Transcript PaymentNet Cardholder/Approval Procedures

FastFacts
Feature Presentation
November 19, 2009
We are using audio during this session, so please dial in
to our conference line…
Phone number: 877-468-2134
Participant code: 182500
© 2009 The Johns Hopkins University. All rights reserved.
Today’s Topic
 We’ll be taking a look at…
JP Morgan Chase Travel Card
Today’s Presenter
 Debbie Hawkes
Supervisor, Travel Unit and Online Payment
 Dianne Hartley
A/P Specialist, JP Morgan Chase Travel Card
Administrator
Session Segments
 Presentation
 Debbie will provide an overview of the JP Morgan Chase
Travel Card.
 During Debbie’s presentation, your phone will be muted.
 Q&A
 After the presentation, we’ll hold a Q&A session.
 We’ll open up the phone lines, and you’ll be able to ask
questions.
 Debbie and Dianne will answer as many of your questions
as time allows.
Contact Us
 If you would like to submit a question during the
presentation or if you’re having technical difficulties, you
can email us at: [email protected]
 You can also send us an instant message!
 GoogleTalk – [email protected]
 AOL Instant Messenger – HopkinsFastFacts
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Survey
 Survey
 At the end of this FastFacts session, we’ll ask you to
complete a short survey.
 Your honest comments will help us to enhance and improve
future FastFacts sessions.
Overview
 What is the Travel Card?
 Who qualifies for the Travel Card?
 Organizational responsibility
 Requesting a Travel Card
 Payment responsibility
 Billing cycle
Overview (continued)
 Requesting a travel expense reimbursement
 Travel advance
 PaymentNet
 How to Make a Payment to JP Morgan Chase in
PaymentNet
 View Payment History in PaymentNet
 Accounts Payable Shared Services contacts
JP Morgan Chase Travel Card
 Master Card credit card to be used for travel related expenses.
 Accounts Payable Shared Services (APSS) will arrange for a JP
Morgan Chase Travel Card free of charge to JHEN faculty and
staff upon approval by the department administrator.
 The card is intended to provide individuals with a convenient
method to meet the expenses of JHEN approved travel, business
meals and entertainment.
 Any questions regarding payments of Travel Card travel expense
reimbursements should be directed to the APSS Travel Unit.
 Please check Accounts Payable Shared Services to identify your
contact person.
JP Morgan Chase Corporate Card
 Corporate Travel Card – The expenses incurred on the
corporate card are the responsibility of the cardholder.
 The cardholder is responsible for making the payment
directly to JP Morgan Chase.
Qualifications
 The travel card is available to all JHEN employees.
 This card is not based on personal credit history.
 If the cardholder does not comply with the credit card
agreement and pay the bill on time, APSS has the right to
revoke the cardholders card privileges. Once your card has
been revoked you will not be eligible to reapply to
participate in the travel card program.
 Finance charges incurred for delinquent payment are the
responsibility of the cardholder.
Organizational Responsibility
Accounts Payable Shared Services
 The Accounts Payable Shared Services issues the JP Morgan
Chase Travel Card and processes and disburses funds for travel
advances (JHU only) and reimbursement of travel expenses.
JHEN Departments
 Authorized departmental employees approve the issuance of
Corporate Travel Card, travel requests, travel advances and
travel reimbursement to employees within their department.
Organizational Responsibility (continued)
Traveler
 It is the responsibility of the traveler to comply with the
university's policies governing travel and entertainment.
 Persons traveling on behalf of the university should
exercise good judgment with respect to incurring travel
and entertainment expenses and are expected to spend
funds prudently.
 Travel and entertainment related expenses will be paid by
APPS if they are deemed to be reasonable, properly
documented, provide the appropriate approvals and are
within the guidelines of this policy.
Requesting a Corp Travel Card
 Complete the JP Morgan Chase MasterCard application and
mail or email it to the attention of the travel card
administrator Dianne Hartley.
Note: Faxed copies of the application will not be accepted.
Cards will be disbursed in 7 – 10 business days
Corporate Card Expectations
 Travelers are expected to charge expenses for
transportation, lodging, meals, etc. to their Corporate
Card.
 Charges of a personal nature should not be made using
the corporate travel card.
 The corporate card should not be used for purchases of
equipment or supplies.
 Those types of purchases should be made using the Supply
Chain Shared Services Procurement Card.
 Cardholders may make unlimited travel related purchases
as long as the account is not sixty (60) days past due.
Responsibility for Payment
 Under the Corporate Card program, cardholders are




responsible for making the payment to JP Morgan Chase.
APSS is not responsible for the payment.
Monthly statements from JP Morgan Chase can be viewed
in Payment Net by the cardholder an will be mailed to the
card holder.
Payment can be sent directly to JP Morgan Chase or the
cardholder can initiate payment using Payment Net.
The cardholder can enter their personal banking
information in PaymentNet and submit the payment to JP
Morgan Chase. (Optional)
PaymentNet
 PaymentNet is a JP Morgan Chase online web application
specifically used to:
 View your credit card activity
 Execute payments
 Submit disputes
 Create reports
 And more
 PaymentNet will be available to the credit card
cardholder.
 Access PaymentNet by going to: www6.paymentnet.com
PaymentNet Login In Page
www6.paymentnet.com is the
web address for PaymentNet.
After entering the web address
the log in screen will be
displayed.
PaymentNet – First Time Users
 First time users will be prompted to enter:
Organization ID: hopkins
User ID (your JHED ID): Ex. dhawkes1
Pass Phrase: Password77
 You will be required to create a new pass phrase and upon
completion you should be on the welcome page.
PaymentNet Welcome Page
Payment Net Training Module
 Reviewing a Transaction
 Splitting a Transaction
 Disputing a Transaction
 Running Queries
 Running Reports
Set Up Bank Information
Select the My Profile
icon on your home
page.
Select the Bank
Information tab then
click on Add Bank
Set Up Bank Information
LIST
Make a Payment
Select Payments from the
menu bar and then Create.
Select Payments from the menu bar
and then
create. the account information and
After
selecting
entering the payment amount click the
Submit button to submit the payment.
A dialog box will appear to verify the
payment information click ok to continue.
How to View Payment History
Select Payments from the menu bar and
then Manage.
On the History tab of the Payment List a
summary
Billing Cycle
 The billing cycle for the Corporate Card is the 25th of the
month.
 Payment to JP Morgan is due 25 days after the billing
date.
Advances to Corporate Cardholders
 Having a university Travel Corporate Card eliminates the
need for most travel advances.
 Travel advances will be made for foreign travel based on
per diem rates.
 Travel advances for domestic trips will be allowed
covering incidental expenses up to $50.00 per day.
 See Travel Advance section of travel policy for more
information.
 Note: Travel Advances are only for JHU Employees
Requesting Reimbursement
 Corporate cardholders will submit their travel expense
through the SAP transaction using the trip travel manager.
 In the reason field when entering in the expense report,
please enter “TRAV CARD” to begin your description in
the reason field.
 This alerts A/P staff that the payment is for the corporate
travel card. When faxing receipts for travel expenses, please
write “TRAV CARD” on the cover sheet.
 A/P will authorize the trip for payment within 72 hours.
 If your payment is not processed within this time frame
please contact Accounts Payable travel unit.
Payment Net Training Module
Resources
 http://ssc.jhu.edu/accountspayable/index.html
 www.controller.jhu.edu
Frequently asked questions regarding the JP Morgan
Chase Travel Card and Travel Policies can be found on
these websites.
Travel Card Administrator
 For company specific program information/inquiries for
help with navigating within Payment Net contact:
Dianne Hartley
Accounts Payable Shared Services
443-997-8225
[email protected]
Contacts
 Questions concerning business travel and expense
policies and procedures should be directed to:
Email: [email protected]
Phone: 443-997-6688 Customer Service
Fax Server: 410-502-7959 or 410-502-7965 (For
supporting documentation only)
Fax : 443-997-3554 (Advance Recovery Form & NonEmployee expense reports)
 Website: http://ssc.jhu.edu/accountspayable Accounts
Payable Shared Services Travel Unit
Q&A
 We’re going to open the phone lines now!
 There will be a slight pause, and then a recorded voice will provide
instructions on how to ask questions over this conference call line.
 We’ll be answering questions in the order that we receive them.
 We’ll also be answering the questions that were emailed to us
during the presentation.
 If there’s a question that we can’t answer, we’ll do some research
after this session, and then email the answer to all participants.
Thank You!
 Thank you for participating!
 We would love to hear from you.
 Are there certain topics that you would like us to cover in future
FastFacts sessions?
 Would you like to be a FastFacts presenter?
 Please email us at: [email protected]
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