PCard User Guide

WVU/WVURC CARDHOLDER USER GUIDE

Billing Address: PO Box 6024 Morgantown, WV 26506.

To activate card: Call the number on the front of your new PCard. Your temporary ID is the last 4 digits of your WVU ID. Visit login.wvu.edu/self-service/lookup if you do not know your WVU ID.

Please contact PCard Administration if you require any help.

Be aware of your individual single transaction limits, as well as any monthly/cycle limits. Please also be aware that stringing is the act of intentionally splitting your order to circumvent your card limits and/or the bid limit. Stringing is prohibited and will result in card cancellation. If you need to increase your PCard limit to make a large purchase, please fill out the PCard Application & Changes form in Mountaineer Marketplace.

Things to Remember When Using Your PCard:

Follow all procurement/payment rules
Tell the vendor WVU/WVURC is tax exempt
Do not email your card information or use an internet site that is not secure.
The PCard is for business purposes only.
Get an Itemized receipt from the Vendor
Do not give your card information to another person or let them use your PCard. This is called Card Delegation and will result in violation points on your PCard. If you need to increase your PCard limit to make a large purchase, please fill out the PCard Application & Changes Form in Mountaineer Marketplace.

Restricted Items:

Alcohol
Catalog items that could be purchased in Mountaineer Marketplace
Construction
Hazardous/Radioactive Materials/Live Animals
Invoices over $5,000 (except travel/hospitality/association dues/dining resale)
Personal Items
Purchasing in violation of procurement rules
Specific travel expenses - meals, fuel for personal car, etc.

Purchases that Require Prior Approval

Purchases over $5,000 – Contact PCard Administration
Agreements/Contracts - Contact PCPS
Gift Cards - Contact PCard Administration
Software - Contact ITS
Streaming Services - Contact PCard Administration
Use of personal account for business purchases at an online merchant/retailer - Contact PCard Administration
Weapons and Ammunition - Contact PCard Administration

Training Requirements

Don’t forget to take your refresher training every 2 years (Cardholder Quiz, Ethics Quiz and Cardholder Agreement). Reminders will be sent via email prior to your deadline. Your P-Card will be deactivated if you do not complete your training by the specified date.

How do I reconcile my charges? What documentation do you need?

Each week you will create a PCard report in MyExpenses for the prior week’s charges. For each transaction you will need to type in your business purpose, add the funding, and attach an itemized receipt.

What if you have an issue with your PCard?

Card Declines	Contact the vendor to determine the reason. You can also contact the bank using the phone number on the back of the card. If an increase is needed for your limits, contact your business office.
Disputing a purchase (issue with your order)	First contact the vendor to try to resolve. If unable to resolve the issue, contact US Bank by calling the number on the back of your PCard to complete a dispute form within 60 days of the transaction
Unauthorized purchases on my card	If you notice a transaction on your PCard appears to be fraudulent contact the bank immediately using the number on the back of the card. Complete the affidavit within the time frame the bank gives you. Also notify you business office.
Lost/stolen card	Contact the bank immediately at 1-800-344-5696. Also notify your business office.

Failure to Follow PCard Policies and Procedures

WVU/WVURC uses a PCard Violation Point System that assigns point values to each type of violation (i.e. card delegation, personal purchase, purchasing violation, lack of business purpose, etc.). The number of points assigned to each cardholder will remain on file and the total points assigned includes all points assigned over a rolling three year period. For more information on the violation system, see the WVU/WVURC PCard Manual.