DUQUESNE UNIVERSITY

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DUQUESNE UNIVERSITY
and J.P. MORGAN CHASE
PAYMENTNET
Rev. 10/06
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JPMORGAN CHASE
MASTERCARD

• Charge Card for University Business

• Issued to Employees Approved by Dept. Head

• Purchasing Materials Supplies
• Travel and Entertainment

• Within University Guidelines

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OBJECTIVES OF THE PROGRAM
One Card Solution
Procurement - Travel Entertainment
TRAINING OBJECTIVES

• Understanding of the Procedures
• Appropriate Uses for the MasterCard
• Understanding Cardholder Responsibilities

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WAYS TO PURCHASE . . .
Purchase Order Standing Order Authorized
Payment Reimbursements MasterCard
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MasterCard Uses
In person notify merchant of tax exempt
status By telephone notify merchant of tax
exempt status By fax fax paperwork but omit
credit card number. Ask merchant to call for
number Over the Internet use 600 Forbes Avenue,
Pittsburgh PA 15219 address
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One Card Two Functions

• One overall monthly limit
• General commodity charges (P-Card)
• 2,000 single transaction limit P-Card charges
• Travel Entertainment charges (T E)
• No single transaction limit T E charges

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Cardholder ResponsibilitiesWeb Management

• Reallocate charges
• Enter transaction notes
• Verify and review charges
• On-line transaction log

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Cardholder ResponsibilitiesTransaction
NotesP-Card Purchases

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

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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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Transaction Notes - Example
Merchant Amazon.com
Unacceptable Book
Acceptable Text Book School Law the
Public Schools A Practical Guide. Ordered
for Dr. Sam Spade for use in School of Law
class.
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Cardholder ResponsibilitiesTransaction
NotesTravel Entertainment

• Mandatory follow IRS Regulations
• 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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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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Entertainment

• Entertainment transactions must include
  attendees or have a list of attendees in P-Card
  file for review
• Unacceptable Beginning of the new year party
  to welcome new students. Faculty, staff and
  students attended

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Cardholder Responsibilities Month End
Reconciliation

• Transaction notes for each charge
• Reallocate charges (if necessary)
• Verify charges (mark Reviewed box)
• Print transaction log (report)
• Reconcile monthly statement with
• transaction log
• Attach support documentation
• Cardholder signs/dates statement
• Immediate supervisor must sign/date
  statement
• Keep documents on file for annual Purchasing
• review and Internal Audit

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Bi-Monthly Posting to GL

• Cardholders Options
• Reallocate charges
• Post to default budget number
• Schedule posted on P-Card web page

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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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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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Helpful Links

• Procurement Card www.pcard.duq.edu
• Purchasing www.purchasing.duq.edu
• Travel www.travel.duq.edu

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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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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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Purchasing Procurement Card

• Purchasing

• Returning / Exchanging

• Helpful Hints

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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
• Shipping Charges Apply
• Tax Exemption 75-400-332

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INFORMATION FOR THE SUPPLIER

• Shipping Address

Duquesne University 913 Bluff Street Pittsburgh,
PA 15219
ATTENTION First Name, Last Name
Department
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RETURNING EXCHANGING

• Information for

Supplier
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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HELPFUL HINTS

• Call Purchasing for suggested suppliers

• Items over 100 Pounds -

Call Purchasing

• Ask for return policies

• Check order promptly

• Keep original packaging

• Make returns promptly

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PAYMENTNET
System Requirements

• Internet Explorer (4.01 SP2 or greater)
• Adobe Acrobat Reader 4.0

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Card Distribution

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

the Agreement