Contact the PCard Administrator or the bank and ask why the transaction was declined. We recommend that you not call from the store, as declined cards cannot be rectified immediately.
Your card will be declined if:
- You have exceeded your designated transaction limit, daily or cycle credit limits.
- Used at a merchant that has selected a blocked merchant category code (MCC).
- Wells Fargo has a security concern because of a use pattern (e.g., you haven’t used the card for a long time). They may ask for your billing address or card limit information for security verification purposes.
Note 1: If you are asked for your billing address for verification, give them the FSU Procurement Services address which is: Procurement Svcs/282 Champions Way, Univ Ctr Ste A1400, Tallahassee, FL 32306-0001.
Note 2: (Billing Address for the travel card is different! It is 5607A University Center, Tallahassee, FL 32306-2391)
If you are still at the place of purchase, ask the merchant to remove the taxes and correct the charge. If you have left the place of purchase contact the merchant and request they process a credit for the tax amount. If the merchant refuses to credit the tax, you may still make the purchase and pay the taxes if the tax amount paid is insignificant. You must document all attempts. Remember, tax exempt is only required for Florida based merchants.
The card itself should be sufficient identification to allow you to make tax-free purchases. However, there are suppliers who will want to have you fill out a standard form that their business requires or provide a tax-exempt certificate. Tax-exempt certificate copies are available on the Controller’s web site.
The billing address (the address on your PCard Application) does not match your shipping address. (The Bill to address is always: Procurement Svcs/282 Champions Way, Univ Ctr Ste A1400, Tallahassee, FL 32306-0001) and is used for verification and security purposes. The Ship to address will be YOUR department address and is used for shipment of your purchases.
NEVER HAVE ITEMS SHIPPED to the FSU Receiving department or to Procurement Services.
You will be required to return the items to the store immediately or have the merchant credit the charge and process a new charge on your personal credit card. Notify your departmental proxy and PCard Administrator.
If you see a charge to a supplier you have never done business with, contact Wells Fargo or the PCard Administrator immediately to notify of the fraudulent charge. If the charge is with a merchant/supplier you do business with, but are unfamiliar with the particular charge, contact the supplier to resolve. If the supplier will not credit the charge, you can dispute the charge. To dispute, complete the Dispute Form and fax to Wells Fargo to dispute the charge as you would with your personal credit card. Then be sure to provide a copy of the dispute form and all backup information to the PCard Administrator. Wells Fargo will send the dispute information through the PCard Administrator, so they need a copy of that dispute for reference.
Yes, however, the merchant must agree that the charge cannot be processed until goods are shipped to FSU.
FSU receives a file weekly from Wells Fargo and you will be notified via email when one of your cardholder has charges to process. You must process those charges by Monday at noon.
Three. You need at least one cardholder and two proxies assigned to that cardholder.
Accountability. Charge card activity is traced to the individual cardholder/ credit card number. This is why it is so important for cardholders NOT to share their card information or allow anyone else to use their card, and always secure their card information.
Yes. Upon entering the PCard Program, each department will provide a default budget to pay the charges made with the card. Wells Fargo issues credit cards/ numbers. The embossed credit card number will not reflect the actual departmental budget number. When processing the charges, the Proxy may change the budget to a different departmental budget for any charge as required. Should the default budget need to be changed, the cardholder or proxy can contact the PCard Administrator to make that change.
See Cardholder Transaction Limits. If your department wishes to set a higher or lower limit for your department, your Dean/Director/Department Head should send the request, in writing to the PCard Administrator.
The card can be used anywhere VISA is accepted. However, some commodities/ merchants are blocked from the PCard Program and may be considered unacceptable purchases. See Prohibited Purchases.
Yes, when the charges are coded in the OMNI system, proxies can change the Dept Id, Fund, and Project number and/or split a charge between multiple budgets as required.
Not without prior approval. The new OCO limit of $5000 is above the allowed card limits. In the event of an emergency, OCO items would ONLY be allowed if the cardholder requests and obtains approval from the PCard Administrator in writing PRIOR TO the purchase. This approval must be provided in writing and kept with the receipt for audit purposes. Approval will be given only in emergency or special circumstances.
Only current FSU A&P, USPS, or OPS employee (with special request from DDDH), or faculty can participate in the program.
Yes, but use caution. Make a photocopy of the receipt and blank-out the charge card number and the signature on the photocopy only. Maintain the actual receipt and turn it in to the Proxy upon your return to FSU.
All PCard Program Participants are required to complete the PCard On-Line Training. This includes the Cardholder(s), Proxy, and Backup Proxy.
Yes, they can be any of the levels of responsibility within the program.
The Payer for the PCard Program are the individuals within Payables and Disbursement Services who process payments and conduct PCard audits.
No, all participants must attend/accomplish training or no cards can be ordered for that department.
There is no limit, provided that the PCard support system is complete for each cardholder.
Yes, the program is open to all types of budgets. Cardholders are cautioned to ensure purchases are authorized both on the budget to be used AND the PCard program prior to making any purchases.
Yes. Pard payment amounts will reflect on departmental ledgers as direct disbursements and PCard refunds/credits will reduce disbursements. Both transaction types will be listed on ledger reports and inquiries that provide transaction listings. To find PCard information on the Ledger, run the query, FSU_DPT_P-CARD_GL_DETAILS.
Spending with state certified minority suppliers using a PCard will be accumulated by the PCard system electronically.