Transcript Slide 1
Welcome to ProCard Training Purchasing Goods & Services at Mesa State College Purchases of $1,000 or less Purchases greater than $1000 • Use your Pro Card • Reallocate on Payment Net • Contact Purchasing for available options The Pro Card is the preferred method of payment for small dollar purchases. It is cost-effective for the College and provides individuals the ability to purchase directly for their campus departments. Activate Your Card • Use the last 4 digits of your 700 number even though recording will ask for last 4 digits of your social security number. This is an INDIVIDUAL card, not a department card. Do not share card Information. Billing Cycle • 16th of the month through the 15th of the following month • Cardholder limit is refreshed every month on the 16th Report Lost or Stolen Card Immediately • Call 800-316-6056 • Inform JPMorgan Chase that it is a “purchasing card” • Contact MSC Purchasing Department MSC is liable for ALL charges made on a card until it is reported lost or stolen. Cardholder Responsibilities • Maintain the security and integrity of the ProCard – Please note that JPMorgan Chase will never e-mail you requesting personal or account information • IMMEDIATELY report a lost or stolen card – Your department is liable for all charges until card is reported lost or stolen • Know and follow the Code of Ethics published by the State of Colorado Cardholder Responsibilities • Make authorized purchases for your department • Purchase allowable goods and services for your department • Make sure all purchases are Tax Exempt • Make purchases in compliance with the Procurement Card Program Handbook • Sign the Cardholder Agreement Cardholder Responsibilities • Resolve problems with a merchant • Maintain original source documentation for all purchases • Maintain ProCard order log • Obtain Approving Official signature for each billing cycle • Turn in all ProCard records to next level supervisor upon leaving employment Selecting a Merchant • Check for State Price Agreement • Do they accept MasterCard? • Will they honor our Tax Exempt status? Selecting a Merchant DO NOT purchase goods from these types of merchants – transactions will be denied • Banks, ATM’s, financial institutions • Travel related merchants – Airlines, auto rental, hotel • Automotive and transportation merchants – Auto dealers, auto parts store • Eating establishments – Restaurants, bars, nightclubs, fast food Excluded Transactions Personal Purchases • Contact Accounts Payable Department • Will be asked to reimburse MSC immediately Cash or Cash-like Transactions • Cash refunds for card purchases • Cash refunded for Sales Tax adjustment • Gift Cards Excluded Transactions Split Purchases Furniture • Transaction split into two charges on` card to circumvent card limits or purchase order requirements • Per State Statute must be purchased through Colorado Correctional Industries • Purchasing can assist with purchase Excluded Transactions Inappropriate Purchases • • • • • • Restaurant meals Travel related expenses Vehicle expenses Allowing others to use your card Reoccurring charges Unauthorized purchases Excluded Transactions Computers & Software Flowers & Gifts • Must be pre-authorized by IT Department • Violates fiscal policy • Take up collection and pay cash for this type of purchase Food Vendor Purchases • Requires an Official Function Form • Keep with Procard Records Placing the Order • • • • Purchase must be Tax Exempt Check for MSC discounts Give your name as it appears on the card Backorders cannot be charged to card until shipped – Cardholder must manage backorders • Request itemized documentation – Description of item – Cost of item Placing the Order • Give accurate delivery information – Your name needs to be on address label – Delivery address 1260 Kennedy Ave – Billing address 1100 North Ave • We do not allow COD deliveries Tracking Orders • ProCard Order Log – Each order must be logged – Helps with follow-up on late deliveries, order problems, partial shipments Log Sheet Documentation Requirements Every transaction MUST have valid and complete source documentation from the merchant Documentation Requirements • Valid source documentation may be – A receipt and card transaction slips from the vendor – A packing slip from the delivery – Order forms for dues, subscriptions, registrations – An invoice showing credit card payment Documentation Requirements • Documentation must include – Vendor identification (name of vendor) – Date of purchase – Description and quantity of each item purchased – Total cost of the order – Per item cost if available from the vendor – Cardholder name or account number Documentation Requirements • If original documentation is lost, contact merchant directly to provide replacement • If merchant did not provide documentation, contact them directly to provide it Receive and Inspect Goods • Inspect all goods IMMEDIATELY – If there is a problem, contact merchant – Keep notes regarding resolution Returns and/or Exchanges • Make arrangements with merchant before shipping a return • Merchant must credit return to ProCard – Do not allow merchants to refund in check or cash • In the case of an exchange merchant must refund original purchase and charge for new transaction • Document details, including name of person you spoke with and date Disputes • Try resolution with merchant directly first • Formal disputes – Complete and sign written form – Use PaymentNet – Must be filed with JPMorgan Chase within 60 days – JPMorgan Chase will credit account and investigate charge Statement of Account • Will be sent to cardholder for any cycle in which there was account activity • Cardholder must reconcile statement with order log and source documentation for each billing cycle Approving Official • Statement must be reviewed by designated Approving Official • Approving Official must sign Order Log • Approving Official signature must be obtained by the 15th of the following month • It is the cardholder’s responsibility to get Approving Official signature Procard Record Management • Cardholder’s responsibility to maintain in an orderly format • Maintain for Three Years • When Leaving employment or termination records are to be delivered to the next level supervisor Audit • Audits are selected at random • If selected for Audit you must provide – ProCard Order Log – Statement of Account – All source documentation Violations and Consequences • Failure to provide original documentation – Show what is purchased – Show that it is paid – Authorization for purchase – Receipts must be itemized • • • • Personal purchases Split purchases Inappropriate purchases Cash or cash-like transactions Consequences of Misuse • • • • Written warning Additional training ProCard revocation Investigation leading to termination and/or criminal prosecution Human error and patterns of chronic abuse will be taken into consideration The following violation types can result in a written warning and/or additional training: • Split Purchases • Inappropriate Purchases • Chronic Lack of Documentation • Reimbursed Personal Purchase • Non-compliance with Procard Policies Procard will not be revoked if there is no history of chronic violations ProCard will be revoked for the following violation types: • Unreimbursed Personal Purchase • Cash or Cash-type Transaction Second Offense of any violation is cause to revoke card PaymentNet www5.paymentnet.com Logging in Organization ID – soc1876 User ID – 700XXXXXXmsc Pass Phrase - newpassword PaymentNet Welcome Page From here the card holder can access: • Transactions • Statements • Reports • User Profile PaymentNet Cardholder transactions can be • Managed – Reallocated • Queried • Authorizations/Declines can be viewed • Statement can be viewed Payment Net Reallocating Transactions • Transaction reallocation is how ProCard transactions are “mapped” into Banner and your budget • It is the cardholder’s responsibility to reallocate in a timely manner • Transactions can be reallocated as soon as they are listed on PaymentNet • Mapping is completed twice monthly – 1st – 15th of the month – 16th – Last day of month Payment Net Reallocating Transactions • Transactions not reallocated in a timely manner will be allocated to the supply line(6201) of the cardholder’s default ORG • Reminder e-mail will be sent to those who have charges not reallocated when the mapping process begins – Please reallocate immediately; one un-reallocated charge holds up the entire mapping process Payment Net Reallocating Transactions Each transaction line can be clicked to make reallocations PaymentNet Reallocating Charges Clicking on a transaction will bring you to this screen PaymentNet Reallocating Charges Use the drop-down box to select the correct account for the charge to be posted PaymentNet Reallocating Charges Although the ORG field defaults to your main ORG, if you’ve been given authorization to purchase for another ORG you can change it here PaymentNet Reallocating Charges Activity Codes are entered here – this field is only to be used for Banner Activity Codes Transaction Notes go here – NOT Activity Code field PaymentNet Reallocating Charges You can split the transaction allocation by adding lines • Transaction can be split by percentage or amount PaymentNet Reallocating Charges Once you have clicked the add line button the reallocation lines appear underneath the transaction detail. PaymentNet Reallocating Charges Once you have completed your reallocation click “Save” – you will see a green check mark at the top of the screen stating that the information was saved successfully PaymentNet Authorizations & Declines This list will provide information to the cardholder as to why a charge was declined PaymentNet Disputing a Charge To dispute a charge electronically click the “Dispute” button PaymentNet Disputing a Charge The dispute screen will appear click “Submit” to submit form to JPMorgan Chase Thank You! Please sign the cardholder agreement