About the Procurement Card
The Procurement Card (P-Card) is a privilege, granted to the department’s faculty and staff and must be used in a responsible and appropriate manner for goods and services only. P-Cards cannot be used to make personal purchases. Cardholders are asked to treat their P-Cards with the same sense of responsibility and security that they would use for their personal credit cards. Violations of policy and procedure can result in card suspension, card cancellation, in some cases, termination of employment and/or possible criminal charges.
Card activity is subject to periodic audits to verify appropriate use. Any unauthorized or intentional misuse of the card will result in the revocation of the card, and may be accompanied by personal and/or criminal charges.
Helpful Links
- Cardholder Application Form
- Procurement Card Policy
- Procurement Card Guidelines
- Cardholder Agreement
- TCNJ Travel Card Agreement
- TCNJ Visa Card Modification Form
- Cardholder/Delegate Quick Reference Guide
- Cardholder Job Aid
- Expense Template Job Aid
- Approver Quick Reference Guide
- Approver Job Aid
- Visa Card Transaction Log
- Missing Receipt Affidavit
About the Travel Card
The College of New Jersey’s Travel Credit Card program was established to provide employees a more efficient and reliable method of paying for expenses incurred while traveling on behalf of the College of New Jersey. The card is a privilege granted to individual personnel, and is to be used only for approved business travel expenses.
Card activity is subject to periodic audits to verify appropriate use. Any unauthorized or intentional misuse of the card will result in the revocation of the card, and may be accompanied by personal and/or criminal charges
Please Note: All College-related travel must adhere to the College’s travel policies.
How to Get a Visa Card
Departments must complete a Cardholder Application with the appropriate signatures from your Supervisor or Budget Manager. After your department, school, or program approves your Visa Card application, submit it to the Office of the Treasurer for review and final approval. If approved by the Office of the Treasurer, the cardholder will be required to review and sign TCNJ’s Visa Cardholder Agreement.
Please Note: You must submit a separate application form for Procurement Cards,Travel Cards and Fleet Cards.
How to Activate Your Visa Card
Upon receipt of your TCNJ Visa Card, you will need to activate the account by calling the toll-free number printed on the card. For verification purposes, you will be asked to provide the last 4 digits of your TCNJ employee ID number.
Please Note: The visa card is a “chip and pin” credit card. You must create a pin for your card.
How to Create Your Visa Card PIN
» View Getting Started Instructions, PDF
- Activate your card by calling the toll free number located on the activation sticker.
- During activation, you will need your Unique Identification Number (Employee ID) – if you do not know your Unique ID, please contact your internal Program Administrator to obtain.
- During activation you will be asked to create a customized Personal Identification Number (PIN)
- Sign the back of your card
Cardholder Responsibilities
The cardholder is responsible for the following:
- Verifying card expenses online through the Wells Fargo Portal;
- Safeguarding the card and account number to the same degree a cardholder safeguards his/her personal credit information;
- Reviewing card transactions online on a monthly basis;
- Identifying and documenting all transactions on their card statements by supplying receipts and any other documentation. You will be required to reimburse the College with personal funds for any activity that is not appropriately documented as a College-related business expense;
- Ensuring that New Jersey State sales tax is not charge when making purchases (see sales tax-exemption form: https://finance.tcnj.edu/forms/).
- Attaching itemized receipts for all card transactions before the end of each monthly billing cycle.
Reconciler Responsibilities
The reconciler is responsible for the following:
- Verifying card expenses online through the Wells Fargo Portal;
- Identifying and documenting all transactions on their card statements by supplying receipts and any other documentation;
- Reallocating card transactions to the appropriate account string;
- Making sure itemized receipts are attached for all card transactions before the end of each monthly billing cycle.
How to Reconcile Monthly Visa Card Transactions
As the cardholder, your responsibility is to ensure all charges posted to the monthly statements are legitimate transactions and receipts are attached. Please see Cardholder Reconcile-training tutorial.
Please note: In the event of your absence, please advise your designated representative or manager to approve charges on your behalf. Failure to comply with the above reconciliation procedures will result in revocation of your card by the Office of the Treasurer.
Approver Responsibilities
» View Approver FAQs, PDF
The approver is responsible for the following:
- Reviewing all card transactions that are being charged to your operating budget;
- Identifying unauthorized card transactions being charged to your budget;
- Online approval of card statements to certify that you are approving the transactions that are being charged to your budget;
- Initiating appropriate action for any unauthorized card transactions by notifying the Office of the Treasurer and Wells Fargo Bank.
Required Documentation for Visa Card Transactions
Receipts are required for each transaction charged to your Visa card. In addition, some purchases may require additional backup documentation. It is REQUIRED that cardholders attach an image of receipts and other backup documentation to the Wells Fargo Portal for record retention and future administrative review. It is also encouraged to maintain a log of Visa Card transactions.
For orders placed via phone, fax or mail, or online, you must request that a receipt, detailing merchandise price, sales/use tax, freight, etc., be included with the goods mailed/shipped. (Note: a merchant cannot reject this request because it is a Visa policy). Receipts are required to be attached to at the individual transaction level on the online portal as supporting documentation.
Please note: It is essential to adhere to the above record keeping guidelines because card transactions will be audited periodically. Failure to comply with the above procedures will result in revocation of your card by the Office of the Treasurer.
How to attach Receipts
Please refer to the training tutorial below on how to attach receipts:
Lost or Stolen Cards
You are responsible for the security of your Visa card and any purchases made on the card.
If your Visa card is lost or stolen, the Cardholder must perform the following immediately:
- Notify Wells Fargo Bank Customer Service immediately at 800-932-0036 to report the loss/theft. (It is important to report your card lost/stolen promptly to avoid liability for fraudulent transactions.)
- Notify the College campus police (609) 771-2167 (24 hours) immediately upon discovering that the card is lost or stolen.
- You must document the time it was reported, the name of the Wells Fargo representative and report this information to the Procurement Program Administrator immediately (609) 771-3017.
If a card is reported lost or stolen, a replacement card may be issued upon review and approval by the Office of the Treasurer.
Merchant Category Restrictions
TCNJ Visa card program has certain merchant categories blocked. The College has made an effort to ensure that the vendors/suppliers used during the normal course of business are not restricted. If a particular merchant category is blocked (e.g., jewelry stores, supermarkets, liquor stores, etc.), and you attempt to use your card at such a merchant, your purchase will be declined. If your card is refused at a merchant where you believe it should be allowed, call Wells Fargo Business Purchasing Service Center at 1-800-932-0036 to determine the reason for the decline. Depending on the result of your inquiry, you may want to contact a Visa Card Program Administrator.
Disputed or Fraudulent Charges
Visa card charges can be disputed online with Wells Fargo Bank for reasons that include issues with delivery, quality, service, duplicate charges, or incorrect pricing. However, if you see one or more charges on your card that you know you did not authorize, the card may have been compromised. If this is the case, please refer to the section Lost or Stolen Cards.
Before disputing an erroneous Visa card charge with Wells Fargo, you must contact the merchant who processed the charge to see if the disputed charge can be resolved. For all disputed charges please keep a record of your communication with the merchant; this may include emails, texts, and/or a record of phone calls that includes the name of the person with whom you spoke, the date you contacted the merchant, and the merchant’s response.
If the merchant is unable to provide a satisfactory resolution, then you can proceed with disputing the charge online in the Wells Fargo portal. All disputed charges should be addressed within 20 days from the date of purchase. If an item is returned and a credit is issued, the cardholder must verify that the credit is reflected on the next monthly statement.
Credit Limit Facts
Each card credit limit was established based on prior usage patterns and the College’s overall Visa Card Program credit limit. If it is necessary to request a credit limit adjustment, please complete the required TCNJ VISA Card Modification Form, obtain your supervisor approval and submit the form to the Office of the Treasurer for review and approval. If you have any questions or concerns, please contact your Program Administrator at 609-771-3017.
P-Card Unauthorized Purchases
In accordance with the Procurement Card Agreement, the College will seek reimbursement from cardholders who make unauthorized purchases. In certain circumstances, the College, may subject a cardholder to additional action, including termination of employment.
The procurement card SHALL NOT BE USED for purchases including but not limited to the comprehensive list found in Section 3 of the Procurement Card Guidelines.
Travel Credit Card Expenditures
| Allowable Expenditures | Unauthorized Expenditures |
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*As indicated in the College’s travel policy, meals shall not exceed the Federal Reimbursement Rate for that location.
TCNJ Visa Card Administrator
- Devon Manfredo (609) 771-3017 | dibella@tcnj.edu