WIU Procurement Card Reference Sheet
WIU P-Card Administrators:
Lora Lidaywa, Purchasing Officer IV or Cindy Baxter, Purchasing Officer III
Phone: 298-1819
Fax: 298-1927
E-mail: LJ-Lidaywa@wiu.edu or CA-Baxter@wiu.edu or Pcard@wiu.edu
Purchasing Web Address: www.wiu.edu/vpas/purchasing
PaymentNet Web Address: www.paymentnet.jpmorgan.com
JP Morgan (for disputes, lost or stolen cards, account balances, etc.): 1-800-270-7760
How It Works
1. Cardholder makes an authorized business-related purchase by charging it on their WIU P-Card. The
standard single transaction limit is $5,000 and the monthly spending limit is $15,000. Cardholder must
specify our tax exempt status when making a purchase.
2. The vendor submits the credit card transaction to JP Morgan for payment.
3. Transactions are posted to PaymentNet 4 daily as they are received from the bank.
4. A Cardholder or their designee reviews transactions daily/weekly in PaymentNet 4. All transactions must
be reviewed and approved within 30 days. The reviewer must verify the correct fiscal year, campus code,
enter the appropriate account number, object code and select if an itemized receipt has been obtained.
Transaction custom fields are to be completed for travel/registration transactions. Include the purpose of
travel in transaction notes. If equipment is purchased, include unit cost in transaction notes. Cardholders
must get written VP approval for transactions $1000 and above. Refer to 3.2.3. in the P-Card Procedures
Manual for additional VP approvals needed prior to making purchases. A copy of the approval must be
included with the receipt. It must be stated in the transaction notes when VP approval was received.
5. A Manager approves the Cardholder’s transactions in PaymentNet 4 by verifying all of the selected
transaction details and then checking the Approval 1 box. In the absence of the primary Manager, the
secondary Manager assumes responsibility. A Cardholder cannot approve their own transactions.
6. An e-mail reminder from noreplies@paymentnet.jpmorgan.com will be sent daily to the Cardholder if there
are any transactions that have not been reviewed/approved. Once the transaction is reviewed, the e-mail
reminder will then go to the approving Manager.
7. The Cardholder maintains itemized receipts and any supporting documentation and attaches them to their
monthly statement. This is then forwarded in the bright blue inter-department envelope to Business
Services for scanning. If itemized receipts are missing, the Cardholder must request a copy from the
vendor. If unable to obtain a copy, contact the P-Card Administrator to complete an Affidavit for Lost
Receipts form. Do not send statement without all corresponding receipts and approvals.
8. Western Illinois University pays JP Morgan once each billing cycle.
Splitting or Stringing Purchases
Splitting or stringing purchases is the practice of making multiple charges for purchasing like items or services, with
the willful intent to circumvent the purchasing policy of soliciting bids. Splitting or stringing is prohibited.
Repeated occurrences may result in cancellation of the card.
Declined Cards
During a transaction, a Cardholder’s P-Card could be declined due to single transaction or monthly spending limits
being exceeded, Merchant Commodity Code (MCC) blocks, etc.
Lost, Stolen, Misplaced or Damaged Cards
Cardholders are responsible for always keeping the P-Card in a secure place. Immediately upon realizing the P-Card
is lost, stolen, misplaced or damaged, the Cardholder must notify all of the following: JP Morgan (1-800-270-7760),
Purchasing (298-1819) and their Fiscal Agent.
Updating Cardholder/Department Information
Changes to update Cardholder or Department information must be submitted to the P-Card Administrator. If any
other changes are necessary, contact Purchasing for assistance.
Revised November 2015
Acceptable P-Card Use Examples:
• Books
• Periodicals
• Office & lab supplies
• Subscriptions
• Small dollar retail purchases
• Other small dollar items traditionally purchased on a purchase order or paid by DPA
• Registration fees
• Travel - lodging, airfare, train, car rental, taxi, etc.
Limited P-Card Use
• Alcoholic Beverages (exception for Foundation accounts)
• Automotive Repairs - Garage use only
• Printing including Business Cards - must be purchased through DPS only
• Furniture - Requires the State of Illinois Central Management Services approval. (Departments must obtain
prior approval from the Purchasing Office)
• Charter Bus - must be arranged through Purchasing
• Controlled and Prescription Drugs - appropriate departments only (Beu Health Center)
• Gifts/Gift Cards (see exceptions 3.2.3.6. of the P-Card Procedures Manual)
• Hazardous Chemicals and Materials (including radioactive material)
• Logo/Licensing - needs prior approval from University Marketing
• Telephone Equipment - must be approved by Telecommunications
• Vehicle Purchases - must be approved by Transportation Services
Prohibited P-Card Use
The P-Card cannot be used for the following transactions or purchases:
• Purchases requiring a contract. Professional and Artistic Services - Contractual Services including
Consultants and Speakers. Contracts are to be approved by the appropriate Vice Presidents.
• Current Purchase Order Contracts - must be purchased from the awarded (Prime) vendor, procurement card
may be used if accepted by the vendor
• Carpet/Flooring
• Draperies
• Cash Advances
• Cash Refunds
• Charter Airplane - must be arranged through Purchasing
• Construction Services including Remodeling
• Donations
• Ethyl Alcohol (alcohol permit required)
• Fines, Late Fees or Penalties, Interest and Finance charges
• Internet gambling/gaming
• Labor
• Real Property Leases
• Personal Items
• Personal Meals – including meals while in travel status
• Postage Stamps - must be purchased through DPS - Mail Services
• Purchases involving Trade of University Property - must be approved by Property Accounting
• Purchases within the University (Bookstore, uTech computer store, Foundation and inter-department
services.)
• Utility Payments
• Weapons/Ammunition – must be purchased through Purchasing
*Additional items may be added to this list at the discretion of the individual department head or Purchasing.