COVID-19 Q&A

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COVID-19 Q&A

Accounts Payable Staff Listing | Policies/Procedures | Forms | Q&As | Restricted/Approved Purchases

 

Q: What can I purchase with my PCard?

A: Please read this link APPROVED PURCHASES. If you have additional questions, please contact Kyle Frant (kfrant@ccsu.edu). 

 

Q: What items am I prohibited from purchasing with my PCard?

A:  Please read this link PROHIBITED PURCHASES. If you have additional questions, please contact Kyle Frant (kfrant@ccsu.edu). 

 

Q: Can I purchase office supplies on the PCard and have them shipped to my home?

A: On an exception basis, yes, and only if the item is necessary to conduct business during the COVID-19 extended University closure. All purchases require prior approval of your supervisor, and any purchase greater than $25 will need your supervisor’s and Excomm Member’s approval via email. Once each of them have approved the purchase, forward the email to Lisa Bucher (bucherl@ccsu.edu) for final consideration before making the purchase. Please be sure to maintain all receipts and backup for future audit purposes. 

CCSU encourages people to comparison shop and order from whichever company offers the better value, considering shipping charges.

 

Q: Can I purchase anything other than office supplies on the PCard and have them shipped to my home, or the residence of the student(s)?

A: On an exception basis, only with supervisor approval, and only if the item is necessary to conduct business during the COVID-19 extended University closure. All purchases require prior approval of your supervisor, and any purchase greater than $25 will need your supervisor’s and Excomm Member’s approval via email. Once each of them have approved the purchase, forward the email to Lisa Bucher (bucherl@ccsu.edu) for final consideration before making the purchase. Please be sure to maintain all receipts and backup, including the email containing the approvals, for future audit purposes. 

CCSU encourages people to comparison shop and order from whichever company offers the better value, considering shipping charges.

For those purchases made at the CCSU employee’s own expense, the University cannot guarantee reimbursement without providing proof of purchase and an appropriate business purpose for the expense, in accordance with State and University Policies and Regulations.

 

Q: If I am unable to utilize a PCard and need to purchase office supplies with my own money, what is the process for reimbursement and am I able to have the items shipped to my home?

A: Yes you can have items shipped to your home, but as stated in the previous answer, the purchase(s) require prior approval of a supervisor and any purchase greater than $25 will need your supervisor’s and Excomm Member’s approval via email. Once each of them have approved the purchase, forward the email to Lisa Bucher (bucherl@ccsu.edu) for final consideration before making the purchase. Once the approvals have been received, please complete and sign the Disbursement Form located on the Accounts Payable Website and attach the form and the email from your supervisor approving the purchase. Please copy the supervisor, and email to ap@ccsu.edu. In addition to the disbursement form, please attach a copy of the backup, such as the receipt, bill, bank statement showing charge, merchant orders and quotes. (This can be accomplished by taking a photo with a phone and attaching it with the disbursement form.) The University cannot guarantee reimbursement without providing proof of purchase and an appropriate business purpose for the expense, in accordance with State and University Policies and Regulations.

CCSU encourages people to comparison shop and order from whichever company offers the better value, considering shipping charges.

 

Q: Which vendors can I purchase the delivery of supplies from?  

A: Our office supply vendor, WB Mason, has started to make home deliveries of office supplies while most of us are working from home.  There will be a $5.95 delivery charge for orders under $40 and orders over $40 ship free. In order to add your home address please follow these instructions -

Highlight Account Center at the top of the screen.

Scroll down and click on Manage Addresses

Enter the info and click submit

We also have approval from the State to order supplies from Amazon. CCSU has an Amazon Business account (https://www.amazon.com/business/). If you need to order from Amazon Business but do not have a password, please contact Richard Piotrowski (piotrowskir@ccsu.edu).

 

Q:  What do I do if I lose a receipt or lack one due to telephone ordering?

A:  Please complete the Missing Receipt Form and save with your PCard documentation. This information will be called upon during an audit of your PCard transactions.

 

Q: What if I need an increase to my PCard limits?

A: Please send an email and copy the department supervisor, include the reason for the increase, a description of the goods, and why the goods must be purchased, along with an invoice or merchant quote. Please send the email to Kyle Frant (kfrant@ccsu.edu). Kyle will then increase your limit with JP Morgan Chase. The limit increase will be reduced back to your normal approved limit once Accounts Payable has confirmed that the purchase has been authorized.

 

Q: If my PCard is closed and reissued due to fraud, can I have the PCard delivered to my home address?

A: Yes, only during this period where we cannot access the campus. If you wish to receive the PCard at your residence, please send an email to Kyle Frant (kfrant@ccsu.edu) and your supervisor, requesting the PCard be shipped directly to the cardholder’s attention and home address. Please note, the named cardholder is responsible for all purchases and any misuse of the PCard, so care must be taken to ensure the PCard is received and secured by the cardholder and in possession of the cardholder for authorized purchases.

 

Q:  Can I purchase an IT supply, specifically toner or ink cartridges, and have it shipped to my house?

A:  Printing is not encouraged as we work electronically from home, but this may be accomplished on a case-by-case basis by following the process described above. All other Information Technology supplies or technology requests should be routed to Richard Piotrowski (piotrowskir@ccsu.edu) for consideration.

 

Q:  If I am purchasing items that involve grant funds, what is the process during COVID-19?

A:  The process does not change during COVID-19.  You would follow normal business procedures of completing the necessary form(s), and submit it to Kathy Moore via her email address (moorek@ccsu.edu) and she will work with you from that point forward. 

 

Q:  How can I view my PCard transactions online?

A:  Please use this link: JPMorgan to view your PCard transactions. There are also instructions below for self-registration if you have never been on the site previously.

On the main page of smartdata cardholders, click the Cardholder Self-Registration link. This link will bring you to the Account Information screen. Enter your Account Number (16-digit PCard number) and the Company Registration Code (0006128). Once entered, you will be able to set up a user ID. See below screenshots:

 

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Any further questions should be directed to kfrant@ccsu.edu.

 

Last Updated 10/26/2021

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