Activity: General P-Card Holder Instructions Financial Policy: N/A Related Policies: IU Institutional Purchasing Policies http://www.indiana.edu/~purchase/policies/policy_list.html Other Relevant Policies http://www.indiana.edu/~policies Additional Forms: Online Dispute through GE Capital https://www.genetservice.com/GE_Commercial/Login.do Exception to Policy Form http://www.indiana.edu/~purchase/pcard/pcardform.pdf Things to Know:
Your IU Purchasing Card may be used for phone-in orders, as well as, pick-up or counter orders and can be used with any merchant who accepts MasterCard.
All purchases must be supported by an original itemized receipt. You will be responsible for retaining receipts for all of your purchasing card purchases and forwarding them to your accounting department with your monthly statement. When placing an order over the phone, please remind the merchant that IU is tax exempt and that they should include an itemized receipt . At the end of each billing cycle, all receipts pertaining to a particular statement should be attached to that statement and sent to your accounting department by the 10th of the following month. All purchases MUST have itemized back-up documentation supporting the expense. For telephone and catalog orders, make sure to give the merchant your appropriate campus department address which should be indicated on the outside of the package. You will be responsible for ensuring receipt of materials and any follow-up efforts required to resolve any delivery problems, discrepancies, damaged goods, billing problems or returns. If you need to return an item, contact the vendor to obtain their return policy and procedures. There is a 60-day period in which you can file disputes with GE Capital. Disputes filed later than 60 days from the date of the cardholder statement may not be considered. Disputes should be discussed first with the merchant and should be referred to GE Capital only after attempts to resolve the matter with the merchant have failed. GE Capital will require you to fill out an on-line dispute (see form above). If you find you are in need of a copy of a charge receipt, contact the vendor. If the vendor is unable to provide a copy of your receipt, then you must complete an exception to policy form (see form above). Should your card be denied by a merchant and you would like an explanation, please call or contact your campus P-Card manager: http://www.indiana.edu/~purchase/pcard/pcard.html See IU Purchasing Newsletters http://www.indiana.edu/~purchase/newsletter/list.html
