Dear WVU and WVU Research Corp. Cardholders,
As we begin the second quarter of the fiscal year, the WVU PCard Administration team wanted to take a moment to remind cardholders of important policies and procedures related the University’s PCard program:
Documentation Requirements:
- Be sure to use an appropriate “business purpose” for each transaction within MyExpenses. The business purpose should indicate why the expenses are reasonable, appropriate and needed for WVU business (not just what was purchased). If attending a conference or event, you should include the name of the event in your purpose.
- An itemized receipt must be uploaded and attached in MyExpenses for each PCard transaction. The receipt must be legible, itemized and contain the vendor’s name/location and the date of the transaction. If an acceptable form of receipt is not available, the cardholder must complete the PCard Receipt Exception Form and attach it to the expense in MyExpenses.
- Transactions that are submitted without an appropriate business purpose and/or itemized receipt will result in violation points. View the PCard Manual for information on the violation points system.
Unallowable purchases/purchases requiring prior approval:
- All PCard purchases for more than $5,000 require prior approval from
PCard Administration except:
- Association dues.
- Facilities warehouse items
- Hospitality
- Travel
Be sure to attach this approval in MyExpenses when reconciling the charge.
- All technology purchases (software, hardware, services, consulting, cloud hosting, etc.) must receive prior approval from Information Technology Services (ITS). This approval must be documented with your expense report in MyExpenses.
- All fuel for WVU-owned vehicles weighing one ton or less (the majority of the University’s vehicles) must be purchased through the ARI cards specifically tied to the vehicle. A PCard may not be used for fuel for these vehicles and violation points will be assigned if fuel is purchased inappropriately.
- • Purchases of computer supplies and furniture should not go on a PCard unless you are granted an exception by PCPS prior to approval. These purchases will result in violation points.
- Visit the PCard website for more information on unallowable purchases and purchases requiring prior approval.
Reconciliation in MyExpenses reminders:
- Be sure to submit your PCard expense reports in MyExpenses weekly and group expenses (not one expense per report) whenever possible. If you traveled, used your PCard and need reimbursements, you should combine those items into a single report.
- Charges must be reconciled by the end of the month in which the transactions posted. Cards will be lowered to $1 if not reconciled within 45 days. View the PCard Manual for details.
- Ensure information in your expense report is accurate (e.g., travel dates and icons).
- Be sure to attach your prior approval for the above types of purchases to your expense report.
General Reminders:
- You must follow the FY22 Spending Guidelines for all purchases.
- Hospitality purchases must comply with the Hospitality Policy. Employee-only events are not permitted to be paid using WVU funds unless it is an allowable expenses in that policy.
- Do not split up quotes/invoices to avoid going over your limit. This is called “stringing” and is a violation. Instead, you should submit a PCard Application and Changes form in Mountaineer Marketplace to request a temporary increase to your PCard.
- Be sure to remind suppliers that WVU and WVU Research Corp. are tax exempt for in-state suppliers. The cardholder may be required to provide the vendor with a copy of the tax-exempt certificate upon request.
Thank you for doing your part to ensure compliance with these policies and procedures. Visit the PCard website for more information. Contact PCard Administration with any questions.