FAQ
Frequently Asked Questions
P-Card FAQ's
Q. Do I need to write a business purposes on my statement?
A. Yes, a business purpose is required.
Q. What information do I need to provide on my P-Card statement for meals and food purchases?
A. Per Regulation DKC-R, all business meals must include documentation for:
1. Purpose and/or Topics Discussed
2. Participants
3. Location
4. Original Itemized Receipts
Refer to DKC-R page 2 of 2 at http://www.aps.k12.co.us/pol-eg/SectionD/dkc.pdf.
Q. What do I do if I lose my receipt?
A. It is your responsibility to obtain a duplicate receipt by contacting the vendor for a replacement. Most vendors only keep receipt information for 30 days from date of purchase, so act quickly. If you are unable to replace the receipt, you must reimburse the district for the purchase. Attach a check made payable to APS to your statement when you return it to Accounts Payable
Note: If you are able to produce a duplicate receipt after paying the district for a missing receipt, you will be reimbursed.
Q. What do I do if I want to purchase something over my single card limit? ($1000 Single /$5000 Monthly set amount in most cases)
A. Please do not have the vendor split your purchases so they fit within your budget. If you know you are going to be making a purchase over your limit, your supervisor can e-mail Terry Dowler and request an increase in your limits.
Q. Is my monthly P-Card limit based on the purchase date, or the posting date?
A. The monthly P-Card limit is based on the post date but is also affected by purchase approvals. Example:
Monthly Limit: $5,000
Trans already posted: $931.90
Trans approved not posted: $892.41 (this amount will fall off the monthly limit if not posted within 5-7 days)
Available limit: $3,175.69 (monthly limit minus posted trans & approvals)
931.90 + 892.41 + 3,175.69 = 5,000
Q. When will my purchases show up on the Visa Information Management website?
A. Transactions will show up in VIM within 2 days of the actual post date.
Q. What should I do if my P-Card statement shows sales tax on a non-taxable purchase?
A. You should match your receipts to the amount listed in the “total cost” column on your P-card statement. The tax amount listed on P-Card statements may only be an estimate. You should refer to your receipt: if it does not reflect sales tax, none was charged.
Q. What do I need to do if my receipt doesn’t match my statement?
A. There may be a number of reasons the receipt does not match you statement.
1. For meals, a tip may have been paid and not written or calculated correctly on the receipt.
2. If items were purchased from outside the United States, you should be aware exchange rates may fluctuate and a small variance is acceptable.
Q. What do I do if my card is declined?
A. You need to call the Purchasing department and talk to one of the P-Card Program Administrators (303-326.1988) There can be several reasons, most common is being over you single limit or wrong expiration date on phone orders.
Q. What should I do if my card is lost or stolen?
A. Most cards are stolen or lost on week ends, be sure to have the UMB Bank number and your card number someplace accessible. It is your responsibility to contact UMB as soon as possible, if you are unable to do so be sure to contact one of the P-Card Program Administrators (303-326.1988) once you have canceled your card you will need to let one of the Terry Dowler know so she can order you another.
Q. Can I keep the same P-Card if I’m moving to a new APS location?
A. With your new supervisor’s approval, you can keep your old card and request that the Purchasing Department change the budget code tied to the P-card.
Q. Can I have more than one P-Card?
A. 80 Airport Blvd., Aurora, CO 80011 Q. What are the standard limits for a P-Card and can they be changed? A. Standand per card is, Single Purchase $1,000 and Monthly Llimit $5,000. They can be change with authorization from your supervisor.
Page last updated on September 14, 2009
