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TAMU > Finance > FMO > Payment Card > Cardholder Resources

Cardholder Resources

  Links to Resources

• Payment Card Program Guide
• Cardholder Checklist
• Texas Sales Tax Exemption Form
• HUB Vendor Lists
• • Strategic Sourcing HUB Directory
  • CMBL
• Prohibited Vendor Lists
• • State of Texas Vendor Hold List
  • State of Texas Debarred Vendor List
  • Excluded Parties List
• Items available from the Texas Industries for the Blind and Handicapped
• Documentation in Lieu of Receipt or Invoice
• Payment Card Check In/Out Log
• Statement of Disputed Item Form
• Payment Card Transaction Approval Process
• Cardholders: How to View Transactions in Pathway Net

  Frequently Asked Questions

• What do I reference to find guidelines and rules about the use of the Payment Card?
• • Payment Card Program Guide - Cardholders must comply with all guidelines listed in the Payment Card Program Guide.
• How do I activate my card?
• • Reference the checklist provided via email when receiving the card or call call Financial Management Operations-Payment Card Office 862-1341 for guidance.
• What is my delegated purchase limit and what does that mean?
• • Less than $5,000.00 for a single transaction, but may be less at the discretion of the department head.  So please verify with your department business administrators.
  • The delegated authority is meant to allow departments the ability to purchase small dollar orders.  It is not meant to allow larger purchases to be split in order to meet delegated limits.  To do so would be a violation of State, TAMU System and TAMU Purchasing Procedures.
• What are the acceptable, restricted and unauthorized purchases?
• • See section 3.4.2 page 9 of the Payment Card Program Guide
• Are purchases Texas Sales Tax exempt?
• • All purchases within the State of Texas are sales tax exempt, but you must complete and present the Texas Sales Tax Exemption Form to the vendor.
• What are my responsibilities prior to making a purchase?
• • Determine if it is within delegated limit of less than $5,000.00.
  • If your department has a lower limit is it within the department’s set limit?
  • Determine if the purchase is allowable on the card by referring to section 3.4.2 of the Payment Card Program Guide.
  • Determine if a HUB vendor can be used by visiting Strategic Sourcing HUB Directory or CMBL (State of Texas website that allows searching by name, commodity code or city)
  • Identify the vendor
  • If the purchase is greater than $150.00:
  • • Verify that the vendor is not on the State of Texas Vendor Hold List, State of Texas Debarred Vendor List or the Excluded Parties List.
    • Determine if the item is available from the Texas Industries for the Blind and Handicapped.
  • If required by department, record on Internal Order Transaction Log.
  • Then make purchase with identified vendor, presenting the Texas Sales Tax Exemption Form to the vendor if purchase is within the State of Texas.
• What are my responsibilities after making a purchase?
• • Turn in receipts and any other purchase documentation (and log if required by department) to the bookkeeper daily, weekly or monthly (least preferred) but no later than the 6th of each month.
  • Bookkeeper will reallocate in Pathway Net and reconcile the receipts to the Report 121 Cardholder Statement and/or log (if log is required by department).  Then present the reconciled (initialed by reconciler/bookkeeper) Report 121 Cardholder Statement to the cardholder for review and signature.
  • Then the cardholder must route the documentation to the departmental approver for review and signature to complete the required monthly approval no later than the 26th of each month.
  • More information on the Payment Card Approval Process.
• What if a receipt/invoice is lost or not available?
• • Complete the following form Documentation in Lieu of Receipt or Invoice, acquire appropriate approvals and turn in to the bookkeeper as the receipt.
• Can I allow others to use my card?
• • Yes if the Payment Card form is completed and sent to FMO-Payment Card Program MS 6000.
  • It is also recommended that a Payment Card Check In/Out Log be completed if used by another person.
• How do I dispute a transaction?
• • First contact the vendor to see if the issue can be resolved.  If it is considered a fraudulent transaction go to the next step.
  • Complete the Statement of Disputed Item form, if it can not be resolved with the vendor.
  • Fax the Dispute Form to the Program Coordinator 845-9415
  • Then the program coordinator will file the dispute with JP Morgan Chase.
  • Fraudulent transactions must be disputed within 60 days of the statement date on which the transaction appears or we lose the right to dispute. Once the right to dispute is lost it could become the responsibility of the cardholder.
• What do I do if my card is lost or stolen?
• • Immediately contact all of the below:
  • • JP Morgan Chase Customer Service 1-800-890-0669
    • Bree Patranella bpatranella@vpfn.tamu.edu or 862-1341
    • Department Approver/Manager
• Can I view my transactions online?
• • Yes through JP Morgan Chase online product called Pathway Net.
  • For instructions on how to login and view transactions using Pathway Net, see the following link Cardholders: How to View Transactions in Pathway Net
• Does the Payment Card Office review my Payment Card transactions?  If so what are the consequences of possible findings?
• • Yes, the Payment Card Office performs a monthly review of all transactions through data analysis and the selects audits based on that review.
  • See the Payment Card Review - Findings Table for consequences of findings based on first, second or third occurrence.

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