Pcard Program

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• Pcard Program
• Cardholder Training

WELCOME!
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Training Agenda

1. Overview of Program
2. Definitions for Purchasing Card
3. Policies Procedures
4. PaymentNet System Training
5. Questions Answers

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Program Overview

• P-card is accepted wherever credit cards are
  accepted.
• Online reconciliation process allows for high
  levels of control over your account.
• P-card is intended for almost all small dollar
  purchases that would otherwise require submission
  of a purchase requisition.
• P-card should be used for repetitive purchases
  that will not exceed a 2,000 to 3,000 total in
  a given calendar year.
• P-card Policies Procedures are strictly
  enforced and audited by both Purchasing and
  Internal Audit Departments!

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Quick Definitions of P-Card Terminology

• P-Card- Credit card issued to you by the
  Purchasing Department for small dollar purchases
• PaymentNet- The Banks online tool you will use
  for reconciliation
• Electronic Statement Payment- Online option at
  PaymentNet site for viewing and printing
  statements
• MCC- A four digit numeric Merchant Commodity
  Code assigned by Visa to each merchant

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Policies Procedures
ACTIVATING YOUR CARD
Social Security Number? Mothers Maiden Name?!!

• Activation codes will be supplied to you during
  this training session today. SAVE THIS
  INFORMATION!!

These are terms the bank uses Temple University
uses the security code you supplied on your
application the last 4 digits of your TUID.
We do not know, ask for, or utilize your SS or
Mothers maiden name!
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Policies Procedures

• BILLING CYCLE
• Each billing cycle starts the 21st of the month
  and ends the 20th of the following month.
• You may review charges for a current cycle at any
  time during that cycle, but MUST review them ALL
  by the close of business on the 21st.
• (It is for this reason that Purchasing highly
  recommends that you mark the 21st of each month
  on your calendar to do a final sweep)
• After the 21st of a particular month, you will no
  longer see the old charges when you log in.
  You will only see charges for the current billing
  cycle.
• The bank will send out reminder emails every
  other Monday to cardholders that have made
  charges. This is a courtesy email only. You
  will NOT receive an email every time you have a
  transaction to review, and must check before
  and/or on the 21st of each month.

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Policies Procedures

• UNALLOWABLE PURCHASES
• Listed on the last page of the Policies
  Procedures and available on Purchasings website.

Cannot use P-card for merchants with whom Temple
University already has contract pricing,
including
Or for On-campus vendors with whom the
University has contracts, for example classes
taken at any Temple Campus or
Or for Travel Conference registration
YesHotel Rooms NO
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Policies Procedures

• UNALLOWABLE PURCHASES
• Sustainability Policy

mandates that University employees may purchase
only appliances and equipment that are Energy
Star Certified when that rating exists within a
particular product category. 
Please review the Department of Sustainability
website for more information www.temple.edu/susta
inability.
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Policies Procedures

• Standard Purchasing Card limit
• 2,000 per transaction is the University maximum
• Splitting of transactions to meet single limit
  requirement is PROHIBITED!
• Only a cardholder may make transactions on their
  card
• See User Access Form to allow another to review
  your transactions (user still may NOT use your
  card).
• Contact Anna to suspend your card if you take a
  leave of absence, or to cancel your card if you
  leave the Department or University.
• Purchasing cards are to be used for Business
  Purposes only!

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Policies Procedures

• DECLINES
• A decline may occur for many reasons.
• As the cardholder, you must contact the bank to
  determine the reason for a decline.
• Call the on the back of your card.
• Be prepared to supply two access numbers that you
  are receiving today and have been asked to save
  for future.
• Bank will only speak to the cardholder.
• If the bank advises that the MCC code is
  blocked, obtain from them the 4-digit code as
  Purchasing will need it.
• If the decline is an MCC code, contact Purchasing
  to lift the block on that code. Purchasing will
  lift the block if the purchase is allowable.
  Purchasing cannot change transaction/monthly
  limits without authorized approval (signature
  authorization)

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Policies Procedures
DECLINES CONTINUED Example in which Purchasing
may be contacted to assist MCC BLOCKS Visa
classifies merchants, not individual commodities,
by a 4-digit MCC. Suppose you wish to purchase
a plaque, but your card is declined. The bank
advises you that the MCC is closed to your card
because the firm also sells jewelry (which would
be an unallowable gift purchase). Since your
intent was to purchase an allowable item, you
should contact Purchasing so that we may have
the block lifted. The vendor can then re-run the
charge. Please note, if Purchasing determines
that your desired transaction does not qualify as
allowable, We cannot lift the block.
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Policies Procedures
SALES TAX Temple University is officially
classified as an Instrumentality of the
Commonwealth of Pennsylvania. As such, we are
exempt from sales tax in PA and in many other
states, as listed on Appendix A of your policies.

• IF a vendor charges you sales tax but should not
  have, you will need to contact them to have that
  tax credited back to your card.
• A Vendor may require proof of our exempt status.
  We are NOT issued a by the state, like some
  other entities. Purchasing DOES have formal
  documents for each state in which we are exempt.
  We can fax the appropriate form to the vendor,
  or, if you are going to the store, we can give
  their form directly to you.
• Purchasing must monitor sales tax charges and
  will contact you if sales tax was charged to your
  card. Please keep in mind that it is your
  responsibility to ensure that your card is not
  charged tax for transactions in exempt states.

Need a Sales Tax Exempt Certificate? Email Anna
stewarta_at_temple.edu or Call Purchasings
Receptionist at 1-7685. Please have ready the
vendor name, address, fax number, and any
applicable order reference information!
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Policies Procedures
AUDITS

• Purchasing Internal Audits will perform
  periodic random audits on card accounts to ensure
  compliance to the Purchasing Card Policies
  Procedures.
• You MUST keep receipts and back-up documentation
  of all paperwork related to each transaction
  performed on your card.
• You MUST keep your card in a secure location
• You MUST review all transactions that post to
  your paymentnet account (discussion of paymentnet
  to follow herein).
• You MUST reply to inquiry emails, to avoid
  adverse action being taken against your account,
  as per the P-card policies procedures.
• Internal Audits
• Internal Audits will audit the P-card program
  twice a year. If they contact you to set up an
  appointment, you will be asked to present your
  receipts and back up documentation.
• Purchasing Department Audits
• Purchasing will audit transactions on a monthly
  basis. If your transaction is selected, you will
  receive an email requesting specific information.
  It will be your responsibility to respond to the
  email in a timely manner.

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PaymentNet System Training Monthly Reconciliation
Process
LOGGING IN
Lowercase letters only!

• Login
• www.paymentnet.com
• Enter Org ID
• Enter User ID
• Enter Pass Phrase
• Click Log In Now

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Forgot Your Pass Phrase
Cardholders will be sent a 16 digit Computer
Generated Pass Phrase via email once email
address is verified in the system
Enter Organization ID User ID E-Mail Address
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PaymentNet Welcome Screen

• To review your transactions, choose PAYMENTNET.
• To review a statement from a previous period,
  choose ELECTRONIC STATEMENT

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Transaction List Screen

• To view more detail click anywhere along the row.

If the charge is correctly allocated, click the
Reviewed box a check mark will appear and stay.
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Transaction Detail
Notice options to save, split to different
cost centers or dispute questionable charges.
All cost centers tied to your Pcard will be
available in this drop down menu.
Default account code values appear with every
transaction. Cardholders can change or correct
default information as needed.
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Splitting Transactions

• Program Administrators set the number of splits
  available up to 99.

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Disputing Transactions

• Transaction Dispute icon click to view the
  detail for a dispute
• Color of Icon
• Yellow Dispute has been initiated
• Red Dispute has been received and is being
  worked by the Dispute Resolution Team

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Questions Answers