Commonly Asked Purchasing Card Questions

What is my single transaction limit?
The Single transaction limit is $1,000.

What is my total credit line?
The monthly credit limit is $5,000.

Can I use my P-Card for University-sponsored travel?
Only Airline/Amtrak Tickets and registrations are allowed on the P-Card. If airline or Amtrak tickets are purchased, attach the travel expense voucher to your monthly statement.

Can my credit limit be increased?
Yes, have your supervisor email the P-Card Administrator with approval and justification for the credit limit increase.

When is my monthly reconciled Statement of Account due and where should it be sent?
Cardholders can run their statement of account report on the fourth of every month. Paperwork is due in Business Office by the 8th of each month.

What if my paperwork is going to be late?
Email the Purchasing Card Administrator if your paperwork will be late.

What do I do if I have a suspicious or fraudulent charge on my statement?
Contact the P-Card Administrator or JPMorgan Chase.

What if I don’t have an itemized receipt for my transaction?
If you do not have a receipt/invoice for a transaction, you will need to contact the vendor for a replacement receipt/invoice.

If a merchant asks for a "Bill to" or "Verification" address, what do I give them?
The address associated with all VCSU purchasing cards is 101 College St SE Valley City ND 58054

How do I cancel my P-Card?
Email the P-Card Administrator and your supervisor. The canceled card will then be given to your supervisor. The supervisor is responsible for shredding and disposing of the card.

What if my Purchasing Card is declined?
Contact the Purchasing Card Administrator, 845-7232, and it will be determined why your card is being declined.

What are examples of items that MAY be purchased with the P-Card:
1 Year Subscriptions
Abstract Fees
Advertisement for Positions
Airline/Amtrak Tickets
Books
Booth Rentals for Recruiting Students
Computer Supplies
Equipment ≤ $4,999
Equipment Rentals (Excluding Car Rentals)
Fees
Healthcare/Medical Services
IT Equipment ≤ $4,999
Memberships/Dues
Registrations
Repairs/Labor
Supplies/Office Supplies
Tax Reportable Services/Fees (1099)
Tools
Web Domains
Webcasts/Webinars

What items are NOT allowed for purchase with my P-Card?
Alcoholic Beverages
Ammunition/Weapons
Cash Advances (ATM or other)
Car Rentals
eBay Purchases
Entertainment/Hospitality
Equipment over $4,999
Flowers
Food
Gasoline/Fuel
Gift Cards
Gifts
Grants and Contracts (Any Item Not Allowed by the Sponsoring Agency)
Hazardous Materials
Insurance
Internet Auction Sites
Leases
Legal services
Maintenance Contracts
Motor Vehicles
Non-business/Personal Items
Personal Expenses of Any Kind
Policy & Procedure Doesn’t Allow
Postage Stamps
Printing
Radioactive Materials
Shipping - Outbound From VCSU
Travel (Excluding Airline/Amtrak Tickets & Registrations)