Using Pcard

The Pcard is to be used for purchases up to or equal to $2,500—and purchase restrictions apply (i.e. personal use, travel, radioactive material, etc.). Procedures, guidelines, processes and other Pcard information is available in the Pcard User Manual PDF.

Changing Pcard Information

To change an MSU account number, increase a monthly spending limit, or update a Pcardholder address, a Procurement Card Maintenance Document (PMCD) must be processed through the Finance System. How to change Pcard information PDF  

Canceling a Pcard 

Prior to leaving the university, the cardholder (or Fiscal Officer, if necessary) is required to notify the Pcard Team by processing a Procurement Card Maintenance Document (PCMD) in the Finance System. How to cancel a Pcard PDF

If a card needs to be canceled immediately, contact the MSU Pcard Team at (517) 884-6080 and follow up by changing the information in the Finance System.

Expense Log (Exhibit C)

Pcardholders are responsible for obtaining itemized receipts for all Pcard transactions—and some departments require extensive expenditure reviews. Keeping a Pcard Transaction Log of purchasing activity is helpful in reconciling your transactional e-Docs.

Disputes

There is a 60-day period in which you can file disputes with the bank. Questioned transactions should be discussed first with the merchant, and should be referred to the bank only after attempts to resolve the matter with the merchant have failed. The bank will require you to fill out and fax or mail a Statement of Disputed Item Form PDF along with any supporting documentation.

Extra Tips
The Pcard Team has crafted some tips your may find helpful when using a Pcard.