Marshall University. Purchase Card Procedures. Purchase Card. The State of West Virginia Purchasing Card Program provides an opportunity for Marshall University to streamline business practices and minimize effort for transactions under $25,000. . Financial Institution.
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Purchase Card Procedures
Citi was awarded the bank provider contract in April 2006 and again in November 2010, with VISA as the card brand. As one of the world’s largest banks, Citi offers the State of West Virginia various software and reporting tools, but most notably is Citi’s Fraud Early Warning system. The system contains various fraud profiles and queues that transaction activity is measured against. Because of their experience and expertise in this market, Citi’s fraud rates are less than half of the industry average. In addition to the technological aspect of fraud detection, Citi focuses on five (5) main areas of detection and prevention: proper identification of service users, authorization, confidentiality of data, accountability, and incident detection and response. In addition to Citi, VISA offers the State $100,000 of coverage per cardholder for fraud and other transactions that do not benefit the State directly or indirectly.
The "tax exempt" status must be recognized by any West Virginia vendor accepting the VISA card.
Step 1: Go to www.wvsao.gov select myApps and complete the “self sign up”. You will be asked a series of questions to verify your identity. Once you have completed your registration, email the Purchase Card Team so the purchase card training can be linked for you to access.
Step 2: Complete the MU Confidential Cardholder Application http://muwww-new.marshall.edu/finance/files/2012/05/mupcard.pdf
Forward to Melanie Gallaher (Purchase Card – 115 Old Main) and mark the envelope “Confidential”.
Step 3: Once myApps setup is complete and the MU Confidential Cardholder application has been received and approved, you will receive an email to complete your online training.
Step 4: Under myApps, you will complete Cardholder Training and Quiz, Ethics Training and Quiz, review and electronically sign the Purchase Card Agreement Form.
Step 5: Email The P-Card Team when you have completed the training and quizzes.
Step 6: You will receive an email with the CITI Bank Application for the applicant’s signature. Please complete this and return to Melanie Gallaher (Purchase Card – 115 Old Main) marked “Confidential” so the process can be completed.
Step 7: Once we receive your card, you will receive an email indicating that it is ready to be picked up. When you pick up your card, please make sure that you bring your MU ID with you.
Note: This process not only involves staff at Marshall University, but also at the WV State Auditor’s Office and CITI Bank. Therefore, it may take up to 30 days for your card to be received.
Third Party vendors are restricted and can not be used when paying by P-Card.
Payments may be made through PayPal only upon prior approval from P-Card Office.
Any transaction requiring payment through PayPal (no other form of payment accepted) must have PRIOR approval from the P-Card Coordinator. If you find that a purchase requires the use of PayPal, you must get prior approval – Email the approval request to Melanie Gallaher and include the following information:
**Note: You must use Sodexo Corporation for all on-campus events.
P-Card may be used for approved business expenses while engaged in job-related activities away from the regular place of employment.
Travel expenses include, but are not limited to:
Travel expenses may not include:
The P-Card Policies and Procedures do not supersede MU Board of Governors Policy and Marshall University Travel Procedures.
Receipts required for business-related travel expenses paid using the P-Card shall remain consistent with MU Board of Governors Policy and Marshall University Travel Procedure.
Must be submitted to the Agency Coordinator within 48 hours of posting to WVFIMS
An email request should be sent for all changes to an individual card.
Lost or stolen cards:
The cardholder is responsible for contacting the vendor regarding any erroneous charges, disputed transactions, duplicate charges or credits.
Examples include, but are not limited to:
If the cardholder is unable to resolve disputed items with the vendor, please should notify the Agency Coordinator in writing to proceed with the official dispute.
Once an audit is complete, the cardholder will receive a notice of any discrepancies in their P-Card process and if any action is necessary by the cardholder.
If the discrepancies are not cleared by the date required, the card will be inactive for a period of time indicated.
Misuse of a State of West Virginia Purchase Card is a felony.
Fraud and misuse penalties are included in the WV Code §12-3-10b as follows:
“It is unlawful for any person to use a State Purchase Card, issued in accordance with the provisions of section ten-a of this article, to make any purchase of goods or services in a manner which contrary to the provisions of section ten-a of this article or the rules promulgated pursuant to that section. Any person who violated the provisions of this section is guilty of a felony and upon conviction thereof, shall be confined in the penitentiary not less than one nor that five years, or fined no more than five thousand dollars, or both fined and imprisoned.”
Stringing is prohibited.
It is the intentional manipulation of the ordering, billing or payment process in order to circumvent the transaction limit.
Here is a list of some restricted (prohibited) items:
** This is NOT an all-inclusive list. Questions? Emailpcard@marshall.edu
WV State Auditors Office www.wvsao.gov
304-696-2212 or 304-208-6205 (cell)