ACU PCard Website

Purchasing with the Card

1. In preparation for placing your order, a standard Order Form  is available for your convenience. Use of the form is not required, but it may be helpful when ordering – especially if by fax, mail or telephone.
2. Notify the vendor that you will be using a MasterCard credit card for the purchase.
3. Advise the vendor that the university is tax exempt. Give them a completed Texas Sales and Use Tax Exemption Certification  form if necessary.
4. To guarantee that your order is delivered to you, be sure to give the vendor your full name and indicate that delivery is to be made directly to you at your proper ACU address (not University Purchasing's or ACU's generic address).
5. Remind the vendor that you will need a receipt or confirmation of your order and that it should be mailed directly to you (not Accounts Payable). Ask for a vendor confirmation or reference number as well as the name of the person who took your call.

Purchase Log
We highly recommend that you record your transactions on a Purchase Log . This is for your benefit and will allow you to track your purchases easily.

Receipts and Documentation
For any purchase, an original sales receipt, invoice, cash register tape or credit card slip must be retained. Each piece of documentation must describe the item(s) or service(s) purchased. If you do not have documentation of a purchase, attach an explanation that includes a description of the items purchased, date of purchase, vendor's name, IRS required information if a business travel or entertainment expense and reason for the lack of supporting documentation. There are two types of purchases that must be documented differently:

Operational – For all operational purchases (such as books, office supplies, lab supplies, etc.) the proper documentation listed above is all that is necessary.   Travel and entertainment – For all business travel and entertainment expenses (such as lodging, transportation, business meals, etc.), the following IRS-required information must be written on the back of the corresponding receipt:   Date of transaction Amount of transaction Location (name, city and state) Purpose of travel or business purpose for business meal Attendees and their business affiliation (for business meals)

Forms marked with  are stored in Adobe Acrobat 3.0 portable document format (PDF). To view and print a PDF file you must have the free Adobe Reader installed on your computer.

 

Introduction | Purchasing with the Card | FOAP Allocation Statement Review and Supervisor Approval | Reminders