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*Why use a Purchasing Card?
*What does a Purchasing Card provide that a Purchase Order cannot?
*How can I obtain a Drexel Purchasing Card?
*Can I make personal purchases using Drexel's Purchasing Card, and later reimburse the University?
*What do I do if a particular vendor will not accept the Purchasing Card?
*Who do I contact in Purchasing regarding the Purchasing Card?
*How to Create a Query in PaymentNet?
*What are acceptable Transaction Notes when I reconcile?
*How do I print a Statement of Account?
*What does "User ID is not active. Contact your system administrator to properly set up login for this User ID" mean?
Why use a Purchasing Card?
Mostly for convenience. Many of the orders are under $1000, and it makes sense for the user to deal directly with the vendor. In addition, each time the purchasing card is used; it saves the University approximately $110 in administrative fees based on the latest study by NACUBO.
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What does a Purchasing Card provide that a Purchase Order cannot?
Flexibility. It gives you the opportunity to place your order either by telephone or through a vendor's web site if it exists. Many times, placing orders through a vendor's web site will provide lower prices since the administrative costs of the vendor are reduced.
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How can I obtain a Drexel Purchasing Card?
Go to the Purchasing Card page for all guidelines and forms related to obtaining the Purchasing Card.
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Can I make personal purchases using Drexel's Purchasing Card, and later reimburse the University?
Absolutely NOT. You may only use the Purchasing Card to make purchases for Drexel. Violators will be severely reprimanded.
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What do I do if a particular vendor will not accept the Purchasing Card?
Contact University Procurement.
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Who do I contact in Purchasing regarding the Purchasing Card?
Una Massenburg is the Purchasing Card Administrator. You can reach her at 215.895.6433 or Pcard@drexel.edu
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How to Create a Query in PaymentNet?
Create a Query (click)
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What are acceptable Transaction Notes when I reconcile?
Remember, the notes need to describe what & for whom an object was purchased whether it is a book, supplies etc., who, why, where and when an event was paid for with University funds. If the lab or travel belongs to the cardholder, it will be assumed that it is the cardholder. We will not except statements with notes that contain words such as: “supplies”, “meeting”, “lunch or dinner”, “for Dr A”, “books”, .
See examples below:
Poor notes: Lab safety; Books; General lab supplies; Supplies for research or Office supplies
Good notes state: Gloves; Title of book: “Gray’s Anatomy”; reagents; Order# 12345, general supplies or Copy paper
Poor notes:Lunch meeting; Dinner; Trip
Good notes state: **Lunch meeting with: Mr. Green and Prof. Plum to plan new auditorium; **Dinner with: Miss Scarlet - Food for the G.L.O.W. executive planning meeting; ***Trip arrangements for: Col. Mustard, Honolulu, HI while attending Univ. Hawaii Law Conference and Symposium Feb 16 - 21, 2005.
**Additionally, all business lunches and dinners need to explain the nature of the business and who attended!
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How do I print a Statement of Account?
- Log on to PaymentNet. www.paymentnet.com
- Select [PaymentNet] (left hand frame).
- Go to Menu (very top) click on pull-down menu & highlight [Reporting].
- Under the Select a category screen [Transaction].
- At “Transaction Reports” select [Statement of Account], the description on the right is custom report.
- At “Report Criteria for Statement of Account” screen, change the pull-down menu to read: [Accounting cycle] - [is equal to] - [Month that the cycle began] , ex. November 200_ .If these boxes do not appear, download Java software.
- Click on [Process Criteria]
- At “Report Statement of Account” from the format options select [Click on green arrow Adobe PDF format]. A page will display with available download files. You can then go on to other things and wait for your email and check back at available downloads OR keep hitting [Refresh] until the report is displayed (text will be in blue and it will show a creation date and time).
- Click on the report...Adobe will automatically open and display the report. It is prefered you review to ensure all transaction notes are referenced, then PRINT.
- You will have the option to save the report to a file on your computer .
Please make sure you keep a copy of this report with signatures for your records with original receipts.
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What does "User ID is not active. Contact your system administrator to properly set up login for this User ID" mean?
Because the pass phrase is case sensitive, this indicator means you have been locked out of PaymentNet due to multiple log-in attempts. Please contact a PCard Office representative by phone to be reset your pass phrase.
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