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 or locations owned by Baylor.
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 between the single transaction limit of $10,000 - $24,999 will be allowed with submission of the P-Card Increase Form.
For audit purposes, the increase form should be attached to your monthly P-Card documentation.
5. Can I add a tip to the Off Campus Caterer's invoice?
Yes, with approval from the department supervisor or cardholder's approver.
An individual should make every effort to request a full refund from the travel partner (i.e. airlines, etc) for any canceled trips. If the individual receives a credit, the credit may be used on an upcoming business trip. If the credit will not be used timely (within the next few months), or is used for personal travel, then the individual should not claim reimbursement for the credit.
If a nonrefundable trip was canceled with no credit given, and your department determines the reason for the cancelation was unavoidable, then your department may reimburse for prepaid expenses at the department's discretion.
All major airlines are currently allowing travelers the option to cancel or change upcoming flights without additional fees. Travelers should request a full refund from the airline. However, the airline may only offer a credit to be used on a future flight.
If cancelations are made by the airline, the airline will typically reimburse the airfare cost or allow the full value of the ticket to be used for future travel within one year of the booking date.
Hotels will typically allow for cancellation with no charge for 24-72 hours prior to the date/time of check-in. Please check the policy as each hotel has different cancelation policies.
If you have registered for a conference and the conference organization announces that is has been canceled, the conference may be reimbursing registration and conference hotel bookings/deposits. Review information posted on the conference registration website for direction.
An individual would pay back the University for any funds received as a refund if the expense was already paid/reimbursed by Baylor. The individual can refund the University by check by creating and submitting a departmental deposit receipt via the TRAX financial system.
Standard travel insurance policies will not cover flight cancelations and delays due to coronavirus unless it is specifically written into the policy. Travel insurance is not reimbursable for university business travel.
Before booking new travel, ensure the meeting is still scheduled. Travelers should not book reservations too far in advance. Travelers are highly encouraged to book through University preferred travel agencies.
Guest travel to Baylor or on behalf of Baylor mirrors the current University Employee travel guidelines above.
1. Can I purchase Capital Expenditures on my P-Card?
No. 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 must be reactivated by calling the # on the sticker. Remember to provide your Baylor Id # not your Social Security #.
3. What security identifiers will I need to provide to JPMorgan?
Access Code 1- Last 4 digits of your Baylor ID #
Access Code 2- Last 4 digits of the Baylor Fed ID# 9753
4. Do Approvers receive monthly emails?
Yes, Approvers are reminded at the end of cycle month of the need to review and approve the monthly documentation.
5. 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)?
The Dashboard located on the home page provides account information. If any changes are needed, email the Card Manager with updated information.
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 on your Dashboard.
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. Include in your transaction 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 code is not allowed on the P-Card. All purchases should be processed by a voucher via 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 date range was entered. You may need to refer to the End of Cycle email and create a new report.
7. Is the date range to enter on the BTD the same each month?
No, it varies according to the 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?
Charges are uploaded to the General Ledger after the mid cycle and end of cycle mapping are completed.
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 monthly deadline.
- No supporting documentation for charges or credits.
- 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 to reconcile and refer your completed documentation to your Approver in sufficient time to allow for review/approval before the deadline. Also, mark the date to make sure your Approver has returned the documentation by the monthly deadline.
11. Does PaymentNet JPMorgan send emails when transactions need to be reviewed?
Yes, emails are sent every day until the transaction has been reviewed. The emails stop once the transaction has been mapped. 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 $10,000 (or greater), bids are required even though the items purchased may cost less than $10,000. 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 electronically approved, it will automatically appear on the Buyer's query of Requisitions to be worked.
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 $10,000 (or greater)?
Bids are required anytime an expense is $10,000 (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 $10,000. Written bids are required on Requisitions between $10,000 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.