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What is a VU Procurement Card and what is the purpose of
the VU Procurement Card Program?
The VU Procurement Card is an MBNA VISA card that has been specially designed
for us by MBNA. Villanova University Procurement Card program has been
established to provide Departments with a convenient and efficient means to
purchase low dollar items, and at the same time, reduce the costs associated
with initiating and paying for these purchases through the Procurement
Department.
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Who pays the bill? How does the University know the bill is correct?
What deadlines are involved?
Each month you will receive a billing statement from Bank of America, 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.
All transactions should be signed off by the third business day of each month.
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How do I obtain a VU Procurement Card?
Each Department Head will be asked to authorize a minimum number of cards per Department. These cards
are assigned to those individuals who
have procurement responsibility for the Department.
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What are some examples of items that can/should be charged
to the VU Procurement Card?
Items that can be purchase include:
- Books, periodicals, subscriptions and newsletters
- Audio and video tapes
- Dues and Memberships
- Water Delivery
- Airline and Train tickets
- 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.
Our
Procurement Matrix lists additional commodities and the method of
procurement that should be used for each.
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Can I use the VU Procurement Card for travel and entertainment?
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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Can I use the VU Procurement Card on campus in locations
that accept credit cards?
The card may be used only in the bookstore. Since the gross proceeds of a sale are not received by the vendor, it
would not make sense to use it in other campus locations. Other mechanisms are in place to allow the purchase
of goods or services on campus.
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What items cannot be charged to the VU Procurement Card?
Items that cannot be charged include:
- Personal charges, even with the intent of reimbursing the University
- Rents and Leases
- Honorariums
- Capital Equipment
- Annual Contract Maintenance
- Traveler's checks or cash withdrawals from ATM machines
- On-campus purchases of any sort (except for the University Bookstore)
- Outside vendors providing goods/ services that can be performed by
on-campus departments, such as 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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How do I purchase something using the VU Procurement
Card?
The same way you purchase items using one of your own personal credit cards. You
can use the card in person,
by giving your Procurement 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. For
security purposes, please do not provide Procurement Card numbers via email.
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If an item can be charged to the VU Procurement Card, is it
required that I use the card?
Generally, yes.
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Do I pay Pennsylvania sales tax?
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.
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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I have heard the term "preferred vendors;" what are preferred vendors, and must I use them?
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.
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When will I be audited?
The Procurement Department routinely conducts audits. The Procurement Card
Administrator will contact the Department(s) being audited two weeks prior to
the audit. Keeping your documents and receipts in an orderly manner every month
will allow you to be ready for an audit at any time.
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Can I still use the Procurement Department?
The Procurement Department can certainly be contacted to help in locating a
source, availability, etc. However, the card should still be used to make
the purchase.
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Can an individual receive more than one card?
No. If an individual has procurement responsibility for multiple departments or
grant funds, one card is issued. You will assign the appropriate index to each
purchase when reconciling your account. If you require additional indexes for
your current card, please completes a
Procurement Card Maintenance Index Approval Form and return it to the
Procurement Department.
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What happens if my card is misplaced, lost, or stolen?
Bank of America (1-877-826-0933) 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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What happens if I leave the University?
You are required to return your card (cut in half) to your Department Head or the
Procurement Department.
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What happens if I transfer to another Department?
If you still require use of your card, a
Procurement Card Account Maintenance Form should
be completed. If you do not require a Procurement Card, cut your Card in half and
return it to your Department Head or the Procurement Department.
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How will VU Procurement Card purchases be reflected against my budget?
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
is linked to.
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How should billing discrepancies or disputes be handled?
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
and must be filed with Bank of America. 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
Bank of America within 30 days and resolved within 90 days.
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