DUQUESNE UNIVERSITY

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DUQUESNE UNIVERSITY
and J.P. MORGAN CHASE
PAYMENTNET
Rev. 09/07
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JPMORGAN CHASE
MASTERCARD

• Charge Card for University Business

• Purchasing Materials Supplies
• Travel and Entertainment

• Within University Guidelines

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OBJECTIVES OF THE PROGRAM
One Card Solution
Procurement - Travel Entertainment
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Credit Limits

• One Monthly Credit Limit
• Single Transaction Limit
• P-Card - 2000 Single Transaction Limit
• Travel Entertainment ( T E) - No Single
  Transaction Limit

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TRAINING OBJECTIVES

• Appropriate Uses for the Master Card
• Understand Cardholder Responsibilities
• Understanding the Procedures

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Appropriate Use

• University policies
• Purchasing policy
• www.purchasing.duq.edu
• Travel Entertainment policy
• www.controllers.duq.edu/acctpay.htm
• Procurement card policy
• www.pcard.duq.edu

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UNAUTHORIZED CARD USE
Any purchases prohibited by University Policy
or not related to University Business

• PERSONAL PURCHASES
• CASH ADVANCES
• SPLIT TRANSACTIONS

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Cardholder Responsibilities

• Adhere to University policies
• Manage transactions through PaymentNet Web site
• Review and verify charges
• Enter transaction notes
• Reallocate charges
• Month End Reconciliation
• Maintain records for yearly Pcard review

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Cardholder ResponsibilitiesReview Verify
Charges

• Look in PaymentNet frequently throughout the
• month to verify the charges are yours and that
• they are correct.
• Check the Reviewed box for each transaction

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Cardholder ResponsibilitiesManaging
Transactions

• Transaction Notes Pcard charges
• Mandatory
• Purpose and Description
• What was purchased?
• For who (if applicable)?
• Why?

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Transaction Notes - Example
Merchant Office Depot
Unacceptable Chair
Acceptable Two guest chairs for the Deans
Office.
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Cardholder ResponsibilitiesManaging
Transactions

• Transaction Notes Travel Entertainment
  Charges
• Mandatory
• Must follow IRS guidelines
• Purpose and Description
• What was the event?
• Location of the event
• When was the event held?
• Business purpose of the event
• Who was entertained person or group
• Names, titles, business relationship
• Business purpose or reason for entertaining

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T E Transaction Notes Example
Merchant Tambellinis
IRS
REGS
Unacceptable Luncheon Meeting
IRS Regulations
Acceptable Luncheon Meeting Dean
J. Bond and faculty (Smith, Jones, Rizzo)
to discuss curriculum changes for School
Psychology Summer Program. October 22,
2004. Tambellinis - Route 51.
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Cardholder ResponsibilitiesManaging
Transactions

• Entertainment transaction notes must also include
  the names of attendees or have a list of
  attendees on file
• Unacceptable Dinner with guest speaker
• Acceptable Dinner at the City View Café with
  Sarah White, guest speaker for the Blackboard
  conference on
• August 28, 2006. Also in attendance
• were Dean Allen and Deborah Rogers.

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Cardholder Responsibilities

• Reallocating Charges
• Bi-monthly posting of charges to General Ledger
• Option
• Reallocate charge to a different
  Fund-Organization-Program combination or a
  different account
• Let charge post to the default budget
• Bi-Monthly posting schedule can be found on the
  Pcard Web page

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Cardholder Responsibilities Month End
Reconciliation

• Manage transactions
• Transaction notes for each charge
• Reallocate charges, if necessary
• Check Reviewed box
• 2. Print transaction log (report)
• 3. Reconcile monthly statement with
• transaction log
• 4. Attach support documentation
• 5. Cardholder signs/dates statement
• 6. Immediate supervisor must sign/date
  statement
• 7. Keep documents on file for annual Purchasing
• review and Internal Audit

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Business Expense ReportingTravel Entertainment
Expenditures

• Copy of Report Transaction Detail w/Notes
  Sorted by T E
• Attach original receipts
• Cardholder must sign and date report
• Supervisor/Department Head must
• sign and date report
• Submit Report to Accounts Payable within 30 Days

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Cardholder ResponsibilitiesMaintain records
for yearly Pcard Review

• What is looked for in the review
• Transaction notes
• Do T E notes follow IRS guidelines?
• Printed transaction logs
• Are there split transactions?
• Are there personal purchases?
• JPMC monthly statement
• Support documentation for each transaction
• Signatures of card holder and supervisor
• Are T E reports being sent to Accounts Payable?

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Daily/Weekly Procedures

• Review and verify transactions frequently
• Manage transactions through PaymentNet
• Keep support documentation for each transaction
• i.e. receipts, packing lists, Internet
  confirmation pages, etc.

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Monthly Procedures

• Print a transaction log for each billing cycle
• Reconcile transaction log with JPMC monthly
  statement
• Attach support documentation
• Cardholder and supervisor must sign the
  transaction log
• Keep on file within the department

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ProceduresTravel Entertainment

• Print a T E report for those months when there
  are travel and/or entertainment expenses.
• Attach original T E receipts to the report
• Cardholder supervisor must sign the report
• Send report to Accounts Payable
• Make photocopies of the T E
• receipts and attach to the monthly
• transaction log

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Disputes
First Deal directly with the vendor
If not resolved - dispute directly on
PaymentNet site Dispute resolution
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SANCTIONS FOR MISUSE

• Verbal / Written Warning

• Loss of Card Privileges

• Termination

• Restitution

• Criminal Prosecution

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CARD SECURITY
Cardholders Responsibility
Safeguard Account Number
Unauthorized Use of Account Number
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CARDS ON CAMPUS
ARA FOOD SERVICE
BARNES AND NOBLE BOOKSTORE
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PAYMENTNET
System Requirements

• Internet Explorer
• Adobe Acrobat Reader

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Frequently Asked Questions

• What if my card is declined
• What if I need my limits raised
• Should I allow others to use my card
• Will it affect my personal credit
• What if I cannot find a receipt
• What if Im charged tax
• How long do I need to keep records
• Why do I need to submit a business expense
  report
• Where can I obtain additional assistance

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Time
Out
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Charge It!!

• What to Keep in Mind
• When Using the
• Procurement Card

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MasterCard Uses
In person notify merchant of tax exempt
statusBy telephone notify merchant of tax
exempt statusBy fax fax paperwork but omit
credit card number. Ask merchant to call for
numberOver the Internet use 600 Forbes Avenue,
Pittsburgh PA 15219 addressInternational travel
notify JPMC customer service at 800-270-7760 or
801-281-5825
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Memberships

• Memberships up to 200 require Dean, Director, or
  Department Head approval
• Memberships over 200 require V.P. approval

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Gift Cards/Gift Certificates

• Taxable income for employees when purchased with
  University funds
• Amount of gift card will be added to employees
  wages, there is no excludable amount
• Taxable gift card authorization form to be
  completed and sent to Payroll
• Taxable income when purchased with University
  funds for non-employees or students.
• There is no excludable amount
• Taxable gift card authorization form to be
  completed and sent to Accounts Payable.

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WHEN PLACING AN ORDER . . .

• Verify stock number and price
• Is item in stock? Backorder?
• How is item being shipped?
• UPS
• US Mail
• Vendor Delivery
• Shipping Charges Apply
• Tax Exemption 75-400-332

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• Ship To Address - Third party Delivery

Duquesne University 913 Bluff Street Pittsburgh,
PA 15219
ATTENTION First Name, Last Name Department
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• Ship to Address US Mail
• Sally Smith
• Duquesne University
• 600 Forbes Avenue
• Pittsburgh PA 15282

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• Shipping Address Vendor Delivery
• (A.K.A. Inside Delivery)
• Duquesne University
• Support Services
• 1003 Rockwell Hall
• Pittsburgh PA 15219
• Attention Sally Smith

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RETURNING EXCHANGING

• Information for

Suppliers
Account Number Items Being Returned Verify Price

• Supplier Will Verify

Return Address Return Authorization
Number Shipping Charges
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PREPARE PACKAGE FOR RETURN

• Return Address Label
• Return Shipping Requisition
• Route Package to Receiving Department

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Card Distribution

• Cardholder Agreement Form
• Carefully Read Review
• Signature Indicates Understanding Upholding

the Agreement