- Policies & Procedures
- Contracts & Suppliers
- Purchasing Card
1. Can the P-Card be used for events that are held off-campus or at a restaurant?
No. The P-Card can only be used for events held on campus.
2. Can I provide my P-Card information to the vendor at the time the order is placed?
Yes. Your card will not be charged until after the event has occurred.
3. Can I order online with approved vendors?
No. Orders may only be placed in person, by phone or email.
4. What do I need to do if my CaterTrax or Off-Campus catering order is over my single transaction limit?
Event transactions exceeding the $4,999 single transaction limit will be allowed with e-mail authorization. After the event has occurred, the Approver will send an e-mail approval (cc: Cardholder) to the Card Administrator which must include the following:
1. Merchant name
2. Limit Amount
3. Brief description of event
4. Date of event
For audit purposes, the email approval must be attached to your P-Card documentation.
1. Can I purchase Capital Expenditures on my P-Card?
No. Purchases costing $5K or > are not allowed on the P-Card. These items must be purchased by means of a Requisition and charged to account 970X.
2. Do I have to call the bank to activate my card if it has been reissued with a new expiration date?
Yes, reissued cards have to be reactivated by calling the # on the sticker. Remember to provide your Baylor Id # not your Social Security #.
3. If I have to call JPMorgan Chase, what security questions will they ask?
Last 4 digits of your Baylor ID #, first four letters of your Mother's Maiden Name or password and/or Date of Birth.
4. Can I go to the local Alphagraphics store to make a purchase with my P-Card?
No. It is against policy for purchases to be made at the local store; only online purchases can be made with your P-Card. Please review the Printing Procurement website. More Information: http://www.baylor.edu/printing/index.php?id=45659.
5. Do Approvers receive monthly emails?
Yes, Approvers are reminded at the end of cycle month of the need to review and approve the Baylor Transaction Detail report by the end of the current month.
6. How do I change my P-Card expiration date or credit card number for ordering online with OfficeMax?
1. Logon to the website www.officemaxsolutions.com
2. Click on the top tab called "Account Set-up"
3. Select Set Up credit card
4. Click on your credit card alias (inside the box)
5. Click on Add/Update
7. Can I charge purchases to PayPal?
Yes, PayPal transactions are allowed on the P-Card; however, notes must include the merchant name.
1. How can I review my employee profile information on PaymentNet(PN)?
You may review your information on PN by following the steps below:
Log in to PaymentNet (http://www.paymentnet.com)
From the Menu, select Employee Profiles
If any changes are needed, email the Card Administrator with updated information.
More Information: http://www.baylor.edu/procurement
2. How do I add Department ID's to my access?
You will need to email the Card Administrator requesting the addition. If the Dept ID# is outside of your Department, the Department Manager's approval will be required by email.
3. What is my billing address?
Your campus address is your billing address. This is also the address that is on your Statement and listed under Employee Profiles in PN.
4. What do I do if tax appears on PN but not on my receipt?
If your receipt does not show tax as a separate line amount, you have not been charged tax. The reason that it appears on PN, is due to the fact that the charge was processed without the tax exempt code when the clerk keyed the charge into the credit card machine. Make a notation in your notes that your receipt does not show tax.
5. Can I make a purchase for the next fiscal year and charge it to Account 1529?
No, this account is not allowed on the P-Card. All purchases should be processed by a voucher through Accounts Payable.
6. What do I do if my Baylor Transaction Detail (BTD) report does not match my Statement?
Review the Selection Criteria (bottom left corner) of the BTD to determine if the correct information was entered. You may need to refer to the End of Cycle email that was sent to you and resubmit.
7. Is the date range to enter on the BTD the same each month?
No, it varies according to day the 20th falls on each month. An End of Cycle email is sent each month with complete instructions for documentation that is required by policy.
8. When will my charge appear in my budget?
You will be notified by email from TRAX when the preceding month has closed. This usually occurs around the 8th of the month and your charges will then be visible in your budget.
9. What are some of the common policy infractions?
Cardholder and Approver do not sign and date the Baylor Transaction Detail report.
Tax is paid on a purchase.
Supporting documentation does not indicate the amount of purchase.
Approval is obtained after the end of the month.
No supporting documentation of charges or credits.
Baylor Transaction Detail report missing from documentation or substituted with a handwritten log of transactions.
Cardholder/Approver sign but fail to date the Baylor Transaction Detail report.
10. How can I remember to process documentation by the end of the month?
You may schedule a meeting in Outlook that will allow you the time to reconcile and refer your completed documentation to your Approver. Also, mark the date to make sure your Approver has returned your signed and dated Baylor Transaction Detail report and documentation by the end of the month.
11. Does JPMorgan Chase send weekly emails listing transactions that have been posted?
Yes, emails are sent each Friday if a transaction has posted between Friday through Thursday. Additional servers have been added to support PaymentNet email delivery. Cardholders may now receive them from any of the following email addresses:
If you have not been receiving these emails and have made charges on your P-Card, please check your junk email and if these valid emails have landed there; add them to your "safe sender's" list.
1. What justification is required in the comment section of a Requisition?
Justification should include answers of: who, what, when, where, & why. After completing a Requisition, the Requestor should feel confident that anyone reading it will have a clear understanding of the purchasing transaction.
2. When is a copy of a contract required to be sent to the Procurement Services Office as back-up to a Requisition?
Any time a payment is made relevant to a contract; a copy of the contract is required. If the contract has previously been sent to the Procurement Services Office, it may be noted in the comment section by specifically listing the corresponding Requisition by reference.
3. Should bids be documented in the comments section of a Requisition?
Definitely, the Requestor should include the name of the vendor and the amount of the bid. Omission of this information may cause delays in processing a Purchase Order if verification is required.
4. Are bids required for Standing Orders?
If a Requisition is prepared for $5,000 (or greater), bids are required even though the items purchased may cost less than $5,000. The total expenditure constitutes the need for bids.
5. When does the Procurement Services Office receive notification that a Requisition is ready to be worked?
Once a Requisition has been both electronically approved and budget checked, it will automatically appear on the Buyer's query of Requisitions to be worked. This query is checked by the Buyers approximately 2 - 3 times daily.
6. What happens if the invoice total exceeds the total of the Purchase Order?
Accounts Payable is authorized to pay up to an additional 10% of the total Purchase Order with a maximum increase not to exceed $250. If the invoice amount exceeds this amount, a Requisition to supplement the existing Purchase Order is required.
7. When is a general services contract required?
If the expense is $10,000 or greater, a contract is required by General Counsel.
8. How often are bids required for expenditures $5,000 (or greater)?
Bids are required anytime an expense is $5,000 (or greater); however, if there is a recurring expense throughout the year, an annual bid may be sufficient.
9. When are verbal bids sufficient and when should bids be written?
Verbal bids are sufficient on purchases less than $5,000. Written bids are required on Requisitions between $5,000 and $25,000. It is not necessary to send written bids to the Procurement Services Office (unless specifically requested); however, copies must be maintained on file by departments for audit purposes.
10. When does the Budget Office have to review and approve a Requisition?
If a Requisition is $25,000 (or greater), it is subject to additional review and approval by the Budget Office. It is the Requestor's responsibility to notify the Budget Office when this needs to occur. Please note that the Budget Office authority is fiduciary in nature and it occurs separate and prior from purchasing workflow.