Cardholder/Reconciler Procurement Card Online Guide: Business Rules

These rules apply specifically to cardholders and their designated proxies.

Changes Effective May 1, 2006
Card Limits	$2500 per transaction $10,000 total each billing cycle per card Purchases of equipment with a cost exceeding $1,000.00 are not allowed.
Taxes	NOTE: We are tax exempt on goods, however, we do pay gross receipts tax on services and rentals. It is the Cardholder's responsibility to alert the vendor of our exempt status.
Disputes/Credits	It is the cardholder's responsibility to contact the bank to ensure a credit is received from the bank and applied to the correct Index number and Account code.
Lost/Stolen Cards	Cardholders must call (800) 449-2273 Inform Accounts Payable immediately!
Returned Merchandise	The cardholder/reconciler is responsible for ensuring a credit is received and applied to the correct Index number and Account code.
Maintenance and Retention of Procurement Card Records	Original receipts are required for all PCard transactions and must be maintained by the department per cardholder. Guidelines can be found on Audit Services website at http://www.nmsu.edu/~audit/tools.html. In the event that a receipt can not be obtained, a missing receipt form is available at http://www.nmsu.edu/~boffice/forms/C_PCardMissingReceiptForm.pdf
PCard Transaction Processing	A cardholder/reconciler has 6 days from the PCard system email receipt to process each transaction. If the transaction is not processed WITHIN that time, the transaction will be forwarded to the designated approver.

ApproverProcurement Card Online Guide: Business Rules

These rules apply specifically to approvers and their designated proxies.

Changes Effective May 1, 2006
Declining Transactions	Only decline transactions that are unallowed purchases. Enter a comment for each declined transaction.
Deadlined Transactions	If a transaction is received that deadlined from the cardholder, it is the approver's responsibility to enter a purpose and description.
PCard Transaction Processing	An approver has 6 days from the PCard system email receipt to process each transaction. If the transaction is not processed WITHIN that time, it will be forwarded to the designated fiscal monitor. A subordinate should not be officially assigned as the approver of transactions of their direct supervisor. Questions in this area should be directed to the controller's office 646-2432. No one can approve their own transaction.

These rules apply specifically to fiscal monitors and their designated substitutes.

Changes Effective May 1, 2006
Card Limits	$2500 per transaction $10,000 total each billing cycle per card Purchases of equipment with a cost exceeding $1,000.00 are not allowed.
Taxes	NOTE :We are tax exempt on goods, however, we do pay gross receipts tax on services and rentals. It is the Cardholder's responsibility to alert the vendor of our exempt status.
Declined Transactions	Transactions are only declined for unallowable charges. An email is sent to University Accounts Receivable (UAR), notifying them that a receivable must be set up in the cardholder's name, and sent to the cardholder, notifying them of the unallowable charge.
Fiscal Monitor Substitutions	If you plan on being out of the office for an extended amount of time (i.e. Annual Leave) please notify Financial Systems Administration (FSA). A minimum of 1 week notice is needed to make the substitution and the following information is required: Fiscal Monitor on leave Substitute Fiscal Monitor Dates of substitution
PCard Transaction Processing	Fiscal monitors have five days from the PCard system email receipt to process each transaction. After five days, a notice will be sent to their supervisor.

These rules apply specifically to the responsible parties for split transactions and the transaction process.

Changes Effective May 1, 2006
Tax Split	If a vendor inadvertently applies tax to a purchase, the tax must be split from the remaining transaction. NOTE: The cardholder/reconciler is responsible for ensuring a credit is received.
Index Number Split	To apply a purchase to multiple index numbers, split the transaction by index number.
Multiple Account Codes	To apply multiple account codes to one charge, split the transaction b the account code.