FAQ

PCard FAQs

Stored Value Card FAQs

PCard FAQs

How do I apply for a PCard?

Application for new PCards are completed online, submitted for unit approval and then routed to the PCard administration team in Procurement Services. In order to submit the application, the requester will need to read and agree to terms and conditions for JPMorgan Chase along with the university's Cardholder Agreement before the application will route for approval. For details, read the Application and Training section under the PCard section of our website.

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When I apply for a PCard, will there be a personal credit check?

No. Even though the card will be in the cardholder’s name, the bank will not perform a personal credit check. All transactions on the PCard are the university’s liability.

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How do I make changes to my PCard profile?

Use the PCard Maintenance Form to make changes to your cardholder profile, including changes to your name or university address.

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How long does it take to get a PCard? 

The new card is created once the application has received all approvals; this includes the unit approval as well as approval by the PCard Administration team in Procurement Services. The new card is typically delivered to the applicant's university address within two weeks.

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Can other people use my PCard?

No. You are responsible for your own PCard and others are not authorized to use it. You should never lend out your PCard or give someone your PCard account number.

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What goods and services can be purchased using a PCard?

Products less than $5,000 may be purchased using the PCard.  Dues, memberships, conference registrations, subscriptions, travel, and hosting events are transactions that may be paid on your PCard.

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Can I use my PCard when another organization is going to reimburse me?

No. You are responsible for those transactions that are going to be reimbursed by an organization other than U-M. The only exception is if the transactions are intermingled with transactions that will be charged to U-M.

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What goods and services cannot be purchased using the PCard?

The PCard should not be used to purchase items that are normally available through a Strategic Contract or on the list of Restricted Purchases and Special Approvals.

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Can I sign a contract or agreement for goods or services for the University of Michigan?

No. The authority to sign agreements or contracts belongs to Procurement Services. In most cases, payment for purchases where there is a signed agreement may NOT be placed on a PCard.

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Who should I contact if my card is lost or stolen?

You should contact the PCard supplier directly if your card is ever lost or stolen. To report a card lost or stolen, call JPMorgan Chase-Commercial Card Solutions at (800) 270-7760 (within the US or Canada) or (847) 488-3748 (outside the US).

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How do I dispute a charge?

If the cardholder is unable to reach agreement with the merchant, please call JP Morgan Chase-Commercial Card Solutions at (800) 270-7760 (within the US or Canada) or (847) 488-3748 (outside the US).

JP Morgan Chase-Commercial Card Solutions must be notified of any disputed item within 60 days of the transaction date of the disputed item.

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My package arrived and the merchandise is damaged; what do I do?

The cardholder is responsible for ensuring receipt of the materials purchased, and must follow up with the supplier to resolve any delivery problems, discrepancies, or damaged goods. For telephone or catalog orders, the cardholder should ensure that complete shipping instructions are given to the supplier. If the merchandise arrives damaged, save the carton and all the packing material for an inspection by the shipper of the goods and call the supplier immediately.

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A supplier has questioned me about the university’s tax-exempt status. Where can I find more information about tax status?

By state law, the university is tax exempt (Michigan Public Act No. 167 of 1933, Section 4, as amended). Send all inquiries to the Tax Department, taxreporting@umich.edu.

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I’m transferring to a different department and need a PCard in my new position. How can I make the transition as seamless as possible?

You will need to:

  • submit a PCard maintenance form to close your current PCard account; and
  • change your address with both the PCard group and the Office of HR Records and Information Services (HRRIS). If your new unit approves you for a PCard, you must submit a new application online. If it has been more than a year since you took the PCard training course, you will be required to complete it again.

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Who do I contact for policy or process questions related to PCard and Travel and Expense?

Please use this resource as a guide if you are unsure who to contact.

 

Stored Value Card FAQs

What is the Stored Value Card program?

The Stored Value Card program offers units a safer alternative to distributing cash to students for per diem travel meals.  Under a per diem program, receipts are not required and units do not need to process reimbursements to students for meals they incur while on university travel. The daily meal allowances under this program may not exceed the GSA per diem rates for meals only (the $5 allowance for incidentals cannot be included in the daily allowance).

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Can the stored value cards be used for things other than meals?

No.  The program allows issuance of stored value cards for per diem meals only (the $5 allowance for incidentals cannot be included in the daily allowance).  Under a per diem program, receipts are not required and units do not need to process reimbursements to students for meals they incur while on university travel.  It is recommended that units use the GSA meal per diem rates as a guide for meal limits, but lower amounts may be used at the discretion of the unit.

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Can U-M faculty and staff be given stored value cards to pay for their per diem when traveling on university business?

No.  University faculty and staff traveling on university business must claim a per diem through the university’s travel and expense management system (Concur) at the conclusion of their trip.  Per diems are not paid in advance to U-M faculty and staff.  Reimbursement of business-related travel expenses and payment of per diem for travel meals usually occurs within three business days or less following submission, approval and audit of the Concur expense report.

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Can the cards be used at an ATM?

No, the cards do not have ATM capability.

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Is there a limit to the number of cards requested?

There is no limit, but units should use good judgment in estimating how many cards they may need for a specific use or uses.  The cards expire five years from the date printed on the card and cost $1.25 each.

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What happens if the card recipient doesn’t use all the money loaded on the card?

The cards are treated as a meal allowance, which means no funds are returned to the unit.  Once the recipient has the card, its use is not monitored.

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Do the cards expire?

Yes, the cards expire five years from the date the card was initially produced, which is printed on the card.

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Can the cards be reloaded?

Yes.  A recipient’s card can be reloaded if approved and funded by a university unit and used for the same program or another approved program.  For example, a student band member may keep a card for the years s/he is a student, and the unit can reload the card as needed for band travel.

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When are the cards loaded?

The unit identifies the required load date when submitting the card request form.  The loading occurs on that date.  All requirements must be completed prior to loading the cards (e.g., card pick up, funding of the cards, creation and submission of the Excel loader file).

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How is the unit notified when the loading of the cards has been completed?

Procurement Special Programs sends an email notification to the Card Requester, Card Custodian, and Load Requester when the cards are loaded and ready for distribution to recipients.

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Who can pick up the cards?

Only the individual identified as the Card Custodian on the Card Request form may pick up the cards.  S/he must present picture identification (e.g., MCard or driver’s license) when picking up the cards from the Treasury (10th Floor Wolverine Tower, 3003 South State Street).

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What happens to cards that have been distributed and no funds remain?

No action is required by the unit.  Cards may be disposed of by the recipient, or retained by the student if s/he may be eligible for reloading of the card through unit approval and funding (for the same or a different purpose).

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Who do I contact if I have questions about the stored value card program?

For general questions about the Stored Value Card program, contact the Procurement Solutions Team at (734) 764-8212, option 1 or email procurement.services@umich.edu.

For other questions, email Procurement Services Special Programs PS.specialprograms@umich.edu and include the words “Stored Value Card Question” in the subject line.

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How do we use the Stored Value Card program with Sponsored Funds?

Stored Value Cards cannot be requested or loaded with Sponsored Funds chartfields.  Discretionary chartfields need to be used with ordering cards or requesting card loads.  Procurement re-bills monthly to the chartfields provided on the SVC Excel Loader Template Form.  This journal entry will expense each load performed throughout the month.  When appropriate, please request a journal entry to move the charges to the Sponsored Project.  This can be completed after all required documentation has been gathered, specific to the Sponsored Project.  Please reach out to your Sponsored Program’s contact with any additional questions.

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