PLYMOUTH STATE UNIVERSITY Purchasing Card Program

1
PLYMOUTH STATE UNIVERSITYPurchasing Card Program

• Account Manager Training
• Revised February 2005

2
Overview of Training

• Cardholder responsibilities
• Account Manager responsibilities
• Lost/stolen procedure
• Authorized purchases
• Unauthorized purchases
• Disputes with a merchant
• Obtaining a policy exception
• Documentation requirements
• The Pcard Review Process
• Contact information

3
Cardholder Responsibilities

• Protect the card do not leave it in view. The
  card should be kept in a locked desk drawer or
  file cabinet when not in use.
• Comply with all policy procedures.
• Purchase on contract OfficeMax for office
  supplies and Enterprise for vehicle rentals. You
  will be notified of any other contracts.

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Cardholder Responsibilities

• Remember, the Pcard is for your use only do not
  loan your card or account number to anyone else
  to use, including your supervisor, others in your
  department or a student worker.
• Stay within the established card limits and
  within allocated department budget. It is a
  violation to split a payment into more than one
  transaction to allow a purchase that is over your
  card limit.

5
Cardholder Responsibilities (Contd)

• Review transactions via email daily. You will
  receive email notification of each purchase,
  generally within 2-3 days. These notifications,
  as well as your monthly statement, come from
  Banner Pcard. You must verify that each
  transaction is valid. A transaction that you do
  not recognize is often the first indication that
  your account number has been stolen.

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Cardholder Responsibilities (Contd)

• Assist with the resolution of any disputes that
  might arise.
• Ask the Campus Card Administrator questions in
  advance of purchase, when in doubt.

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Account Manager Responsibilities

• Submit applications for new cards for your
  department when necessary.
• Maintain communication with your cardholders.
• Review documentation in a timely manner and add
  any missing information.
• Follow guidelines for document retention
  current year 3 years.
• Reconcile documentation to statement for each
  cardholder on a monthly basis.

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Account Manager Responsibilities (Contd)

• Monitor cardholder use and compliance. You will
  receive daily notification and monthly statements
  for each cardholder.
• Communicate with Campus Card Administrator when
  cardholder violations occur.
• Request policy exceptions for cardholders when
  necessary.

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Account Manager Responsibilities (Contd)

• Maintain exception list for your cardholders and
  file approvals with cardholder file.
• Proper accounting in Banner for each transaction.
  After your first Pcard transaction, you will be
  shown how to do this using FAAINVT.

10
Lost/Stolen Card- What To Do

• If your card or number is lost or stolen, the
  CARDHOLDER must notify JPMorgan Chase
  IMMEDIATELY. Call 1-800-316-6056 to report the
  loss. The number is available 24 hours a day, 365
  days a year.
• Remember unlike a personal account, your
  department will be responsible for all charges
  made against a lost/stolen credit card, up until
  the time the card is reported lost. It is very
  important that the call be made immediately.

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Authorized Purchases

• Enterprise Car Rental is the only rental agency
  allowed because they are the contracted supplier
  for this service.
• Postage, including US Postal Service, FedEx, UPS,
  etc.
• Printing and copying expenses.
• Short term rental of equipment, with no intent of
  eventual purchase.
• Subscriptions.

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Authorized Purchases (Contd)

• Supplies any items necessary for the day-to-day
  operation of your department. Includes office
  supplies, items needed for maintenance repair
  (but NOT repair services), equipment valued at
  LESS than 5,000.
• Conference registration fees.
• Membership dues fees that are departmental or
  institutional only. This excludes personal
  memberships.

13
Authorized Purchases (Contd)

• Library acquisitions for your department books,
  CDs, DVDs, movies, etc.
• Advertising expenses, EXCEPT Help Wanted.

14
Unauthorized Purchases

• Advertising Help Wanted
• Alcohol
• Ammunition
• Automotive repairs
• Awards, Gifts, Prizes
• Capital equipment any single item costing
  5,000 or more
• Cash advances
• Construction/renovation
• Consulting services
• Donations
• Entertainment/Hospitality

• Flowers
• Gasoline
• Hazardous materials
• Lease/rentals (real property lease/purchase)
• Meals
• Personal items, regardless of intent to reimburse
• SERVICES of any kind
• Telephone equipment
• Travel related expenses
• Purchase from an employee or where a conflict of
  interest exists

15
Pcard Exceptions

• If you find that you regularly need to purchase
  items not authorized, please contact the Campus
  Card Administrator about obtaining an exception.
• Request the exception via email and justify the
  request with all details.
• Remember, the exception is not in effect until
  approved. Please request exceptions to policy in
  advance of the purchase and allow time for your
  request to be processed.

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Disputes Involving Your Card

• If a dispute arises over a charge on your Pcard,
  the first step is to contact the merchant. Many
  times the problem can be resolved quickly with
  just a phone call.
• If this is unsuccessful, call JPMorgan Chase
  Customer Service at 1-800-316-6056. You will need
  to answer any questions and fill out any forms
  requested by the bank

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Disputes Involving Your Card

• When you lodge a dispute, your account will be
  credited immediately. Your department may still
  be responsible for the charge pending the outcome
  of the banks investigation. If the bank later
  finds in favor of the merchant, the credit will
  be reversed.

18
Documentation

• You must provide the original invoice or sales
  slip for each purchase with your Pcard.
• Print monthly statements for each cardholder in
  your department, and attach the backup
  documentation for each transaction in the order
  that it appears on the statement.
  Invoices/receipts smaller than a half page should
  be taped to an 8 1/2 X 11 sheet.

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Documentation (Contd)

• Use only the original sale slip or invoice no
  additional sheets of paper. Extra info can be
  clipped to the back of statement for departmental
  purposes, but must be easily separated for review
  purposes.
• The 5 Ws who, what, when, where, why must be
  included on all documentation. Add details to
  receipts as necessary.

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Documentation (Contd)

• The business purpose for EVERY transaction must
  be clearly stated in writing. The actual location
  of any non-consumable item should be indicated.
• Black out all card numbers on statement
  invoices.

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The Pcard Review Process

• All Pcard accounts will be reviewed by Accounts
  Payable on a regular basis, usually two times per
  year.
• You will be notified via email 2-3 weeks in
  advance of the review date.
• New accounts are usually reviewed 6-8 weeks after
  the first transaction on the account.

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The Pcard Review Process (Contd)

• When you are notified of an upcoming review, you
  should check to be sure that all paperwork is in
  order for all Pcards that you are responsible
  for.
• If any receipts or information is missing,
  contact the cardholder immediately to provide the
  information for you PRIOR to the scheduled review
  date.

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The Pcard Review Process (Contd)

• You will receive a written report of the review
  findings 1-2 weeks after the review is completed.
  This report is provided to the Account Manager,
  Cardholder, Business Manager, Department Chair or
  Director and the Campus Card Administrator.

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Contact Information

• If you have a question or problem contact the
• Campus Card Administrator for assistance
• Emily Clark X2246
• eclark_at_plymouth.edu
• Lost or Stolen Card call BankOne
• 1-800-316-6056