Procurement Card - FAQ's
Back to Procument Card Homepage
Procurement Card Program
I have reached my monthly credit limit. When will the monthly limit be reset?
Sales Tax was charged to my procurement card. What should I do?
May transactions to be charged to an Agency Account be placed on a procurement card?
What transactions may be charged to the procurement card?
I have reached my monthly credit limit. When will the monthly limit be reset?
The monthly billing cycle ends on the 6th of each month or the next business day and the limits will reset on the following day.
Permanent increases to a monthly limit may be requested. If you need the monthly limit increased, the cardholder's supervisor can send an email to the Procurement Card Administrator at procard@email.uky.edu. Please include the cardholder name, the last seven digits of the card number, and the amount of the increase.
Sales Tax was charged to my procurement card. What should I do?
The University is exempt from Kentucky state sales tax. When sales tax is charged to your procurement card, you must contact the vendor directly to arrange for a credit. Many states have reciprocal agreements with the Commonwealth of Kentucky and offer UK sales tax exempt status. Please refer to the Purchasing Department's web site for the necessary tax exempt information and a copy of UK’s Tax Exempt form.
May transactions to be charged to an Agency Account be placed on a procurement card?
No. All transactions charging Agency accounts should be processed via PRD, CDR, or Journal Voucher.
What transactions may be charged to the procurement card?
Please review the Purchasing AP Quick Reference Guide
Procard Use for Catering
If I don't have a Procard, can I still book and hold my event?
How will receipts/invoicing for Procurement Card charges be received?
Can I use the Procurement Card at other alternate off-campus vendors?
How do I obtain more information?
If I don't have a Procard, can I still book and hold my event?
YES. In the event some departments do not have a Procard, please contact Procurement Card Administrator at procard@email.uky.edu to start to the process of obtaining a Procard for your department.
A new card is provided within approximately one week. In the interim, UK Dining will work with your department during this brief transition period – and will continue to process requests for catering. Final billing will be processed when the Procard is available.
May an order for an event/activity that includes alcoholic beverages or otherwise requires discretionary funds be booked and paid by Procurement Card?
YES. But when the transaction is edited all expenses must be charged/funded in accordance with the Discretionary Expenditure Policy.
How will receipts/invoicing for Procurement Card charges be received?
Upon closing and event/order by charging a procurement card, UK Dining/Catering, The Hilary J. Boone Center and The Club At Spindletop Hall will forward/provide the department/cardholder with a copy of the receipt/paid invoice.
A separate invoice/register receipt will be provided for alcoholic beverages.
Documentation for the procurement card edits must include the purpose, the attendees and specific detailed description of the event along with the invoice/register receipts.
Can I use the Procurement Card at other alternate off-campus vendors?
NO. Use of the Standard Procurement Card is specifically limited to these three providers and may not be used at alternative vendors for these services.
How do I obtain more information?
Contact:
- UK Dining ukylive.campusdish.com 859-257-2220
- The Club at UK's Spindletop Hall, www.spindletophall.org (859) 255-2777
- The Hilary J. Boone Center www.uky.edu/BooneCenter (859) 257-4322
Procurement Card Editing Questions
How often should edits be completed?
Where can I locate the Mass Deletion schedule?
How often should edits be completed?
Edits should be completed daily but no less frequently than on a weekly basis.
Where can I locate the Mass Deletion schedule?
The Mass Deletion schedule can be located on Accounts Payable web site here.
I have several procurement card transactions that cannot tie to receipts. How can I see more details related to these transactions?
Using screen zfi_procard_detail in SAP, you would need to type in the P number, select the appropriate date range, and all check boxes for different types of report details. Once your list of transactions appears, click on the box to the left of the transaction ID that you are inquiring about. At the bottom of all of your transactions, four icons will be displayed for the types of report details. If you are looking for airfare information, click on the airplane icon. If you are looking for FedEx tracking numbers, click on the Question mark icon. If additional information is required, send an email to the Procurement Card Administrator at procard@email.uky.edu for transaction inquiries.