Purchase Disputes: Informal & Formal

What if there's a problem with a PCard purchase? There are two processes you can follow:

Informal Dispute Process

(1) Call the vendor directly.  Your PCard works just like a regular credit card. If you are returning an item or there's a problem with the charges request a credit to your PCard.

Remember: you cannot receive a cash credit for returned items. Doing so is considered misuse of the PCard. 

If you have problems talking to the representative on the phone, ask for a manager or supervisor.  If you still have problems write a letter to a manager/supervisor outlining the problem. Your Purchasing Coordinator is available for assistance.

(2) Vendor agrees to correct the problem and/or credit your account. 

(3) Talk with your reconciler about how the problem was resolved.  If you are expecting a credit, tell them from what vendor and for how much, within no more than 3 calendar days of talking to the vendor.

Formal Dispute Process

This process should be used as a last resort. Most vendors do a really good job of responding to the informal dispute process.
Steps for Formal Dispute Process 

(1) Fill out Formal Dispute Form.  Bank of America Dispute Form

(2) The bank requires an original signature on the form. 

(3) Fax the form to Bank of America at (888)-678-6046 and send or fax a copy to the PCard Staff at Elmore Hall (fax - 352-392-8395 - campus mail Box 115250)

Note: Formal dispute forms must be filed 60 days from the close of the billing cycle in which the charge was made. Approving a PCard transaction in the transaction processing software does not prevent you from filing a formal dispute and later receiving a credit.