Procurement Services

Frequently Asked Questions

Questions about specific items purchased with the card

1. What types of items are considered equipment?
2. What items are available on the State contract?
3. Can I buy food or drink on the procurement card?
4. Can I use my procurement card to buy stamps or to mail a letter from the United States Post Office?
5. Can I use the procurement card to purchase software?
6. Can I pay for film processing with my procurement card?
7. Can I purchase jump drives or key drives?
8. Can I buy subscriptions to scholarly journals? How about single, back issues?
9. Can I use the card to make copies and obtain binding services?
10. Can I pay to place a job advertisement in a scholarly journal?
11. Can I use the card to pay for membership in professional organizations?
12. Can I use the card to purchase gas?

Procurement Card Procedures

1. Who do I contact with questions about my monthly voucher?
2. Who should I contact if the card is stolen or lost?
3. How can I obtain a Visa Procurement Card?
4. What do I do if a vendor charges sales tax?
5. When is my Credit Card Voucher due?
6. What is needed with the Credit Card voucher?
7. What do I do if I was charged more than once for the same order?
8. If a charge and a credit for the same amount from the vendor appear on my credit card statement, do I need to obtain documentation from the vendor?
9. Will my account remain open if I do not use the card?
10. What do I do if I lose a receipt, or do not receive one with my order?

Account Code Questions

1. What account code(s) should I use?

Other Questions

1. Where can I print tax exemption information?
2. How will the Receiving Department know where to deliver my items if there is no purchase order associated with the delivery?
3. Can I purchase from international vendors?

Questions about specific items purchased with the card

1.
  Q: What types of items are considered equipment?
  A: If you are unsure whether or not a purchase is considered equipment, please contact Property Accounting (601-266-4302) for clarification.

2.
  Q: What items are available on the State contract?
  A: A complete listing of current state contracts is provided by the MS Department of Finance & Administration.

3.
  Q: Can I buy food or drink on the procurement card?
  A: Yes, however, prior email approval as well as the Food Purchase Form must be completed and submitted with the itemized receipt. Also, food can only be purchased for official university purposes.

4.
  Q: Can I use my procurement card to buy stamps or to mail a letter from the United States Post Office?
  A: The procurement can be used at any Federal Post Office to purchase stamps, mail packages or purchase box rentals. The Postmaster will not allow a Visa card to be used as a method of payment for postage that is to be applied to a postage meter.

5.
  Q: Can I use the procurement card to purchase software?
  A: Yes, software can be purchased using the procurement card. However, software license agreements cannot be purchased on the card.

6.
  Q: Can I pay for film processing with my procurement card?
  A: An exception has been made by the Office of Procurement and Contract Services to allow cardholders to use the procurement card to pay for film processing.

7.
  Q: Can I purchase jump drives or key drives?
  A: Yes. These items are not considered equipment by Property Accounting.

8.
  Q: Can I buy subscriptions to scholarly journals? How about single, back issues?
  A: Yes, you can buy a subscription if it is being used for official university business. You can also purchase single back issues of any journal.

9.
  Q: Can I use the card to make copies and obtain binding services?
  A: Yes, but ONLY after getting approval from Marketing and Public Relations. All copy and printing services must be approved by Marketing and Public Relations. You are also required to use the Copy Center for such work if they are capable of meeting your requirements.

10.
  Q: Can I pay to place a job advertisement in a scholarly journal?
  A: Yes, but ONLY if the vendor does not accept purchase orders. Be sure the Affirmative Action Officer reviews the ad and notifies our office when they approve the information. Email the procurement card administrator for prior approval before the ad is placed.

11.
  Q: Can I use the card to pay for membership in professional organizations?
  A: Yes, but only if the membership promotes advancement of the University’s mission.

12.
  Q: Can I use the card to purchase gas?
  A: No, the procurement card can not be used to purchase gas. All university owned vehicles must have a Fuelman card associated with it. This card must be used to fuel these vehicles. If a rental vehicle is used, the individual must pay for the gas and be reimbursed through the Travel Office .

Procurement Card Procedures

1.
  Q: Who do I contact with questions about my monthly voucher?
  A: Becky Holder or Sandra Reiter in Purchasing will be able to assist you. You may reach Becky at 601-266-4131 or email her at K.Holder@usm.edu. You may reach Sandra at 601-266-4131 or email her at Sandra.Reiter@usm.edu.

2.
  Q: Who should I contact if the card is stolen or lost?
  A: To report a lost or stolen, card, immediately call (800) 335-8427. As soon as possible, you should contact the Procurement Card Administrator in the Purchasing Department.

3.
  Q: How can I obtain a Visa Procurement Card?
  A: You must follow the steps described in the Getting Started section of this site.

4.
  Q: What do I do if a vendor charges sales tax?
  A: The cardholder is responsible for obtaining a credit from the vendor for the amount of the tax. The tax exemption letter is located on the Accounts Payable website. If there is a problem obtaining a credit for the tax charged, please contact Procurement Services for assistance.

5.
  Q: When is my Procurement Card Voucher due?
  A: Credit Card Vouchers are due the 15th of each month for charges in the preceding month. Procurement card privileges may be lost if a voucher is over 30 days past due.

6.
  Q: How should back-up documentation be filed after the voucher has been completed?
  A: Itemized invoices/receipts should be attached to the procurement card billing statement in the order in which they appear on the statement. If a receipt is not itemized, you will need to indicate on the receipt what was purchased. Individual statements should be filed by month.

7.
  Q: What do I do if I was charged more than once for the same order?
  A: Notify the vendor and have them issue a credit for the duplicate order. You will need to show both charges. When the credit is issued, you will need to show it on the next month’s voucher.

8.
  Q: If a charge and a credit for the same amount from the vendor appear on my credit card statement, do I need to obtain documentation from the vendor?
  A: Yes. Itemized invoices/receipts and information related to the credit should be sent with your normal paperwork.

9.
  Q: Will my account remain open if I do not use the card?
  A: If you have 12 months of inactivity the card is automatically canceled on the 13th month.

10.
  Q: What do I do if I lose a receipt or do not receive one with my order?
  A: If you lose a receipt or do not receive one with your order, complete the Missing Document Affidavit

Account Code Questions

1.
  Q: What account code(s) should I use?
  A: A complete listing of available account codes has been provided on the Office of the Controller website. Please note that purchasing expense codes begin with the number '60xxxx'.

Other Questions

1.
  Q: Where can I print tax exemption information?
  A: A link to the Tax Exemption Certificate is provided on the Accounts Payable page of the Procurement and Contract Services web site. Tax Exemption Certificate

2.
  Q: How will the Receiving Department know where to deliver my items if there is no purchase order associated with the delivery?
  A: Make sure the vendor includes the following information to ensure the Receiving Department can properly deliver the goods:

• Department Name
• Departmental contact name and phone number
• Physical location of the department (building and room number)
• Identify the item as a "Procurement Card Purchase"

3.
  Q: Can I purchase from international vendors?
  A: Yes.