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Q. The merchant says they will have to charge sales
tax even though I told them BSU is tax-exempt.
A.
BSU Pcards are imprinted with the following information:
State of Idaho Tax Exempt
Boise State University Sales Tax Exemption number: 000012415-S
Charges to pcard are directly billed
to BSU and therefore, paid by a state agency and are exempt from
Idaho sales and use tax. It is the pcardholder’s responsibility to
request sales tax exemption and to provide the vendor with the
ST-101 form, if required. To document the tax-exempt purchase, the
vendor must keep a copy of the card, or the cardholder must complete
the ST-101 form.
When dealing with online vendors, they will sometime require the
ST-101 (sales tax exemption certificate) in order to provide us with
tax exemption. The form may be found on the pcard online site under
Forms: Sales Tax Resale or Exemption Certificate
http://www2.boisestate.edu/purchasing/forms/ST101.pdf
Q. We’d like to buy a gift for an employee
who’s leaving our department, Can we use pcard?
A.
Gifts or awards for employees, students or any non-employee including
gift certificates are not authorized for p-card, with the exception
of approved bereavement purchase of flowers for employee.
Q. The merchant
says the bank declined my P-Card?
A. Call Wells
Fargo at 1/800-932-0036. They can give you a reason for not processing
the charge.
Normally it’s a Blocked Merchant Category Code (MCC), in which
case you will need to submit a P-card Account Maintenance Form,
with signatures from your dept head/manager & your P-card Coordinator,
to the P-card Administrator. Be sure to provide a business purpose
of the purchase, amount, and merchant name on the form. Allow one
business day for unblocking
If it’s an "exceeding your limit" problem, contact
the P-Card Administrator for assistance.
Q. I have a charge on my P-Card Statement that I
don’t believe I authorized?
A. If a cardholder
has a charge on their P-Card statement they didn’t authorize,
or if a merchant will not credit a charge or charges the wrong amount,
the cardholder needs to contact the merchant and try to get the
problem resolved. If the cardholder is unable to get the merchant
to resolve the problem, then they need to file a ‘P-Card Dispute
Form’ http://finad.boisestate.edu/images/app5.pdf
within 60 days of the charge posting.
Contact the University Pcard Administrator for assistance.
Q. I don’t have a receipt for a charge I authorized
on my P-Card?
A. The cardholder
must contact the merchant and ask for a duplicate receipt to be
faxed directly to the cardholder/cardholder’s department. In
the rare case where this is not possible, the cardholder must document
what was purchased including - the business purpose, amount of transaction
- and sign a statement that the receipt is unobtainable due to whatever
reason supplied by the merchant. Attach any packing material supplied
with the purchase (e.g. packing list, printable internet page detailing
purchasing) as well.
Note: Cardholders who are missing receipts may have their P-Card
temporarily or permanently terminated, as this would be considered
a violation of P-Card Policy.
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