Frequently Asked Questions

Questions about specific items purchased with the card
What types of items are considered equipment?
What items are available on the State contract?
Can I buy food or drink on the procurement card?
Can I use my procurement card to buy stamps or to mail a letter from the United States Post Office?
Can I use the procurement card to purchase software?
Can I pay for film processing with my procurement card?
Can I purchase jump drives or key drives?
Can I buy subscriptions to scholarly journals? How about single, back issues?
Can I use the card to make copies and obtain binding services?
Can I pay to place a job advertisement in a scholarly journal?
Can I use the card to pay for memberships in professional organizations?

Procard Procedures
Who do I contact with questions about my monthly journal voucher?
Who should I contact if the card is stolen or lost?
How can my department obtain a Visa Procurement Card?
What do I do if a vendor charges sales tax?
Can I complete my Procurement Card Journal Voucher during the last few working days of the month?
How should back-up documentation be filed after the journal voucher has been completed?
What do I do if I was charged more than once for the same order?
If a charge and a credit for the same amount from the vendor appear on my credit card statement, do I need to obtain documentation from the vendor?
Will my account remain open if I do not use the card?

Account Code Questions
What account code(s) should I use?
How can I change the default accounting sequence associated with my procurement card?
How are the account codes that appear in the journal voucher determined?
If I purchase software or get film developed, can I change the account code so the charges will be expensed against my contractual budget instead of my commodity budget?

Other Questions
What causes a vendor to be considered a .denied vendor. for ProCard purposes?
Where can I print tax exemption information?
How will the Office of Receiving & Property Control know where to deliver my items if there is no purchase order associated with the delivery?
Can I purchase from international vendors?

What types of items are considered equipment?
We recommend that you contact the Office of Receiving and Property for a concise answer to this question.
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What items are available on the State contract?
A link to the State Contracts web site is provided on the Other Links page of the Procurement and Contracts site.
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Can I buy food or drink on the procurement card?
Yes, however, a Food Purchase Form must be completed and submitted with the itemized receipt. Also, food can only be purchased for official university purposes. Food can be purchased anywhere food is sold (grocery stores, restaurants, catering etc.)
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Can I use my procurement card to buy stamps or to mail a letter from the United States Post Office?
The procurement card can be used at any Federal Post Office to purchase stamps, mail packages or purchase box rentals. The Postmaster will not allow a Visa card to be used as a method of payment for postage that is to be applied to a postage meter.
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Can I use the procurement card to purchase software?
Yes, software can be purchased using the procurement card.
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Can I pay for film processing with my procurement card?
Yes, film developing may be paid using the procurement card.
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Can I purchase jump drives or key drives?
Yes. These items are not considered equipment by the Office of Receiving and Property Control.
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Can I buy subscriptions to scholarly journals? How about single, back issues?
Yes, you can buy a subscription if it is being used for offical University business. You can also purchase single back issues of any journal.
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Can I use the card to make copies and obtain binding services?
Yes, all printing services may be paid using the procurement card.
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Can I pay to place a job advertisement in a scholarly journal?
Yes, job advertisements may be purchased using the procurement card. Be sure your HR Generalist reviews and approves the ad before you place your order. Make sure to keep a copy of the approval with your audit material.
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Can I use the card to pay for memberships in professional organizations?
Yes, but only if the membership promotes advancement of University's mission. Make sure to fill out a Membership Dues form for each membership and renewal
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Who do I contact with questions about my monthly journal voucher?
You can contact Melissa Inmon at (662) 325-5873 or minmon@procurement.msstate.edu
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Who should I contact if the card is stolen or lost?
To report a lost or stolen card, IMMEDIATELY call Melissa Inmon at (662) 325-5873 or Jay Rester at (662) 325-2429. If you are unable to reach either of them you should call the main Procurement line (662) 325-2550 and speak to any other Procurement employee. If the card is lost or stolen after hours you should call Regions Bank (888) 934-1087 and report the issue to them.
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How can my department obtain a Visa Procurement Card?
You must follow the steps described in the Getting Started section of this site.
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What do I do if a vendor charges sales tax?
The department is responsible for obtaining a credit from the vendor for the amount of the tax. The tax exemption letter is located on the Forms page of this web site. If there is a problem obtaining a credit for the tax charged, please contact the Procurement Card Manager for assistance.
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Can I complete my Procurement Card Journal Voucher during the last few working days of the month?
Yes, we would like for the journal vouchers to be completed as soon as possible after the statements are received.
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How should back-up documentation be filed after the journal voucher has been completed?
Itemized invoices should be attached to the procurement card billing statement in the order in which they appear on the statement. Individual statements should be filed by month.
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What do I do if I was charged more than once for the same order?
Notify the vendor and have them issue a credit for the duplicate order.
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If a charge and a credit for the same amount from the vendor appear on my credit card statement, do I need to obtain documentation from the vendor?
If the charge and the credit are for the exact same amount, and appear on the same billing statement, then no documentation is necessary. If the charge and credit were not processed during the same billing period, then an invoice and credit memo must be obtained for the charges.
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Will my account remain open if I do not use the card?
If you have 12 months of inactivity the card is automatically cancelled on the 13th month.
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What account code(s) should I use?
A complete listing of available account codes has been provided on the Accounts Payable web site.
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How can I change the default accounting sequence associated with my procurement card?
Email a request to the Procurement Card Manager and include the following information:    Return to Top of Page

How are the account codes that appear in the journal voucher determined?
All purchases are initially coded as commodities. These expense account codes always begin with 4066. The last 2 digits are assigned according to the vendor associated with the purchase.
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If I purchase software or get film developed, can I change the account code so the charges will be expensed against my contractual budget instead of my commodity budget?
You should use account code 405705 (Contractual services charged to the procurement card)
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What causes a vendor to be considered a "denied vendor" for Procurement Card purposes?
Vendors are denied because their Merchant Catagory Code (MCC) falls outside the range of values allowed on the procurement card (bars, liquor stores, salons etc.)
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Where can I print tax exemption information?
A link to the Tax Exemption Certificate is provided on the Quick Links Forms page of the Procurement and Contracts web site.
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How will the Office of Receiving & Property Control know where to deliver my items if there is no purchase order associated with the delivery?
Make sure the vendor includes the following information to ensure the Office of Receiving & Property Control can properly deliver the goods:    Return to Top of Page

Can I purchase from international vendors?
Yes
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