Making Purchases

A p-card can be used for all ACU purchasing needs including operational and travel. It is also the preferred method of payment. When making a purchase with a p-card, it is recommended that you check as many sources as possible to assure optimal price, quality, and delivery.  

To guarantee that your order is delivered to you, be sure to indicate that delivery is to be made directly to you at your ACU box address. Remind the vendor you will need a receipt or confirmation of your order that should be mailed directly to you (not Accounts Payable or University Purchasing). 

The card can be used in the following methods:

  • In person
  • Telephone
  • Fax
  • Internet (secure websites only)
  • Mail order form
Sales & Use Taxes  

ACU purchases made in Texas and for use in Texas are generally exempt from Texas sales and use taxes. It is the responsibility of the cardholder to obtain tax exempt status when making a purchase. ACU’s tax ID number is printed on the front of each p-card for tax exempt verification. If the vendor requires additional proof, ACU’s Texas Sales & Use Tax Exemption Certification is available for viewing and printing. For hotel stays, the Texas Hotel Occupancy Tax Exemption Form is available, which must be signed by the hotel guest. Purchases made in other states are generally subject to that state’s sales tax laws.

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Prohibited Purchases  

The following items should not be purchased with an ACU p-card:

  • Fuel in a personal vehicle - If an individual is using their personal vehicle for ACU business, he/she needs to track mileage and turn in a Travel & Entertainment Expense Report for mileage reimbursement. Mileage reimbursements not only cover fuel costs but also wear and tear on the vehicle.
  • Gift cards, gift certificates, or store credits
  • Certain gifts, awards, prizes, and reception costs – please see ACU’s Gifts, Awards, Prizes, & Receptions Policy when making such purchases
  • Cash advances
  • Cash as a credit for returned items
  • Alcoholic beverages or tobacco products
  • Personal purchases
  • Spousal or family expenses unless previous approval from the tax director has been obtained through a Spousal Accompaniment Approval form – see the Travel & Entertainment Policy for more detail
  • Cell phones or cell phone monthly bill payments – see the Cell Phone Policy
  • Internal ACU purchases such as the Campus Store, ACU Press, ACU Theater tickets, ACU Athletic tickets, ACU dinner tickets, or other ACU purchases. These purchases should be made using a departmental FOAP.
  • Telephone and computer purchases – such items should be purchased through the Information Technology department
  • Other purchases in violation of university policy – see the Employee Handbook for more detail

Any cardholder may have his/her p-card suspended or revoked at any time at the discretion of the p-card administrators or approving supervisor. Any violation of the p-card policy can result in temporary or permanent suspension of the p-card, financial restitution, and/or termination of employment. All cardholders and their supervisors are responsible for knowing and abiding by the p-card policy.

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Fraud & Security  

Fraud Fighting Tips:

  1. Protect your card, and keep it in a safe place.
  2. Keep an eye on your card. Fraud often takes place when a card is handed over for payment and it is taken out of your eye sight in order for duplication to take place.
  3. Don’t be afraid to ask questions if you see something suspicious.
  4. After every purchase, make sure you receive your card back and not someone else’s.
  5. Review your monthly expense report to verify your purchases and amounts. Be sure to review your report every month, even if you don’t think you have any transactions.
  6. Sign the back of your card.
  7. Report lost or stolen cards immediately.
  8. Report any suspicious activity or suspected fraud immediately.
  9. Be aware of suspicious emails or other correspondence. It is not JP Morgan Chase’s practice to send emails that require you to enter personal or card information through email or through a non-secure website.
  10. Do not provide more than the last 8 digits of your p-card account number in an email.
  11. If an individual has phoned you claiming to be a JP Morgan Chase representative and requests your account number or other private information, ask for a phone number to return the call. At this point, call the number on the back of your card and ask for the fraud department. The department will be able to identify any issues with your card.

If there is suspicion of fraud, the cardholder must do the following as soon as possible:

JP Morgan Chase is committed to maintaining a safe environment for its community. In this respect, as a preventative measure, anti-fraud teams regularly screen credit card transactions for any unusual activity. These teams search and monitor for out-of-country transactions, online spending, and purchases made out of the cardholder’s normal purchasing habits. When JP Morgan Chase finds unusual activity, they will put a hold on the cardholder’s account, preventing the cardholder (or anyone else) from using the card number. If your card is declined or if you are experiencing problems getting a transaction to process, call JP Morgan Chase to see if a hold has been placed on your account. If a hold has been placed on your account, they will need verification on whether the transaction(s) in question is valid or not. If you are traveling out of the country or making purchases from a merchant that is located out of the country, call JP Morgan Chase and notify them ahead of time. This will help the fraud division and will also prevent a hold from being placed on your account.

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Year End Purchases  

ACU’s fiscal year end occurs on May 31st. All p-card transactions that post in May will be on the current year’s budget not on the new fiscal year beginning June 1st. Remember: if the transaction date is in May, this does not mean the posting date is in May. The posting date is always equal to or later than the transaction date, and it is determined by the merchant’s reporting procedures. Therefore, you may make a purchase with your p-card on May 27th but depending on the merchant’s procedures, the charge may not post until June 1st. In this case, the charge would be posted to the new fiscal year’s budget effective June 1st. Therefore, if you want a transaction to post to the current fiscal year, be sure to make the purchase early in the month of May.

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Vendor Discount Opportunities  

University Purchasing has worked with local and national vendors to provide a contracted and discounted price for a wide variety of products and services. These contracts aid each department in cutting expenses and saving budget dollars. These discounted prices are also available for employees’ personal use, alumni, and student use. Please consider these discounted prices when making such purchases.

LaQuinta

How to make a reservation:

  1. Call 1-800-531-5900 or reserve your room online
  2. Input your itinerary and use ACU’s booking code: ABILNE
  3. For customer service needs, contact Deidre Carroll at 817-808-0243 or deidre.carroll@laquinta.com

Wyndham Group Hotels

How to make a reservation:

  1. Call 1-800-525-5501 or reserve your room online
  2. Input your itinerary and use ACU’s discount ID: 1000007780 and affiliate ID: 000002
  3. For customer service needs, contact Brenda Lopez at 973-753-8955 or brenda.lopez@wyndhamworldwide.com

Residence Inn by Marriott – Abilene

How to make a reservation:

  1. Call 325-677-8700 or 800-331-3131 or reserve your room online
  2. For customer service needs, contact Darla Yarbrough at 325-677-8700 or darla.yarbrough@marriott.com

Enterprise Rent-a-Car

How to make a reservation:

  1. Call the local branch at 325-673-0108 from 7:30 am to 6:00 pm or call toll free at 1-800-736-8227 or reserve online
  2. Input your travel itinerary
  3. Use ACU’s corporate ID: XZ65059
  4. Note: According to ACU’s Rental Vehicle Insurance Procedures, you are required to purchase the Collision Damage Waiver insurance when renting a vehicle for ACU business.

UPS

How to ship a package:

  1. Contact University Purchasing for user access
  2. Process shipping online
  3. For personal use, utilize the Shipping Depot located in the Campus Store

Staples

How to purchase:

  1. Contact University Purchasing for user access
  2. Make purchases online
  3. For assistance, contact Tiffany Robinson, the Staples Accounts Manager at tiffany.robinson@staples.com, 1-877-888-8248 ext 236, 1-877-826-7755

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Surcharge Fees  

A credit card surcharge is an additional fee that a merchant charges to your card when you use a credit card for payment. In certain states, the act of surcharging is permitted. In permitted states, the surcharge must not exceed the cost of acceptance for the credit card, and the fee must be identified separately on the receipt. In addition, disclosures must be provided at the point of entry and point of sale.

Currently, the following ten states have prohibited vendors from applying surcharge fees:

  • Texas
  • California
  • Colorado
  • Connecticut
  • Florida
  • Kansas
  • Maine
  • Massachusetts
  • New York
  • Oklahoma

If a Texas merchant charges extra for credit card use, take a photograph of a sign or receipt proving the illegal surcharge. Then, contact a p-card administrator or file a complaint with the Texas Attorney General at https://www.oag.state.tx.us/consumer/credit_cards.shtml.

Please note that merchants can still require a minimum purchase of $10 before a credit card can be used. In addition, the government is an exception to the law in the above states and may still place a surcharge on credit card payments.

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