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Paul Schell

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'JP Morgan Chase' The bank that provides the card ' ... What the Fraud Dept does at JP Morgan Chase. If invalid charges are identified ... – PowerPoint PPT presentation

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Title: Paul Schell


1
CWU Purchasing Card Training for Cardholders and
Managers
  • Paul Schell
  • Purchasing Manager

2
Purchasing Cards at Central Washington University
  • Why Do We Use Them?
  • How Do We Use Them?
  • Reports Queries
  • Questions/Feedback

3
Always try to see the glass half full.
4
Vocabulary
  • Cardholderperson whose name is on the card
  • Approving OfficialCardholders supervisor
  • PBAPrincipal Budget Authority (See the Budget
    Office website)
  • JP Morgan ChaseThe bank that provides the card
  • PaymentNetWebsite for reconciliation and
    reporting

5
Why Use Purchasing Cards?
  • Purchasing Cards streamline the procurement
    process
  • Departments want quicker turnaround, more
    flexibility, less paper
  • Purchasing wants to focus on areas where they can
    add the most value
  • Save taxpayers money

6
P-Cards Streamline the Purchasing Process
  • Steps in a Purchase Order Transaction
  • Steps in a Purchasing Card Transaction
  • Benchmark Statistics
  • CWU PO P-Card Statistics

7
  • The Steps in the Purchase Order Process
  •  
  • End-user generates requisition number
    (ITS-created utility)
  • End-user completes manual requisition (Excel
    spreadsheet)
  • End-user signs and routes requisition to
    approving official(s)
  • Approving official(s) approves and signs
    requisition
  • Approving official routes requisition to Budget
    Office or Grants Contracts
  • Budget office enters requisition into log (Excel
    spreadsheet)
  • Budget/Grants office checks for adequate funds
    (PeopleSoft)
  • Budget/Grants office checks account coding
  • Budget/Grants office signs requisition
  • Budget/Grants office routes requisition to
    Purchasing Office
  • Purchasing enters requisition into log (Excel)
  • Purchasing creates and signs PO (PeopleSoft)
  • Purchasing faxes PO to vendor
  • Purchasing verifies that vendor received PO
  • Central Receiving receives the item in Jongeward
  • Central Receiving enters receiving info.
    (PeopleSoft)
  • Central Receiving delivers the item to the
    department

8
  • The Steps in the Purchasing Card Process
  •  
  • End user places the order directly
  • Vendor paid immediately
  • Vendor delivers item directly to department
  • End user enters accounting information into
    PaymentNet
  • Accounting info is fed directly into PeopleSoft

9
More Flexibility/Quicker Turn Around
  • The PBA delegates to the cardholder the authority
    to purchase small dollar items

10
Indulge in the things you truly love.
11
What Can I Buy With the Card?
  • Abstract fees
  • Batteries
  • Books, directories
  • Calendars
  • Conference registration fees (Documentation of
    pre-approval required)
  • Photo film processing
  • Film and video purchases
  • Film and video rentals
  • Freight and shipping charges
  • Hardware items (nails, small hand tools, etc.)
  • Instructional, lab and research supplies
  • Memberships, dues and subscriptions
  • Office supplies and accessories
  • Permission to reprint materials
  • Pre-approved employment advertising
  • Pre-printed pamphlets
  • Pre-printed tests
  • Pre-printed tickets or blank ticket stock
  • Replacement parts for non-computer related
    equipment
  • Sales tax for vehicle purchase
  • Stamps and postage
  • Surge protectors, non-ergonomic replacement mice
    and keyboards, cables
  • Tank rentals (Oxarc)
  • Not Allowed on the Card
  • Cash transactions
  • Personal purchases
  • Purchases from the cardholders family

12
Value of Purchasing
  • 80 of the G S allocation is spent on 20 of the
    procurements
  • Focus on Larger Procurements
  • More Contracts
  • Better Contracts
  • Contract Administration

13
Save Taxpayers Money
  • Benchmark Study
  • Richard PalmerUniversity of Eastern Illinois
  • Last 2 benchmark studies Government Education
  • Average p-card transaction costs 25
  • Average requisition transaction costs 92

14
Card Use at CWU
  • 2001/2002 p-card transactions 6199
  • 2001/2002 p-card spend 757,217
  • 2002/2003 p-card transactions 8175
  • 2002/2003 p-card spend 1,115,735
  • 8000 POs generated in the last two fiscal years
  • (15 POs per day, 72 per week)
  • About 50 of those POs were for less than 500
  • About 70 were for less than 1500

15
Card Use at CWU
  • 2003/2004 to date
  • 2003/2004 p-card trans 4867
  • 2003/2004 p-card spend 714,681
  • 326,089 PBA, AO, Cardholder, Purchasing and
    Budget salaries

16
Why Use Anything BUT Purchasing Cards?
  • Purchasing 101
  • Why some items arent allowed on the card.

17
Competitive Procurement
18
Services
  • Repairs, alterations and maintenance
  • Need to manage riskinsurance requirements
  • Contracts
  • Recommended for all services
  • Required for all personal services over 500

19
Laugh often.
20
Equipment
  • Used Equipment
  • Must assess market value
  • Trade ins must be tracked
  • Assets
  • Many items 300 must be tagged by Property
    Management
  • Accountable for Inventory

21
Furniture
  • Standards
  • Long-term value
  • Uniformity
  • Installation requirements
  • Ergonomic considerations

22
Information Technology
  • Delegated Authority
  • Only ITS is authorized to approve hardware
    purchases
  • There may be compatibility issues
  • Some software OK if approved in advance via email

23
Travel
  • Airfare
  • Rental vehicles
  • Lodging
  • Shuttles
  • Meals

24
Items Requiring Pre-Authorization
  • Marketing of any kind
  • Gifts, donations, awards, contributions
  • Hosting/Entertaining
  • Live lab animals

25
Miscellaneous
  • Payments to individuals, employees or students
  • Items to be installed
  • Fines, late fees, penalties, interest, finance
    charges
  • Artwork antiques
  • Ergonomic keyboards

26
Close your eyes and smile at least once a day!
27
On-Campus Resources
  • Printing Duplicating
  • Graphics Media
  • Dining Services
  • ITS
  • Surplus Property
  • Motor Pool
  • Travel Desk
  • Dept. charged via charge credit

28
Liability
  • WHO IS LIABLE FOR THE CARD?
  • The card belongs to the university, not the
    individual. When the cardholder leaves the
    university, or transfers to another department,
    the card is returned to the program
    administrator.
  • The cardholder is not personally liable for the
    card unless s/he makes an unauthorized
    purchase.  The university is liable for any
    fraudulent charges made on the card if it is lost
    or stolen.

29
PBA Responsibilities
  • Ultimately responsible for appropriate card use.
  • Approves the appropriate level of signature
    authority for the cardholder.
  • Approves the cardholders purchasing card
    application and agreement.
  • Approves the cardholders initial per-transaction
    and monthly transaction limits, and any temporary
    or permanent increases to those limits.

30
AO Responsibilities
  • Assures appropriate and responsible use of card
  • Assigns the appropriate level of signature
    authority to the cardholder.
  • Approves the cardholders purchasing card
    application and agreement.
  • Assigns per-transaction and monthly transaction
    limits.
  • Establishes procedures for keeping the card
    secure.
  • Verifies that original detailed receipts are
    present for each transaction and signs log.
  • Ensures that the cardholder or substitute has
    reviewed transactions online by the 3rd working
    day of each month.
  • Ensures that all documentation is kept on file
    for six years.
  • Takes the recommended and/or appropriate
    corrective action if any irregularities are
    discovered.
  • Informs the program administrator if a cardholder
    or approving official terminates employment or is
    transferred.

31
Cardholder Responsibilities
  • Directly responsible for appropriate card use.
  • Keeps the purchasing card in a safe and secure
    location.
  • Makes allowable and appropriate purchases.
  • Receives and inspects orders.
  • Arranges for returns and credits when necessary.
  • Reviews transactions online, or arranges for
    substitute reviewer
  • Gathers and assembles all supporting
    documentation.
  • Requests updates to transaction limits or project
    IDs if needed.
  • Reports immediately a lost or stolen card or any
    unusual card activity.
  • Surrenders the card upon termination of
    employment or upon request by the approving
    official or PBA.

32
Procedures for Using the Card
  • Resources
  • Placing Orders
  • Receiving Inspecting Orders
  • Reviewing Transactions Online
  • Avoiding Fraud
  • Preparing for Review

33
Remember, on a bad day you are almost never alone!
34
Resources CWU Purchasing Card Handbook
  • Cardholder, Approving Official PBA
    Responsibilities
  • CWU Policies Procedures
  • Review procedures

35
Resources JP Morgan Chase Learning Website
  • Fundamentals and tools used for reviewing
    transactions, running reports and queries, and
    more.
  • Link found on Purchasing website
  • Use PaymentNet user id and password

36
Resources PaymentNet Quick Reference Guide
  • System Requirements
  • Logging in
  • Navigating
  • Reports Queries
  • Link found on Purchasing website

37
Resources PaymentNet Cardholder/Manager
Placemat
  • Condensed version of the Quick Reference Guide

38
Procedures Place the Order
  • Have items delivered to your departmental address
  • If card declined, call PaymentNet
  • CWU is not tax exempt
  • Record purchase on Departmental Purchases Log
    (Excel)
  • Inform others
  • Receive email confirmation/request to review from
    PaymentNet

39
Procedures Receive, Inspect Document Receipt
of Order
  • Work out any problems with the vendor
  • Returns credited to cardno cash back
  • Obtain itemized receipt
  • Vendor name, address and phone
  • Date of purchase
  • Description of each item purchased
  • Per-item cost, if available from vendor
  • Record receipt in log initial

40
Dont be overly concerned with your weight, its
just a number!
41
Procedures Lost/Missing Receipts
  • Try to get a receipt from the vendor
  • Attach Affidavit of Lost Receipt Form
  • Link to form available on Purchasing web site
  • Attach packing slip if available
  • Attach copy of order form
  • Attach a piece of product packaging

42
ProceduresDisputes
  • Dispute transaction within 60 days of post date
  • Work with merchant first
  • Dispute the charge online
  • Resolution usually occurs within 60 days
  • Charges must be reviewed and accounting codes
    assigned when paid and when credited back
  • Link to JP Morgan Chase Disputes Document on
    Purchasing website

43
Reconciliation Demo
44
What About Fraud?
  • PaymentNet Fraud Document available on the
    Purchasing website
  • Types of fraud
  • What the Fraud Dept does at JP Morgan Chase
  • If invalid charges are identified
  • Affidavit of credit card fraud

45
Fraud Tips for Cardholders
Important Tips for Cardholders  
  • Fraud often begins with one small transaction
  • Review transactions when notified by email
  • Keep email, phone number address updated with
    JP Morgan Chase
  • Sign your cardit must be signed to be valid
  • Keep your card secure at all times
  • The only authorized user is the one whose name
    appears on the card

46
Fraud Tips for Cardholders
  • Be aware of the arrival date of your new card
  • Contact JP Morgan Chase immediately if you
    suspect fraud
  • Shred documents/receipts with card number before
    disposal
  • If possible, call rather than fax your card
    numberand you initiate the call.
  • Fax the last 10 digits and call with the first 6

47
Always try to help a friend in need.
48
Budget Reports
  • What do purchasing card transactions look like on
    the Monthly Project Activity Report?
  • REF POXXXXXX
  • LINE DESCRIPTION (what you input in
    description field)
  • VENDOR Commercial Card Services
  • INV PCARDXXXXXXX

49
The Review Process
  • Cardholder keeps all documentation on file for 6
    years
  • Accounts Payable will review each card at least
    once per year with prior notice
  • About 10 of transactions will be reviewed

50
The Review
  • What Documentation Must be Kept?
  • Signed Departmental Log
  • Bank Statement
  • All Original Receipts
  • Explanatory Notes
  • Packing Lists
  • Credit/Return Memos
  • Affidavit of Lost/Missing Receipt

51
What Happens During the Review?

52
What Do We Look For?
  • ___Transactions were reviewed by 3rd working day
  • ___Purchases are allowable
  • ___Transactions were not split to circumvent card
    limits
  • ___Transactions were not split to avoid bidding
  • ___All documentation is present
  • ___Use tax is allocated correctly
  • ___No personal purchases
  • ___No fiscal misconduct or fraud

53
Recommended Action
  • ___Verbal notification of problem
  • ___Written notification of problem
  • ___Refresher Training
  • ___Reduce Card Limits
  • ___Deactivate Card Until (Date)
  • ___Revoke Card
  • ___Reimburse Project Budget
  •  

54
Hierarchies
  • Each cardholder, AO, PBA, VP and president is
    assigned to a hierarchy
  • Hierarchy Structure Organizational Chart
  • Hierarchy ID Department ID or indicates
    divisional series of dept. IDs

55
Hierarchies
56
Access Roles
  • Each cardholder, AO, PBA, VP and president is
    assigned an access role
  • Access roles determine which functions the user
    is able to perform in PaymentNet

57
Access Roles
58
Hold onto good friends, they are few and far
between!
59
Reports Queries
  • Reports
  • Provided by PaymentNet
  • Queries
  • Written by you in PaymentNet

60
Reports
  • Available Reports Include
  • Transaction Detail with Addendum
  • Transaction Detail with Account Codes and Notes
  • Cardholder Listing by Hierarchy
  • Transactions by Hierarchy

61
Queries
  • Transactions by Project ID
  • Transactions by Account Code
  • Transactions by Month Name
  • Transactions by Merchant Name

62
Reports Queries Demo
63
How Do I Get a Card?
  • Establish signature authority for each project by
    submitting the Signature Authorization Form to
    the Budget Office.
  • Complete the Cardholder Agreement and Application
    forms and submit them to Purchasing.
  • Your new card will be mailed to Purchasing and
    you will be notified when to pick it up.
  • The card will be valid for 24 months. A new card
    should arrive before the original expires. If
    not, call Customer Service at 800-270-7760.
  • Card will be surrendered on termination of
    employment.

64
Summary
  • Purchasing cards make sense
  • Get your application today!

65
Need More Information?
  • Phone extension 1001
  • Email purchasing_office_at_cwu.edu
  • Website http//www.cwu.edu/purchase/

66
Questions or Feedback?
67
Be weird whenever you have the chance
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