SECTION:               PURCHASING CARD
SUBJECT:              EMERGENCY TRANSACTIONS
                                 CREDIT/REBATES
                                 UNRESOLVED DISPUTES AND BILLING ERRORS
PROCEDURE:      ALL CAMPUSES

EMERGENCY TRANSACTIONS

Emergency transactions over $2,500 may not be handled with the Purchasing Card due to State procurement regulations. For any transaction that does not meet the spending controls assigned to the card, the Cardholder must contact the Purchasing Office for assistance.

CREDIT/REBATES

Vendors will issue all credits to the individual Purchasing Card account for any item they have agreed to accept for return. This credit will appear on a subsequent statement. Under no circumstances should a Cardholder accept cash in lieu of a credit to the Purchasing Card account.

Rebates for University purchased supplies are the property of the University and must be deposited back to the appropriate University account.

UNRESOLVED DISPUTES AND BILLING ERRORS

The Cardholder is responsible for contacting the vendor to resolve any disputed charges or billing errors. If the matter is not resolved with the vendor, the Cardholder/Department Liaison should:

• Contact Bank of America by phone at 1-888-449-2273 directly.
• Mail or fax to Bank of America at 1-888-678-6046 a signed Dispute Form to document the reason for the dispute, if form is requested.
• Contact the Purchasing Card Administrator for assistance if an acceptable resolution is not obtained.

Note: The total amount billed by Bank of America will be charged to the individual department accounts and credits for disputed transactions will be posted to department accounts when the credit appears on the Bank of America billing.  Cardholder has sixty (60) days from the posting date to report to Bank of America.