P-Card
The Purchasing Card program delegates the authority and capability of purchasing low dollar items directly to Cardholders, allowing them to purchase goods faster and easier. The program authorizes the use of a Purchasing Card for individual transactions up to and including $9,999.
Questions regarding the Purchasing Card Program should be directed to UND.pcard@UND.edu
Obtaining a P-Card
Before submission to request a P-Card please contact your Chief Business Officer/Finance contact in your department for guidelines.
- To obtain a P-Card complete the P-Card Course Instructions and review the P-Card Manual.
- Using UND Marketplace, on the Home tab, access the Forms and Links section and click the PCard Application/Change Tile. Title the request “First Name/ Last Name PCard Application”, select the P Card Application option from the dropdown and complete the form.
Obtaining a Waiver
A waiver can be requested for food/gift card purchases. The waiver must be requested before the purchase is made.
- Using UND Marketplace, on the Home tab, access the Forms and Links section and click the PCard Application/Change Tile. Title the request “First Name/ Last PCard Waiver Request”, select the P Request a Waiver option from the dropdown and complete the form.
- The waiver request must include business purpose, meal table function, location of purchase and estimated cost and any other relevant details.
- The P-Card team will use discretion when approving waivers.
Change Request/Cancellation
- The default monthly credit limit of the Pcard is $9,999.
- The default single transaction limit is $4,999.
Card Limit Changes
Using UND Marketplace, on the Home tab, access the Forms and Links section and click the PCard Application/Change Tile. Title the request “First Name/ Last Name PCard Limit Change Request”, select the Change Request for a PCard option from the dropdown and complete the form.
Cancel
Using UND Marketplace, on the Home tab, access the Forms and Links section and click the PCard Application/Change Tile. Title the request “First Name/ Last Name PCard Cancellation Request”, select the Cancel a PCard option from the dropdown and complete the form.
The cardholder must return the P-Card to their supervisor; the supervisor is responsible for shredding and disposing of the card.
Purchasing Card Statement & Receipt Submission
This process is owned and managed by the Payment Services Manager in the Division of Finance & Operations. The following information provides guidance for UND P-Card holders and supervisors/approving authorities to assist in navigating the Purchasing Card Statement and Receipt Submission process efficiently.
- Download monthly statement of account from PaymentNet
- Assemble statement of account and supporting receipts/other backup
- Navigate to Docusign Power form
4. Complete DocuSign Power form
-
- Cardholder Name
- Cardholder Email
- Cardholder Supervisor/Approving Authority Name
- Cardholder Supervisor/Approving Authority Email
- Cardholder EMPLID
- Cardholder Last Four Digits of Card
- Cardholder’s School/College or Division
- Statement Two Digit Month
- Statement Year
5. Attach statement of account (unsigned) and supporting receipts/other backup
6. Sign via Docusign
7. Supervisor/Approving Authority will receive Docusign to review and sign
8. Statement of Account will be automatically routed to Payment Services SharePoint and stored in a SharePoint folder based on statement month and in accordance with records retention policy.
JPMorgan/PaymentNet
JPMorgan/PaymentNet is a Web-based Purchasing Card management tool offered by JPMorgan Chase. In PaymentNet, Cardholders have the ability to view his or her activity and statements, match transactions with receipts, reassign Chart of Accounts, allocate transactions amongst various Chart of Accounts, and dispute transactions.
P-Card Resources
P-Card FAQs
Log into add JPMorgan/PaymentNet, go into Transactions, Authorizations/Decline to view what has been approved and declined. If a change on the purchasing card is necessary, please email und.pcard@UND.edu.
Purchasing Card transactions can be reallocated in JPMorgan/PaymentNet. Navigate to transactions, select manage, select the transaction you would like to reallocate, you then you have the ability to enter other funding sources. The transactions for the first three weeks of the reporting period need to be changed by the 2nd of the following month and the transactions for the last week of the reporting period need to be changed by the 10th of the following month. If the transaction has already posted to the General Ledger, fund changes can be made via a Journal Voucher form.
Reminder: When allocating funding to a Project Number, the PC BU must be “UND01” and the Activity must be “1”
Select the “Forgot your Password” or “Forgot your Organization ID or User ID” on the JPMorgan/PaymentNet home page. If you determine your account is locked, contact the program administrator.
Contact JPMorgan Chase 1.800.270.7760 if there is a suspicious or fraudulent charge on your statement.
In-Store Purchases
- Prior to making the purchase, notify the clerk that the purchase is tax exempt.
- Verify that no sales tax was charged on your receipt prior to leaving the store.
Telephone Purchases
Prior to making the purchase, notify the vendor that the purchase is tax exempt.
Online Purchases
- “University of North Dakota” should be on the first line of the “Bill to Address”.
- Utilize higher education links (Example: Dell) whenever possible.
- When not utilizing a higher education link, watch for a check box to indicate the
purchase is tax exempt and utilize this option before completing the purchase.
What to do when sales tax has been charged? - If tax was charged, contact the vendor immediately for a refund to your credit
card. The cardholder is responsible for getting the tax refunded. Document on the
receipt/invoice the date the vendor was contacted.
Please fill out the missing receipt form