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Purchasing Card Instructions

Procedures for Establishing a New Purchasing Card Account

I. Under Type of Request Indicate “New Account”

II. Indicate “Plastic” or “No Plastic”

  • Plastic - a plastic card account is a 16-digit account number and expiration date printed on a plastic card and issued to an individual employee.
  • No Plastic - a cardless account where a 16-digit account number and expiration date is issued to a cardholder who makes repetitious purchases where no plastic card is needed.  Cardless accounts are limited to purchases that require only a card number such as purchases placed by mail, fax, Internet, or phone.

III. Complete all fields in the Card Information Section

  • Full name to be embossed on the front of the card for a plastic account.
  • NIS Address Book number is used for cardholder identification rather than Social Security Number.
  • The Organization Name will be printed on the card.
  • The address field should indicate the billing address where the cardholder’s Monthly Reconciliation Statement is to be mailed. The address can be the cardholder’s home address or work address.  
  • The Business Unit is a key piece of information that will be used as a default for the charges made on the card.  The business unit is seven or eight digits. Note: The default object account is 539500 - Purchasing Card Suspense.  This object must be attached to any Business Unit used as a purchasing card default.
  • Monthly and single transaction credit limits will be set by default based on the type of card requested.  Adjustments to those defaults would have to be requested through State Accounting.
  • Business phone number with area code is required for reference by UMB Bank Customer Service.
  • Home phone number with area code is optional.

IV. Complete required fields in the Authorization Section

  • Agency Name
  • Employee must sign and date
  • Agency Coordinator must sign and date

V. Send a completed and signed form to AS State Account via email.