Purchasing Department, Staff Frequently Asked Questions - Procard
Volunteer State Community College | Business & Finance Division
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Please click below for answers to questions frequently asked about that particular topic.
Procard | Purchases | Bids
May I use my procard for lodging or meals when traveling?
No. Both lodging and meals must be paid for by the individual and can be reimbursed by completing a Travel Expense Claim Form.
May I put conference registration fees/rental cars on my procard?
No, all travel expenses are prohibited from being placed on the procard..
I made a purchase with my procard and realized later that the vendor charged tax. What do I need to do?
Call the vendor and tell them we are tax exempt and ask them to reimburse the College. When the credit shows up in iTracer, put the appropriate account number that the money should go back to. Document this on your procard log.
May I use my procard to purchase food?
Meals may not be purchased with your procard. Snack foods, for meetings, etc… may be placed on your procard.
May I put rentals of equipment on my procard?
No. Please see your procard manual or quick reference brochure for a list of restrictions.
I tried to use my procard and it was declined and I don’t know why.
You have either met your card limit for the month or you are trying to purchase an item over the bid limit. Please contact the Procard Administrator at Ext. 3352 if this occurs.
I want to purchase some items that need to be split between two account numbers and/or object codes. How do I handle this?
Purchases may be split between two or more account numbers. Go to the Allocation field of iTracer. Instead of the “edit” button, you will click on the “split” button and post to the various number of account numbers and object codes you need to.
I accidentally purchased something personal on my procard, what do I do?
Don’t panic. Go to the Business Office the next day and write a check to the College for reimbursement. You need to log this charge on your procard log, but indicate that you have reimbursed the College and attached the receipt for reimbursement just like the other receipts.
I got my procard statement and there are charges on it that I did not make – what do I do?
Please come by the Purchasing & Contracts Office. We will notify the bank and dispute the charge.
