PURCHASE CARD FREQUENTLY ASKED QUESTIONS

P-Card
 

Can the vendor require a minimum charge to use my P-Card?
 

Yes, merchants can impose a $10 minimum on P-Card transactions.  Prior to the Durbin Amendment (add-on to the Dodd-Frank Act signed July 21, 2010), Visa and Master Card’s operating rules banned this limitation.

Can the vendor require a minimum charge to use my P-Card on a Statewide Contract issued by Central Purchasing?
No, the merchant cannot impose a $10 minimum on P-Card transactions for purchases from Statewide Contract; however, the Statewide Contract may contain a minimum order amount.

Am I in violation of Split Purchasing for purchases of different items, made to the same vendor, totaling greater than $5,000.00, but on different dates?
The cardholder cannot divide a transaction with a vendor for different items to get below the $5,000.00 statutory single transaction limit (purchases from Statewide Contract, Regulated Utilities, Interagency Payments, and Professional Services pursuant to Title 18 § 803 have unlimited dollar amounts, see Title 74 § 85.5.L.).  Law puts a $5,000.00 cap on single standard purchase card transactions.  This generally relates to when a cardholder tells the vendor to process two transactions at the time of purchase to allow the transactions to go through the card machine.  However, if the cardholder did not know they were going to make the additional purchases at the time of the original purchase, then each purchase is compliant.  Even if the cardholder knew they were going to make the additional purchases at the time of the original purchase, there may be additional reasons the purchase would be in compliance such as lack of funding at the time of the original purchase.  

Split Purchasing means dividing a known quantity or failing to consolidate a known quantity of an acquisition for the purpose of evading a competitive bidding requirement.  “Known quantity” and “intent” are key factors in determining split purchasing.  To determine if split purchasing occurred in the scenario above, more research would have to be done.  Questions to be answered:  Were these items all part of a single approval or approved at the same time to be  purchased?  When cardholder made the original purchase, did they know of the subsequent purchases to be made?  Do vendors typically carry all the items?  Was the lack of funding during the time of the original purchase an issue?

For more information regarding Split Purchasing, please see DCS PIM-09-03:
https://www.ok.gov/dcs/searchdocs/app/manage_documents.php?id=429.

Can the P-Card be used to pay for membership in professional organizations?

Yes, if the membership is an agency membership, transferable and within the P-Card statutory limits.  See OSF Procedures Manual, Chapter 300, Section 318.C.3.

Can I use my P-Card to purchase fuel?
No, the ComData card should be used to purchase fuel.  If purchasing bulk fuel, please issue a PO.  The P-Card will not remove the Federal Excise taxes and should not be used.

WORKS PROGRAM

Do I need to create a Voucher when I have a negative balance for the P-Card cycle?

Yes, a Voucher will be created; however, payments will not be processed for a State Entity with a cumulative credit balance.  Nevertheless, the State Entity must build the voucher and attach the invoice.  Retain the voucher, the invoice, and batch slip until there are debit vouchers sufficient to offset the credit.  Once there are sufficient charges to recoup the credit, the batch slip listing the unpaid vouchers from the prior and the current billing cycles should accompany the vouchers with the required invoice documentation.

What does “Comp/Val/Auth” mean?
Comp = Complete
Requires the selected segment contain a legitimate value in order for allocation to be considered complete (i.e., certain GL fields have to be populated and if not, a red “x” will appear).

For example, a red “x” will appear if the Dept ID field is left blank.

Val = Valid
Are values that are acceptable for use in each GL segment and in conjunction with the values entered in the other segments of a GL combination (i.e., Fund Type-Class, Dept ID and Bus Unit have to be entered in the Works tables individually as well as together in a combination.)

For example, a red “x” will appear if the Fund Type-Class, Dept ID and Bus Unit fields were not entered in the Works tables as an acceptable combination of codes.

Auth = Authorized
Are values the user is allowed to use based on the GL authorization profile assigned to the user or the user’s group (i.e., some codes are entered in the Works tables for a particular agency; a different agency would get a red “x” if those codes were used).
Am I responsible for “Batching” my agency’s transactions in Works?
No, batching will be performed by the State Purchase Card Administrator’s division.  

How do my agency’s GL Codes get entered into the Works tables for my use?

OSF is responsible for downloading GL Codes to Works and does this periodically throughout the year based on different tables in PeopleSoft.