logo
PURCHASING

Frequently Asked Questions

Q. What do I do to get a card?
Q. How do I sign up for training?
Q. What are the different types of BPCs?
Q. How long will it take to get my card?
Q. What do I do when my card arrives?
Q. Who do I call if I have questions?
Q. My card is declined. What do I need to do?
Q. Can I make in International Purchase using my BPC card?
Q. I am missing a receipt.  What do I need to do?
Q. I lost my wallet. What do I need to do to cancel my card?
Q. There are purchases on my statement that are not mine. What can I do?
Q. I need to make a purchase with Foundation funds and want to use my BPC. Is that ok?
Q. If I move to a different department on campus, can I take my card with me?
Q. I need to change the address on my BPC. What do I need to do?
Q. Can I let someone else use my card?
Q. Can I put fuel on my card?
Q. I need to increase my credit limit. What do I need to do?
Q. Why do I have to put the last 4 digits of my SSN of the form? Is this attached to my credit score?
Q.  My card has been closed due to fraud. What happens next?
Q. My card is due to expire soon. What do I do?
Q. I need to have something shipped to me. How do I do that?
Q. How do I get my statement sent to me via email?
Q. I am not able to come and pick up my card. Can I send someone else?
Q. I need to make a purchase using PayPal. Is this OK?

Q. Can I put (______) on the card?


Q. What do I do to get a card?
Attend the Business Procurement Card Training; BPC Account Holder Agreement, and the quiz that is distributed at the training.

Back to top


 

Q. How do I sign up for training?

  1. Click on the “EmpHelp” icon   (upper right)
  2. Click on “myTraining”
  3. Click on Training/Workshop Registration, Schedule
  4. Click on “register” button and it will allow you to page through the schedule. The training is titled “VISA Procurement Card Training and they are listed in date order.
  5. Click in the blank box beside the session(s) to indicate you want to attend
  6. Then at the bottom of the page complete steps #2 and #3

Back to top


 

Q. What are the different types of BPCs?
Standard BPC—Purchases of commodities, capital outlay items and contractual service items made in accordance with approved WSU purchasing policies and procedures. Transaction total is limited to $5,000 per purchase. 
Cardless Account (ghost account)—Purchases of commodities, capital outlay items and contractual service items included on state-wide open ended contracts, made in accordance with approved WSU and state procurement policies and procedures. No “per transaction” limit. This card is reserved for making purchases directly from State of Kansas contracts that allow the use of the BPC.

Back to top


Q. How long will it take to get my card?
Please allow 7-10 business days. You will be notified by email the card arrives.

Back to top


Q. What do I do when my card arrives?
Sign the back of the card immediately, and call the number located on the card to activate it. Always keep in a secure place. Although the card is issued in your name, it is the property of the State of Kansas and is only to be used for University purchases defined in the manual.

Back to top


Q. Who do I call if I have questions?
The primary person you would call is the Agency BPC Admin.- Robby Murray at 978-5185. Steve White oversees the program and he is the Agency BPC Coordinator at 978-3782. If neither of them is available you may contact the Purchasing Office at 978-3080.

Back to top


Q. My card is declined. What do I need to do?
Email or call the Program Admin.-Robby Murray 316-978-5185. Provide the Cardholder’s name, merchant, charge amount, reason for charge, and date charge was attempted.

Back to top


Q. Can I make in International Purchase using my BPC card?
Purchases originating from international companies are typically declined unless they are originating from Canada, United Kingdom, or Australia. Special approval process is required for any other countries. Please call our office if you need to make an international purchase.

Back to top


Q. I am missing a receipt.  What do I need to do?
If possible, the vendor must be called and asked to provide a detailed invoice, credit memo, or an adequate substitute. If they can only FAX you a copy, please remember to certify and sign it as valid and the only copy you received. If a copy of the receipt cannot be obtained from the vendor then the cardholder must provide a statement explaining the reason for the missing receipt and state the charge is valid.

Back to top


Q. I lost my wallet. What do I need to do to cancel my card?
If a procurement card is lost or stolen, immediately contact the BPC Admin. at 316-978-5185 or robby.murray@wichita.edu to have your card closed and re-issued. If the card is lost or stolen after normal business hours, please notify UMB Bank Security at 1-800-821-5184. You will also be responsible for notifying the Admin. on the following business day.

Back to top


Q. There are purchases on my statement that are not mine. What can I do?
The cardholder is responsible for contacting and following up with the vendor on any erroneous charges, disputed items or returns as soon as possible. If the cardholder is unable to reach agreement with the vendor, the next step is to contact the BPC Admin.
The BPC Admin. may request the cardholder to complete a BPC Cardholder Dispute Form and return the form to Purchasing Morrison Hall-021. The dispute form will be forwarded to UMB Bank for resolution with the vendor. The bank must be notified of any disputed items within 60 days of the transaction date in which the item was purchased.

Back to top


Q. I need to make a purchase with Foundation funds and want to use my BPC. Is that ok?
The BPC is not approved for Foundation fund expenditures. The BPC should only be used for purchasing commodities, services, and goods with state funds.

Back to top


Q. If I move to a different department on campus, can I take my card with me?
If an employee moves to another WSU department, the old department’s card does not transfer to the new department. The new department must initiate the process to obtain a new card for the employee. The old card should be returned to the BPC Admin.

Back to top


Q. I need to change the address on my BPC. What do I need to do?
Contact the Program Admin via email with the corrections.

Back to top


Q. Can I let someone else use my card?
The BPC must only be used by the cardholder’s name listed on the card.

Back to top


Q. Can I put fuel on my card?
No, fuel is not considered an acceptable purchase.

Back to top


Q. I need to increase my credit limit. What do I need to do?
There may be instances when a temporary increase is needed because of a high dollar purchase(s) or a large volume of purchases occur during a particular month and more items are needed to be purchased before the end of the next statement cycle. If this happens, please have your Budget Officer contact Program Admin (via email) with the amount of increase requested. We will temporarily increase your credit limit through the next statement cycle.  If the increase is to be permanent this needs to be indicated by the Budget Officer.

Back to top


Q. Why do I have to put the last 4 digits of my SSN of the form? Is this attached to my credit score?
The last 4 digits of the SSN is used for identification and security purposes only. The BPC is not affiliated with the cardholder’s credit score.

Back to top


Q.  My card has been closed due to fraud. What happens next?
Once fraud has been detected on your card, UMB will close the card and re-issue a new account/card immediately. The new card will arrive in our office within 7-10 business days. You will receive a fraud letter from our office explaining what will happen after fraud has been detected on your card. If you have any questions please contact the BPC Admin.

Back to top


Q. My card is due to expire soon. What do I do?
A renewal card will automatically be mailed to the Purchasing Office prior to the expiration of the old card. This generally occurs a few weeks prior to the expiration of the old card. The cardholder will be notified by email that it has arrived and is available for pickup in the Purchasing Office.

Back to top


Q. I need to have something shipped to me. How do I do that?
University purchases should never be shipped to home addresses. Your “ship to” address should include the following: Cardholder’s Name; Department Name; Building and Room Number. The cardholder is responsible for ensuring receipt of goods and materials and will follow-up with the vendor to resolve any delivery problems, discrepancies and damaged goods.

Back to top


Q. How do I get my statement sent to me via email?
You can register to receive you statement about 1 week prior to receiving the hard copy. Go to https://www.commercialcardcenter.com to register. Once you’re registered you will have access to view transaction detail, current account balance and monthly statement information.

Back to top


Q. I am not able to come and pick up my card. Can I send someone else?
Due to security reasons only the cardholder is allowed to pick up cards.

Back to top


Q. I need to make a purchase using PayPal. Is this OK?
When using Pay-pal it is prohibited to use a personal account. Cardholders must create an account that reflects their departments “billing and ship to” information. Also upload a copy of our tax exemption form. When it comes to PayPal purchases, it is recommended that you exercise sufficient caution when reviewing your transaction log sheets.

Back to top


Q. Can I put (______) on the card?
The following is a list of items that can NOT be purchased on the card. If you have any questions whether an item can be purchased on the BPC please call our office before you charge the card.

  • Alcoholic Beverages
  • Cash Advances 
  • Personal Items
  • Flowers 
  • Gasoline
  • Honorariums
  • I-Tunes (Contact ITS)
  • Printing 
  • Rentals and Leases (real estate) 
  • Travel and related expenses 
  • Inter-(agency, departmental, fund) charges
  • Construction, Renovation or Installation
  • Registrations (conferences, training or workshops requiring travel)
  • Telecommunications equipment for services (Use UCATS)
  • Office Supplies (Use Central Svs.)
  • Entertainment
  • Food
  • Gifts, Gift Cards, Awards or promo items
  • Hospitality
  • Postage (Use Campus Post Office)
  • Recruitment Expenses
  • Weapons and Ammunition
     

Back to top