Purchasing Card Help

The Purchasing Card program provides individuals and departments with a MasterCard credit card to make timely and efficient acquisitions of small dollar purchases. 
The card is for business use only and has spending limits and restrictions. All charges are billed directly to the University. 

The card can be used for most any small dollar purchases including but not limited to:
       •  Supplies and equipment
       •   Periodical subscriptions
       •   Snacks for meetings |
       •   Printing
       •   Promotional supplies

You can get as many cards for your department or program area as you need, subject to the approval of your dean or appointing officer.

Click here to apply for a card and learn more about the Purchasing Card program.

The Purchasing Card is for business use ONLY. 

Restricted items include but are not limited to the following:

  • Computers and computer accessories
  • Software
  • Office furniture
  • Gift cards and gift certificates
  • Guns and ammunition
  • Payments to persons who perform services
  • Travel and entertainment expenses (including restaurants, hotels, airfare, car rental, movies, museums.  They should go through the reimbursement process.

Learn more about Purchasing Card restrictions.

Contact one of the following immediately so a hold can be put on your card. You do not need to know the card number.  They can look it up by the card name. 
  •  Fifth Third Bank Fraud Dept  855-634-1295
  •  Mastercard  800-MC-ASSIST  (800-622-7747)
  • 
Mastercard International In-Country Toll Free Customer Service Phone Numbers
  •  Procurement Services  616/331-2257,  616/331-3211,  616/331-3436  purchasing@gvsu.edu

Note: If you have a card that is in a department or program name and not in a person's name, the bank might not talk to you because they cannot verify that you are the cardholder.  They may be willing to temporarily put a courtesy hold on the card. Call Procurement Services x13211 and they will contract the bank on your behalf. 

Fifth Third or Mastercard might ask you for you for your company address or address to send the card to.  That is the same as the billing address.   If you do not kinow the billing address, call Procurement Services x13211, x13508 ,x13436, x2257

Fifth Third or Mastercard will usually close and reissue the card.  It takes 7 to 10 days for the replacement card to arrive. It can be expressed mailed (2-day) for free if loss was not our fault; or for $25 if it was our fault. Notify the Purchasing Card administrator at x13211 that you closed and reissued your card. The replacement card will come to the Program Administrator first and will be forwarded to you. Sometimes the GVSU Mail Room delivers the card to the cardholder instead of to Procurement Services.  If you receive a new card and have not received a card activation email from Procurement Services, contact Procurement Services x13211 to let us know the card number. 

If invalid transactions posted to your card account, Fifth Third will be mailing you a Declaration of Fraud Activity form for you to sign that legally states it is not a valid charge. Be sure to complete and send the form to the bank promptly or you will lose dispute rights. The form usually arrives within a month.

If you have  any recurring charges with merchants, contact them to provide the new card information. 

Do NOT use the Dispute Resolution form to report this issue. 

Contact the Fifth Third Bank Fraud Department at 855-634-1295. The bank will close and reissue the card. The bank will ask you to verify if any other recent transactions are valid. 

Note: If you have a card that is in a department or program name and not in a person's name, the bank might not talk to you because they cannot verify that you are the cardholder. Call Procurement Services x13211 and they will contract the bank on your behalf. 

It takes 7 to 10 days for the replacement card to arrive. It can be expressed mailed (2-day) for free if loss was not our fault; or for $25 if it was our fault. Notify the Purchasing Card administrator at x13211 that you closed and reissued your card. The replacement card will come to the Program Administrator first and will be forwarded to you.  Sometimes the GVSU Mail Room delivers the card to the cardholder instead of to Procurement Services.  If you receive a new card and have not received an email from Procurement Services, contact Procurement Services x13211 to let us know the card number. 

If invalid transactions posted to your card account, Fifth Third will be mailing you a Declaration of Fraud Activity form for you to sign that legally states it is not a valid charge. Be sure to complete and send the form to the bank promptly or you will lose dispute rights. The form usually arrives within a month.

If you have  any recurring charges with merchants, contact them to provide the new card information. 

Do not use the Fifth Third Bank Dispute form to report fraudulent transactions that appear on your card or where your card has been compromised. In that case, call the Fifth Third Bank Fraud Department at 855-634-1295  (See above question "What should I do if a charge on my card or card statement is not a valid charge made by me or if my card has been compromised?")

Use the Dispute form for transactions that you have made where you have an issue that the merchant is not resolving.  For example:
     You were due a credit but the merchant has never issued the credit.
     The merchant is not returning your calls.
     Your merchant went out of business before delivering your goods or services


IF YOU ARE HAVING ANY ISSUE WHERE THE MERCHANT SHOULD BE REFUNDING YOU FUNDS, AND IT IS APPROACHING 60 DAYS OF THE ORIGINAL TRANSACTION DATE, IT IS HIGHLY RECOMMENDED THAT YOU SUBMIT A DISPUTE TO FIFTH THIRD BANK TO ASSURE YOU CAN GET THE CREDIT. YOU MUST DO THIS WITHIN 60 DAYS OF THE ORIGINAL TRANSACTION DATE.  AFTER 60 DAYS, THE BANK CANNOT REQUIRE THE MERCHANT TO ISSUE THE CREDIT AND YOU WILL LOSE DISPUTE RIGHTS.

Once you submit the Dispute form, the bank will give the merchant 30 days to respond (45 days if international merchant). If the merchant does not respond satisfactorily, the bank will issue you a credit on your card. The bank might snail mail you a request for additional information. Be prompt in responding to the request or you might lose dispute rights. 

To contact the Fifth Third Dispute department, call 888-701-3878.
Click here to download a copy of the Dispute form.  Fax the form to the bank at the fax number at the top of the form. 
 

Contact Procurement Services at x12257 or x13211 or x1358 or x13436.  We can immediately determine the reason for the decline and assist with getting the issue resolved to allow the transaction to go through. 

Alternately you can contact Fifth Third Bank at 800-855-634-1295 or 800-488-6773.
The bank can tell you the reason for the decline but cannot make changes to allow the transaction to proceed without Procurement Services authorization.    


Common reasons for declines include: 
    Card is not activated
    Transaction exceeds your spending limits  (per transaction, monthly, transactions/day)
    Incorrect PIN entered
    Incorrect 3-digit number on back of card entered
    Bank placed a hold on your card to verify if recent transations are valid
    Merchant is coded as a merchant type that Procurement Services has blocked
    Problem with the merchant's online card portal or processor.
    Sometimes running the card at a different cash register will work. 

Contact Procurement Services x12257 or x13211 or 13436 or x13058 for the address. For security purposes, we are not putting the billing address online.   

Standard spending limits are:

  • $2,500 per transaction
  • 10 transactions per day
  • $10,000 per monthly billing period.

Limits are authorized by your dean or appointing officer.  You might be authorized for limits that are  different from the standard limits.

Requests for a temporary increase to your card can be made by e-mail to Tonya Valencia.  You must cc your unit head. 

Call 866-475-0729, press 4, press 1, press 4. 

After you change your PIN, the first time a physical merchant asks for your PIN, your PIN might not be accepted on the first attempt; re-insert the card and re-enter the PIN; you may need to do it up to four times. Be sure you are selecting “credit” if asked whether the card is credit or debit.

If you have not logged in for an extended period of time, Smart Data temporarily inactivates your login. Contact Procurement Services (x12257 or x13211  or x3058 or x12257) to re-activate it.

If you forgot your password, contact Procurement Services. They will have Mastercard immediately e-mail you a new temporary password.  Login with the temporary password and you will be prompted to create a new password.  Avoid leaving spaces before or after the password when entering it. 

We do not recommend using the "Forgot Password" function on the Smart Data login screen as it is quirky.

You have three business days after the end of the billing period (until midnight of the third business day) to complete reallocations.  National holidays do not count as a business day. 

If you are unable to get a receipt copy from the merchant after the fact, complete the Missing Receipt Form. Have your supervisor sign the form and include in your card records.

If you have a card in a department or program name (not in a person's name), you must use the Sign In/Out Log to track who has the card at any given time.
If you have a card in a person's name, you are not required to use the Sign In/Out Log. 

Contact Procurement Services x12257, x13211, x3058, or x13436 

All products must be shipped to a GVSU address.  Requests for exceptions can be made to the GVSU card program administrator by e-mail to Kip Smalligan.  Cc your unit head.

Mastercard has toll free in-country customer service phone numbers for many foreign countries.  

It is recommended that you call Fifth Third Bank 855-634-1295 a few days in advance of leaving to put a travel note on file with the bank stating the dates and locations you will be outside of the United States. However, this does not guarantee that your card will not be suspended by the bank if there is suspicious activity on it while outside the United States. 

We have proof of Michigan sales tax exemption for Home Depot, Best Buy, and Dollar General. Amazon also has a sales  tax program that allows you to claim  exemption when you check out on items sold & fulfilled by Amazon. Contact Procurement Services x12257, x13211, x13058, or x13436 for a copy of the required documentation. 

Florida
Illinois (not for hotels)
Kentucky
Massachusetts
MIssouri
Ohio
Tennesssee
Texas
Washington DC

Contact Procurement Services x12257, x13058, x13211, or x13436  for a copy of the proof of exemption. These exemptions are subject to change. 

No, GVSU must be the direct payer to qualify for Michigan sales tax exemption. This applies to sales tax exemption in other states also. 

Don't see your question listed here? Contact the Purchasing department at 616-331-2280 or pcardadmin@gvsu.edu