1. Who can use the program?
There is no restriction on who can utilize these programs. Users that are on ENCOMPASS full financials will be able to utilize the system to help in payment of the monthly statement.
2. Are the agencies able to have Agency generic cards that can be used by anyone in the agency?
No. Each card used by an agency will be in the name of the cardholder or a set person in the agency (for ghost cards). This helps protect the State from liability upon the misuse or fraud on a card.
3. What will be the single purchase limits for cards issued?
The single purchase limit in general will be set at $500. Some specific use cards (i.e. QPA payment, utilities, and travel) might have a higher limit based on business practices.
4. Can the single purchase limit be changed?
Each agency can request to have their single purchase limits changed, but must provide business rules to support this change. The final approval of the single purchase limit is in the sole discretion of IDOA.
5. Who determines the credit limits?
Agency overall credit limit is determined by IDOA with the help of the OMB group. The limits are based on the use of the program and the average spend of the agency for its uses. The agency will then have the ability to assign limits for each individual card with final approval by IDOA.
6. Can a card be used by anyone other than the cardholder named on the card?
No. Each cardholder is liable for any use of their card. If a cardholder gives their card to another user and that user commits fraud with the card the cardholder named on the card is the one that will be punished.
7. Since we are paying JP Morgan Chase why do we have to provide 1099 information for purchases on the card?
Based on the requirements of 1099 reporting, the Federal Government reviews the 1099 information of the merchant from whom the purchases were made not who the payment was made.
8. What are the 1099 requirements of the agency?
Each agency must provide a completed W-9 for any services purchased with the card if the merchant is not in ENCOMPASS. The W-9 must be provided to the Auditor’s Office marked P-Card 1099 information.
9. Can airfares be booked more than 30 days out to save money?
No. The state only purchases non-refundable tickets to obtain the lowest fares. The state purchases at 30 days before travel to reduce the chance of cancellation and the fees charged for any changes to tickets purchased.
10. How long does it take to obtain a card for your agency’s program?
Generally it takes two weeks to obtain a new card for the agency program. Exceptions can be made with the agency being charged for this service.
11. How do we determine where a card can be used?
Each merchant that accepts VISA is given a MCC based on the type of goods/services provided by them. IDOA, OMB, SBOA and AOS has determined the list of allowable MCCs for the state. Each agency has the ability to request changes to this group based on business needs with final approval by IDOA. A purchase will only be allowed at the merchants with an acceptable MCC.
12. How will the Travel Program work?
IDOA envisions that each agency will have three types of Travel cards. The first card will be with the Travel Agency for airfares for all agency employees. The second card will be in the Program Administrator’s name and used for the purchase of registration fees for conferences, training etc. The final card will be in the name of an individual that travels generally once a week. This card will be used for the reservation and payment of the hotel room during travel. The Travel card will never be used for purchase of food, gas or mileage.
13. How are taxes on purchases handled on this program?
The State of Indiana is exempt from most taxes on purchases. JP Morgan Chase does not remove taxes from the purchases. The cardholder must inform the merchant that the transaction is tax exempt. If the merchant or cardholder does not remember to do this the agency must work with the vendor to obtain the proper refund/credit for the taxes charged.