Procurement Services

Purchasing Card Program

 

The purchasing card program provides faculty and staff with a Visa credit card to make timely and efficient acquisitions of small dollar purchases.  All charges are billed directly to the University. This credit card is

is intended for business use only and has some merchant and spending controls. To participate in this program, complete and submit a Purchasing Card application. Procurement Services will order the

cards, and designated cardholders will be scheduled to attend a training session, receive program materials, sign a Cardholder Agreement and then receive their card. For more information regarding the purchasing

card program, contact Kip Smalligan at 616/331-3211.
 

When making purchases via the Internet, thebilling address for all cards is 228 Lake Michigan  Hall - 

Allendale, MI 49401.  Using this address will avoid cards being declined due to some discrepancies encountered

during the security confirmation.

 

How to Use Paymentnet Training Videos

Purchasing Card Request Paperless Statements
Purchasing Card Online Statements
Project Reallocation
 

Introduction

Policy & Procedures Manual
Paymentnet User Guide (updated Feb 2011)
Paymentnet is the online management & reporting tool for the Purchasing Card. It can be used
by faculty and staff to monitor card activity, assign account codes, find merchant information,
view statements, determine reasons for declines, and analyze spend.

Frequently Asked Questions:

Q. What goods and services can be purchased with the new purchasing card?
A. Items with a value of less than $1,000. The purchasing card is ideal for purchases such as: dues, memberships,
conference registrations, subscriptions and repair services.

Q. Are there goods and services that cannot be purchased with the card?
A. Yes a few, such as furniture, computer equipment and items from University auxiliaries (Bookstore Central Stores,
Copy Center, etc).

Q. How do I get a purchasing card?
A. Complete a Purchasing Card Application and submit it to Procurement Services. Your dean/appointing

officer must approve the request for a card.

  • A department administrator will be designated for each department.
  • They will oversee use of the card and ensure that monthly statements are reconciled promptly.
  • Your department administrator must also sign the application form.
  • Approved cardholders must attend an orientation and training session at which time the card will be issued.

Q. How long does it take to get a card?
A. Normal processing from the bank is 1-2 weeks, but this may vary depending upon demand. After your card is

received, you will be contacted to schedule your training session.

Q. Will there be a personal credit check?
A. No. Even though the card may be in the cardholder's name, the program is totally independent of personal credit history.

Q. What responsibilities will cardholders have?
A. Cardholders will have some responsibilities that come with the card privileges:

  • Obtain and retain receipts for all purchases.
  • Statements must be reviewed on a timely basis every month and signed by the department administrator.
  • A Self-Audit Report Form must be submitted to Procurement Services on a quarterly basis.
  • Disputes with merchants and arranging for returns and credits will be the cardholder's responsibility.
  • If the card is lost or stolen, the cardholder must notify the bank or Visa immediately.

Q. Who do I contact for additional information?
A. Please don't hesitate to call Procurement Services at 616/331-3211, if you have any questions about the purchasing card program.