 2 – Applicant Information

  1. Fill out ALL fields. Credit is issued in the name of the College and the issuance of an F&M purchasing card will not affect the employee’s personal credit rating. However, it is important to note that by signing the Employee Usage Agreement, the employee is accepting personal liability for any intentional misuse of the card.

Section 3 – Credit Limit & Purchase Requirements

  1. Using the check boxes, select the type(s) of transactions you will be making with your P-card. If your business purpose is not listed, select “Other” and note the expense type in the blank.

  2. List the amount you think you will typically spend per month on the P-card. Note – your credit limit may end up being higher or lower than this amount, and real-time credit limit increases can be requested for emergency situations.

  3. Select whether or not you will use the card for International travel.

Section 4 – Accounting Information

  1. List the General Ledger account that you want to list as your default account. If charges are not reconciled by the 15th of each month, charges will default to this account and appropriate escalating corrective actions will be taken with the cardholder. 

  2. Normally the P-card holder is required to reconcile the card charges electronically by the 15th of the month. If you have a situation where another employee is being assigned to electronically reconcile your charges, list their name here. This “reconciler” must sign at the bottom of the application so that they are aware of these responsibilities.

  3. List the name of the person responsible for electronically approving the card transactions by the 20th of each month. This is normally the card holder’s supervisor, but special situations may apply.

Section 5 – Employee Usage Agreement

  1. Carefully read and ensure you understand the Employee Usage Agreement. The reconciler (if applicable) and approver must also read and understand the Employee Usage Agreement.

Section 6 – Approvals

  1. Cardholder signature – required on every application

  2. Reconciler signature – required only on applications where the cardholder is assigning reconciling duties to another employee.

  3. Approver signature – required on every application (normally the cardholder’s supervisor, but exceptions may apply)

  4. Senior Officer approval – required if this is a card being issued for the first time to a position

Application Submission and Card Pick-Up

  1. Submit completed and signed Purchasing Card Application to the P-Card Administrator via:

    a. Campus Mail – Attn: Dianna Zimmerman, Business Office- 644 Race Avenue.                                 b. E-mail scanned attachment to PCardAdministration@fandm.edu
  2. When the card arrives, the cardholder will be notified by the P-card administrator. The cardholder must attend a training session before the card will be issued. The cardholder should make an appointment to pick up the card in the Business Office in order to receive additional procedures and instructions for activating the card.

Purchasing Card Reconciliation Process 

The document provided here will guide you through the purchasing card reconciliation process.  Please remember to attach all receipts to the monthly statement and forward to your approver so they have the backup of purchases to review when approving your monthly statement.  If you feel that there is a charge on your statement that is in error, please use the PNC Charge Dispute form to report the transaction. 

Purchasing Card Approval Steps 

The document provided here will guide you through the purchasing card approval process.  Please remember to forward all receipts and documentation to Accounts Payable in the Business Office, (including any necessary additional approvals needed such as approval for alcohol purchases). 

PNC Charge Dispute Form

 

If  you believe an item on your statement is in error, download and complete this form and send it no later than 60 days after the date of first statement that included the charge.  Be sure to sign the document. Send the completed form to PNC via

U. S. Mail to PNC, P. O.  Box 2859, Kalamzoo, MI 49003-2859, or

Fax to (269)973-1688

Email to billinginquiries@pnc.com