| 1. Q: What is the purpose of the
VU Procurement Card
Program and what exactly is a VU Procurement Card? |
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| A: To allow departments to react quickly to business needs and
make certain ad hoc purchases directly without the need to go through Procurement. Our
VU
Procurement Card is actually a MBNA VISA card that has been specially designed
for us by MBNA. |
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| 2. Q: Are there any restrictions as to what I can buy? |
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| A: Yes, some. The procurement of certain items will not be
allowed under the program. They are listed later on in this document. |
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| 3. Q: What are some examples of items that can/should be
charged to the VU Procurement Card: |
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A:
Items that can be purchase include:
- Books, periodicals, subscriptions and newsletters
- Audio and video tapes
- Dues and Memberships
- Water Delivery
- Airline and Train
ticket
- Photo, art, shop, and lab supplies
- Flowers, small gifts, etc
- Conference and seminar registration fees
- Stamps, postage
- Computer Hardware,
monitors, printers and scanners, ONLY when using the Dell/Villanova
web site, see the Dell web page for more information
- Computer Software
under $500.00
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| 4. Q: How do I actually obtain something using the
VU
Procurement Card? |
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| A: Almost identical to the way you probably now purchase items
using one of your own personal credit cards. This can occur by presenting the card to a
vendor in person, by giving your purchasing card number over the telephone, by FAX, by
authorizing its use on a mail order form, or by placing an order on a secured web site. |
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| 5. Q: What about Pennsylvania sales tax? |
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| A: The University is tax exempt on most, but not all, purchases. Vendors should be told that Villanova is a Pennsylvania Tax Exempt Entity. Our tax
exemption number is 75-25069-0 (available on the bottom of your card) and should be given
to the vendor. Some vendors may ask for a copy of our exemption certificate; this is
within their rights, and a copy can be obtained from or mailed from the Procurement
Department (X9-4245).
Some vendors will still insist on levying the sales
tax (again within their rights). Rather than a lengthy discussion or
confrontation, simply allow it to be charged and note the amount in the proper
column on your monthly VU Purchasing Card Transaction Log
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| 6. Q: Can I make personal purchases with the card? |
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| A: No, since the bill will be paid directly by
the University, no personal purchases may be made using the card, even with the intent of
reimbursing the University. Personal charges made on the card will result in the immediate
revocation of the card for the individual and could subject the individual to disciplinary
action. |
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7. Q: If an item can be charged to the VU Procurement Card, is it required
that I use the card? |
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| A: Generally, yes. |
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| 8. Q: Can I still use the Procurement Department? |
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| A: Yes, if Procurement can add something to the process. Perhaps to locate a source,
availability, etc.; however, the card should still be used after a source is located. |
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| 9. Q: Can I use the VU Procurement Card for travel
and entertainment? |
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| A. It is highly
recommended to use the Procurement Card. If you do not have a
Procurement Card the Departmental Card can be used for this type of charge. |
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| 10. Q: Can I use the VU Procurement Card on campus
in locations that accept credit cards? |
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| A: The card may be used in the bookstore. However, it may not be used in other campus
locations. Since the gross proceeds of a sale are not received by the vendor, it would not
make sense to use it. Other mechanisms are in place to allow the purchase of goods or
services on campus. |
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| 11. Q: How do I obtain a VU Procurement Card? |
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| A: Each Department Head will be asked to authorize a minimum number of cards
(two-three) per department. These cards would generally be assigned to those individuals
who have "procurement responsibility" for the department. |
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12. Q: Can an individual receive more than one card? |
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| A: Generally not; however, since your department's account number
is linked to your card, there may be cases where an individual with procurement
responsibility for more than one department could be issued additional cards. Multiple
cards might also be issued to individuals with several research grants. |
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| 13. Q: What happens if my card is misplaced, lost, or
stolen? |
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| A:
Just like any other credit card, Wachovia Bank at 1-877-826-0933
team 1 should be notified immediately to limit the University's liability for
fraudulent purchases. Also, please notify the Procurement Department at ext.
97445 promptly to report
lost or stolen cards. |
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14. Q: What happens if I leave the University? |
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| A:
You are required to return your card (cut in half) to your Department Head
or the Procurement Department |
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| 15. Q. What happens if I transfer to another department? |
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| A: If you still require use of your card, a
Account Maintenance Request Form should be completed (available on this web site). Otherwise, cut your Card in
half and return it to your Department Head or the Procurement Department. |
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| 16. Q: Who pays the bill, how does the University know it
is correct, and what deadlines are involved? |
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| A: Each month you will receive a billing statement from Wachovia Bank
which will look very similar to those that you receive in conjunction with any personal
charge cards that you may have. Your billing statement should be compared and reconciled
to your Purchasing Card Transaction Log or ProCard Report log, and any discrepancies
should be investigated. |
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| 17. Q: How will VU Procurement Card purchases be reflected
against my budget? |
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| A: Each card will be assigned the 6-digit BFS index of
your department, and all items obtained under the VU Procurement Card Program will
be charged to your account number that the vendor's MCC code linked to.
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18. Q: Isn't all this going to be more paperwork than under the
present system? |
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| A: Probably not, if you consider that a requisition,
purchase order, receiving documents, invoice, and Procurement Department check have been
eliminated for each purchase. |
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19. Q: How should billing discrepancies or disputes be handled? |
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| A: Generally, the cardholder should resolve any
discrepancies directly with the original vendor and request that credits (or additional
charges) be processed in time for the next billing cycle. Just as with your personal
credit card, any disputes that cannot be resolved directly with the vendor must be filed
with Wachovia Bank. The cardholder must fully document the problem on the dispute form
that is on the reverse of the statement and mail to the address that is indicated. Fairly
strong consumer protection laws are in place to protect you (us). Such disputes must be
filed in writing within 60 days, acknowledged by Wachovia within 30 days and resolved
within 90 days. |
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20. Q: What items cannot be charged to the VU Procurement Card: |
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A:
Items that cannot be charged include:
- Personal charges, even
with the intent of reimbursing the University
- Rents and Leases
- Honorariums
- Capital Equipment
- Annual Contract
Maintenace
- Traveler's checks or
cash withdrawals from ATM machines
- On-campus purchases of
any sort (except for the University Bookstore) or for services which
can be performed by another on-campus department, especially
printing and copying (except emergencies)
- Purchases presenting
significant potential risk or exposure to liability for the
University. Examples of purchases in the prohibited category are
items or services that present special health, safety, occupational
or environmental risks or arrangements whereby the University is
required to sign any type of agreement
- Any item that exceeds
your transaction limit (generally $2,500) or would cause your
monthly limit to be exceeded (generally $7,500).
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21. Q: I've heard the term "preferred vendors;" what
are preferred vendors, and must I use them? |
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A: In an effort to consolidate our vendor base and to
ensure that you will receive superior customer service and competitive prices, we have
named preferred vendors for selected commodities and services. It is highly desirable that
you use one of these vendors when purchasing goods or services where possible. Since this
will be a dynamic process, new preferred vendor lists will be circulated annually, with
more current information available on the Procurement Home Page. |
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