Transcript Slide 1

EWU PCard Tutorial
PCard Contacts
• Purchasing
– Michael Pflieger, PCard Administrator, 359-6804,
[email protected]
– Bill Santiago, PCard Administrator, 359-6604,
[email protected]
– Call or email Purchasing to:
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Make changes to cardholders profile
Deactivate/close a cardholder’s account
Clarify PCard policies and procedures
Resolve declined transactions
Report a lost or stolen card (after you have contacted JP
Morgan Chase).
PCard Contacts
• JP Morgan Chase
– 1-800-270-7760, 24 hours/day
– Call PaymentNet Customer Service to:
• Report a lost or stolen card (call immediately)
• Request further information on a charge
• Dispute a charge (after you have contacted the merchant)
Introduction
• Procurement Card = Purchasing Card = PCard
• All PCard information including the PCard Manual and Cardholder
and Approver Applications can be found at
http://access.ewu.edu/Purchasing/Procurement-Card-Info.xml .
• Completion of the PCard Tutorial is the first step and a prerequisite
for acquiring a PCard. Everyone who touches the PCard needs to
take the training including cardholders, approvers, and reconcilers.
• The PCard training is convenient and will take approximately 30
minutes to complete.
Introduction
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Upon completion of this tutorial and passing the short quiz,
prospective Cardholders and Approvers will fill out an application
and submit it to Purchasing, 218 TAW.
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After the Purchasing Department receives and reviews the
Cardholder and Approver applications, it will take approximately 12 weeks to process and issue a PCard.
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The Purchasing Department will provide cardholders access to the
PaymentNet website with a user ID and generic pass phrase.
Please change your pass phrase immediately.
Benefits of a PCard
• VISA credit card issued by JPMorgan Chase to be used
by official University staff for the purchase of low-value
non-restricted materials.
• Reduces small dollar requisitions and petty cash
reimbursements.
• Allows online reconciliation of payments.
• Reduces order and delivery time.
• Improves campus efficiency.
• Provides quicker turnaround times.
• Reduces paperwork.
• Greater flexibility in ordering.
PCard Overview
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Cardholder makes purchases.
Cardholder reviews and edits transactions online.
Cardholder matches physical documents to online transactions.
Cardholder reconciles all transactions.
Approver reviews and signs Monthly Transaction Detail w/Account
Codes & Notes.
Accounts Payable downloads the reviewed transactions from the
credit card website to the accounting system.
Purchasing Department performs reviews of records.
Examples of PCard Misuse
• Purchasing items that are not allowed.
• Prohibited item list – refer to Manual.
– Small and Attractive items.
• Purchase not authorized by Budget Authority or Approver.
• Dividing orders to avoid exceeding the single transaction
limit, which is the informal, competitive quote limit.
• Failure to follow review procedures.
• Review and edit transactions by 3rd working day of the
month.
• Submit appropriate paperwork to Approver by 10th working
day of the month.
• Provide adequate documentation for purchases.
Safeguarding Your PCard
• The card itself and the account number must be retained
in a secure location.
• Notify Purchasing and Approver of change in Cardholder
status e.g. transfers to another department or leaves the
university.
• Report a lost or stolen PCard to JP Morgan Chase (1800-270-7760) and to Purchasing.
• Report suspicious activity to JP Morgan Chase and to
Purchasing.
Lending Your PCard
• If the PCard is lent out, the cardholder is responsible for
the use of the card.
• Individual borrowing the PCard should be given explicit
instructions on its use.
– A valid detailed receipt must be turned in with the card.
• Time frame should be given of when the PCard should
be returned.
• Sign out log is recommended. See the Pcard manual for
an example.
PCard Ordering
• PCard Limits:
– 15 daily transaction limit
– $9,999 single transaction limit
– $28,000 monthly limit
• Declined PCard Transactions
– Contact Purchasing via email if your PCard is declined for any
reason.
• Provide the merchant name, description, and date of transaction.
PCard Ordering
• Request a complete, detailed receipt to accompany the
shipment.
• Give accurate delivery information. Orders are ordinarily
delivered directly to the address provided.
• If the package cannot be left at the department, it will be
delivered to the Receiving Warehouse.
• Inspect the shipment upon receipt and promptly follow
up with the merchant to resolve any problems with
delivery, damaged goods or other discrepancies.
PaymentNet Overview
• Enables you to access your transaction data 365 days a
year/20 hours a day.
• It is recommended that you review your transactions on
the PaymentNet website within five working days.
• Every transaction must be reviewed online by the 3rd
working day of each month.
– Your department default index code will be charged if
transactions are not reviewed by this date.
– The cardholder and approver will be responsible for submitting
corrective paperwork if the default index code is charged.
Accessing PaymentNet
• https://www.paymentnet.jpmorgan.com
• You will be required to make three
entries:
– Organization ID = US00125
– User ID - Provided by Purchasing
when cardholder picks up card
– Password - Provided by Purchasing
when cardholder picks up card
• When you log on the first time you will
need to change your pass phrase.
PaymentNet Main Menu
Reviewing PCard Transactions
• Select the Transactions
option from the main menu.
• The Transaction Manage
enables users to review those
transactions which have been
posted.
• Users can assign index and
account codes to each
transaction, split transactions
between multiple accounts and
run reports.
• You will be notified via email
when transactions are ready to
be reviewed.
Reviewing Transactions in PaymentNet
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For every transaction you must
do the following:
– Verify that the six digit Banner
Index or Fund Code and
description are correct.
– Select the appropriate Banner
Account Code.
– Choose Yes or No for the
Usage Tax
– Type a detailed short
description to describe the
purchased item.
– Place a check in the “Review”
box in the top left hand corner.
– Press the Save button.
Reviewing Transactions in PaymentNet
Usage Tax Washington State RCW 82.12
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Use tax is a tax on the use of goods or certain services in Washington when
sales tax has not been paid.
Out-of-state vendors usually do not (and should not) charge sales tax
unless they have a presence in Washington State. EWU however still pays
tax on all taxable transactions regardless of if it was charged by the vendor.
When to use the “Yes” or “No” when reconciling your transaction in
PaymentNet:
– You must refer to your corresponding invoice/receipt to determine if use
tax needs to be paid.
– If the item is taxable, but the vendor did not charge you sales tax, select
“Y”, which indicates that Usage Tax is due.
– If the item is taxable and the vendor charged you sales tax, select “N”,
which indicates no Usage Tax is due.
– If the item is not taxable and you did not pay sales tax, select “N”, which
indicates that no Usage Tax is due.
Disputes
Always attempt to resolve disputes with the merchant
first.
Formal Disputes
You may formally dispute a transaction when:
• The merchant will not work with you to rectify the issue.
• You did not authorize a charge or do not recognize a
charge.
• There is a difference between the amount you
authorized and the amount you were charged.
• You find duplicate charges.
• Your account does not reflect a credit you have been
issued by a merchant.
• You didn’t receive the goods.
• The merchandise is defective.
Formal Disputes
• The disputed item will be paid.
• The disputed transaction must be documented in writing
within 60 days of the transaction.
• Log the disputed item online at the PaymentNet website
or call PaymentNet Customer Service at 800-270-7760.
• PaymentNet will instruct the cardholder to provide
specific information regarding the dispute.
• Review the transaction in PaymentNet as you would any
other transaction.
• If a credit is due, it will be reflected on PaymentNet.
Submitting Documents
• At the end of each month, submit documents to:
• Approver
• Grant and Research Development (if applicable)
• By the last Friday of July, submit original records for
the previous fiscal year to Purchasing:
• Monthly Transaction Detail w/Account Codes &
Notes report signed by Approver.
• Transaction Detail Record signed by Budget
Authority.
• Original receipt/invoice for each transaction.
Quiz
CONGRATULATIONS, YOU'VE COMPLETED THE PCARD TRAINING!
NOW TAKE THE PCARD Quiz . Please remember that the Cardholder and
the Approver must take and pass the quiz.
• After taking the quiz, the Cardholder must complete and submit a
Cardholder Application to Purchasing (218 TAW).
• After taking the quiz, the Approver must complete and submit an Approver
Application to Purchasing (218 TAW).
• Once we receive and review both applications and verify that quizzes have
been taken and passed, Purchasing will order a PCard for the cardholder.
PCard Quiz Link
http://web.ewu.edu/groups/purchasing/PCard%20Quiz/PCard%20Quiz.html