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Berkeley Lab PCard Program

 

People Are Asking...

Below is a list of Frequently Asked Questions (FAQs) about the PCard. Click on the question to view the answer.

Will my personal credit history be checked when I apply for a PCard?
No. Your personal credit history will not be checked or affected when applying for or using the PCard.
Will merchants know what an LBNL PCard is?
No. Tell the merchant that you will be purchasing with a Visa purchasing card.
Can I buy directly from foreign merchants/vendors?
No.
Can I buy an on-site service with the PCard?
No.
What documentation do I keep for each transaction?

The following items must be kept for 6 years after the final payment:

  • PCard Order

  • Confirmation, Invoice, Receipt from Vendor

  • Point and Ship Documents for returns or off site service (if applicable)

  • Rebate paperwork (if applicable)

  • Sales tax documentation (if applicable)

  • Dispute documentation (if applicable)

What if I can't get the vendor to credit back the sales tax?
Contact divisionpcard-help@lbl.gov for guidance.
I'm going to be on extended leave. What do I do with my PCard?
Leave your card with your Division Business Manager and notify your backup cardholder so they can reconcile your orders. Division Business Manager should notify the PCard Coordinator.
Can I sign Terms and Conditions? 
Depends. If you are placing an order online and it asks you to check a box agreeing to Terms and Conditions then it is ok. If the vendor sends you a document specifically asking you to sign your name then this is not allowed.
Can I rent equipment? 
No. This is on the Restricted Item List.
What if I have a decline on my PCard?
If your card is declined, send an email to divisionpcard-help@lbl.gov with the vendor name and dollar amount.
What should I do when placing an order if the vendor informs me the total cost (including shipping) exceeds my order limit?
Try and negotiate with the vendor. Ask if they are willing to reduce the shipping or product cost so that the total will not exceed your limit. If they won't, you will need to cancel the order and submit an ePro requisition so that Procurement can process it for you. (Note: You can cancel an order in FMS as long as it has not yet been put in Placed status. If it's in Placed status, you should send an email to divisionpcard-help@lbl.gov explaining the circumstances and requesting the order in the system be canceled.)
Is the billing address the same as the delivery address?

No. All deliveries should be sent to the delivery address listed below. The billing address attached to the PCard is different than the delivery address. See "Billing Address" below.

Delivery Address:

Billing Address:

Lawrence Berkeley National Laboratory
1 Cyclotron Rd. (PCard #)
Bldg. 69 Central Receiving
Berkeley, CA 94720

Lawrence Berkeley Labs
Attn Eileen Nasto
1 Cyclotron Rd, Bldg 971-PROC
Berkeley, CA 94720-8047

 

 

 

 

 

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