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Department of Procurement and Contract Services

Vehicles Charges Not Allowed on Pcard

 

PROCUREMENT CARD PROCESSING ACCOUNT CODES FOR VEHICLE RENTALS

The account codes   MUST be used when processing your SOARFIN transaction or it will be denied. 

  • In-State: Travel that starts in the State of Mississippi.
  • Out-of-State: Travel that starts when you arrive in another state and rent onsite.

IN STATE RENTALS

OUT OF STATE RENTALS

In Off - Official Travel

604030

Official Travel

604130

To a Conference

604230

To a Conference

604330

Group Travel

604530

Group Travel

604630


WHAT TO INCLUDE WHEN UPLOADING TO SOARFIN

Include the following information on the rental receipt before uploading to SOARFIN

  • Destination of travel: City and State of Travel Only (e.g. Hattiesburg, MS; Jackson, MS; New Orleans, LA; Dallas, TX etc.)
  • Purpose of travel from list: (Business meeting, Conference, Seminar, Workshop, Observation, Performance, Presentation, Recruitment, Research and Teaching, Training, Other)
  • Verify Amount: The amount on the receipt MUST match the amount on the credit card statement. An itemized rental receipt must be attached to the Travel Voucher and uploaded to your SOARFIN transaction.

 

If you rented a Full Size Car, a Luxury Car or a Sport Utility Vehicle (SUV)

 

NOT ALLOWED ON THE PCARD WHEN RENTING A VEHICLE

  • Fuel (no gas can be purchased with the PCARD)
  • Additional Insurance
  • Rental companies not under contract when the price exceeds contracted companies’ rates*

*The PCARD can only be used to rent a car from rental agencies that are our under current State Contract (Insurance is provided with the contract) https://www.usm.edu/procurement- contract-services/vehicle-rental-information

 

HOW TO CORRECT SOARFIN CHARGES REJECTED/NOT ALLOWED

Contact the rental office that you rented the vehicle from and ask them to charge your personal credit card and to take it off of the PCARD. If that cannot be done then follow steps below.

1. Deposit for the amount charged on your PCARD needs to be made in the Bursar’s Office. The Bursar’s office is located in Forrest County Hall – Room 101. They will accept a check or a credit card for payment. If your department does not have a deposit slip, there will be deposit slips available in the Bursar’s office. BE SURE to use the same account code and budget string that you used on your SOARFIN transaction. The teller will give you a copy of the deposit slip.

  1. Scan the deposit slip and upload it to your SOARFIN transaction.
  2. Complete a Travel Voucher to be reimbursed for the above expense.
  3. Send the Travel Voucher along with the original receipt and a copy of the deposit slip to Travel at Box 5104. “Reference that copy of receipt has been uploaded in SOARFIN”.

Contact Us

Procurement and Contract Services
214 Bond Hall

Hattiesburg Campus

Campus Map

Email
procurementFREEMississippi

Phone
601.266.4131

Contact Us

GCRL Procurement Services
Oceanography Building
Gulf Coast Research Laboratory

Campus Map

Email
procurementFREEMississippi

Phone
228.872.4245