Citizens Bank Procurement Card

1
Citizens Bank Procurement Card

• CentreSuite Software used for Pcard transaction
  management
• View transactions
• Reallocate budgets (if necessary)
• Process monthly expense reports
• Approve transactions
• Replaces JPMorgan Chase PaymentNet

2
What stays the same?

• MasterCard platform
• Monthly card limits
• Monthly spend
• Single transaction limit (2,000)
• Daily transactions
• Transaction note required -- Now called
  transaction description
• Transaction default FOAPAL s (Pcard - 721005 or
  TE - 791020)
• Monthly Cycle Dates
• Posted twice monthly to General Ledger
• University Policies
• Purchasing Policy http//www.purchasing.duq.edu/
  purchpolicies.html
• University Policy on Travel, Entertainment, and
  other Business Expenses http//www.controller.du
  q.edu/ap-unproc1.htm
• Conflict of Interest TAP 33 http//www.hr.duq.ed
  u/tap/tap33.html

3
What has Changed?

• Process (1) ONLINE Expense Report monthly
• Electronic approval
• Workflow process
• How receipts are managed
• ROLES AND RESPONSIBILITIES

4
CARDHOLDER

• The role of a Cardholder is to make purchases in
  accordance with the procurement card guidelines
  and purchasing policies established by Duquesne
  University.
• Having complete merchant documentation
• Reallocating charges if necessary
• Sending the Statement of Account with monthly
  receipts to Purchasing. To be completed within 30
  days of the end of cycle (25th of each month)
• Protecting the card at all times to prevent
  unauthorized use
• Immediately reporting a lost or stolen card to
  Citizens Bank and to the Procurement Card
  Administrator, x1722

5
RE-ALLOCATOR

• The Re-Allocator is the person assigned to
  reallocate transactions from default FOAPALs to
  other FOAPALs they have authority to use.
• A Cardholder may function as his or her own
  Re-allocator
• Processing online monthly Expense Reports in
  CentreSuite
• Reports are to be electronically sent to
  supervisor (Approver) for review and electronic
  signature
• Original receipts along with Statement of Account
  are to be sent to the Purchasing Office
  immediately upon approval of monthly Expense
  Report. Envelopes are provided for submission of
  receipts

6
APPROVER/SUPERVISOR

• The Approver is the Cardholders Supervisor who
  is responsible for ensuring compliance with
  procurement card guidelines and purchasing
  polices established by Duquesne University.
• Reviewing the transactions for appropriateness of
  purchase
• Ensuring adequate transaction description (note)
  for every transaction, including explanation of
  business purpose
• Identifying possible violations of assigned
  Cardholder(s)
• Taking appropriate action if violations are found
• Overall responsibility for cardholders you
  supervise
• Ensuring online Expense Reports are reviewed and
  approved in a timely manner
• Original merchant receipts and monthly Statement
  of Account are submitted to the Purchasing
  Department for review and archiving

7
DELEGATE

• The Approver/ Supervisor may choose to delegate
  specific responsibilities to another individual
  within the department.
• CentreSuite email notification for Expense
  Report will be sent to Approver and Delegate.
• Question transaction and request additional
  information
• Ensure that every transaction has appropriate
  description (note)
• Review the transaction to ensure that purchases
• Are appropriate for University use
• If being paid for by sponsored projects, are
  within the terms of the sponsored project
• Are within procurement card polices
• Ensure that the Purchasing Department is notified
  when Cardholders leave the department

8

• The following responsibilities are NOT to be
  delegated to another individual
• Approve CentreSuite Expense Report of subordinate
  Cardholder
• Take appropriate action if violations are found
• Signing authority where an Approver signature is
  required, such as new Cardholder application or
  changes in monthly spend limits

9
WHAT DO I DO NEXT?

• Activate Citizens Pcard
• When activated, JPMorgan Chase card will be
  deactivated
• Continue to review and allocate charges activity
  on card until all charges, credits, or disputes
  are completed
• Cancel any card activity that is automatically
  set to charge your JPMorgan Chase card
• Re-Allocator or Delegate must submit appropriate
  form signed by Supervisor to assume
  responsibility for these Roles
• Authority to perform role in CentreSuite will be
  set-up when Purchasing receives signed form

10
? ? ? ? ?

• Questions

11
PURCHASES MADE OVER THE INTERNET

• Use the statement address on your monthly
  statement/new credit card information

12
DISPUTES

• There is no electronic dispute procedure in
  CentreSuite
• For questionable transactions call vendor first
• If no resolution call Citizens 877-945-4060
• Then call Purchasing follow up paperwork from
  the bank will be sent here

13
FOREIGN TRANSACTION FEES

• MasterCard charges a 1 Foreign Transaction Fee
  on all transactions settled outside of the U.S.
• The fee will show as a separate transaction
  within CentreSuite