P-Card Services

Your card can be declined for a number of reasons:

1. Incorrect card number entered
2. Incorrect expiration date
3. Incorrect CVV code (back of card)
4. Purchases exceed swipe limit
5. The monthly credit card limit has been reached
6. You are attempting to use an expired card
7. Bank has flagged the transaction as a potential risk of fraud

If you have checked that items 1-6 above are not the issue, please follow these steps:

• Call the Truist Fraud Department at 1-800-511-5458
  • For verification purposes, you need to supply the agent with:
    • Your full credit card number
    • Business EIN: 54-0946734
    • Business Phone Number:  434-582-2266
  • If you do have a fraud that was verified, and you requested a new card, please email pcard@liberty.edu to notify us that a new card has been issued. Replacement cards will be sent to the P-Card Office.

What receipts do I need to save?

• Save original, detailed receipts for all purchases that are placed on your P-Card and any purchases that are made with personal funds that need to be reimbursed by the university until you are ready to upload into Infor.
• Per diem expenses or personal purchase receipts are not required to be saved or uploaded to Expense Reports.
• Upload receipts to the appropriate Expense Report. Be sure that all receipts are legible and provide all the necessary information about the purchase.

What is the best way to keep receipts organized?

• Immediately capture a digital copy of your receipt
  • Take a photo with your phone
  • Scan a copy to your email or shared drive
• As soon as possible, attach your receipts to an Expense Report and submit them for your approver’s review.

For questions regarding receipts, please contact Accounts Payable by email at acctspay@liberty.edu or by phone at (434) 592-3166.

What information must I have on my receipts?

• The purchase date and/or the date of receipt of goods
• The vendor name and address
• The unit cost and description of each item purchased
• The total cost of the purchase
• Last 4 digits of card number and/or cardholder signature

What if I lost or didn’t receive a receipt?

First, contact the vendor to obtain a duplicate receipt. If the vendor is unable or unwilling to provide a receipt, complete a Missing Receipt Form and file it with all of your other receipts.

Help to Ensure the Security of Your P-Card

• Keep your P-Card either on you (in a purse or wallet) or locked in a location that only you have access (e.g. a locked desk drawer or personal safe)
• Never fax or email your full card number
• Never lend your card or card number to others
• Use only secure websites when placing orders over the Internet (the website URL address begins with https://)
• Treat your card with the same regard as your personal credit cards

To make Sam’s Club purchases for Liberty University, you must have a University-issued Procurement Card (P-Card). The University’s Sam’s Club account is set up with tax-exempt status and all purchases made are tax-free.

*Prior to purchasing from Sam’s Club, please see if other purchasing options are available through our BuyLU Catalogs.

Use of the University’s Sam’s Club card is available upon reservation by submitting the Sam’s Club Membership Card Requests form. Further instructions will be sent by email after your reservation is complete.

*Please note that the Sam’s Club card must be dropped off on the same day as it is picked up unless special approval is obtained from buylu@liberty.edu.

For our FAQs, please visit our FAQ page below.

Frequently Asked Questions