Transcript Procard Certification/Review To navigate through this training, please use the advance button to the right.

Procard Certification/Review
To navigate through this training,
please use the advance button
to the right.
Index
I. Overview
II. Benefits
III. Cardholder Responsibilities
IV. JPMorgan Chase: PaymentNet
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i. Overview
ii. Attach Receipt
iii. Review Transaction
iv. Change Account Code(s)
v. Split Transaction
vi. Queries: Individuals
V. Contact Information
I. Overview
Welcome to the Salem State University Procurement Credit
Card Program, commonly referred to as the Salem State
Procard.
The Procard is a procurement tool, which offers an
alternative to the existing University procurement/payment
processes and provides an efficient and effective method to
purchase and pay for consumable commodities of low
dollar value.
Procard is a MasterCard credit card, backed by
JPMorgan Chase of Salt Lake City, Utah.
II. Benefits
• Cardholder:
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Eliminates the need for blanket orders for small purchases of consumable
supplies
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Eliminates the need to add a vendor to the PeopleSoft system.
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Allows the individual to be more efficient, thereby enabling them to be better
focused on the value added to the aspects of their job.
• University:
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Dramatically reduces the number of purchase orders, invoices and checks.
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Saves the costs associated with mailing purchase orders and payments.
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Reduces the number of vendors in the University’s vendor file.
III. Cardholder Responsibilities
Contract Compliance
Cardholders are responsible to adhering to the policies regarding
compliance with the University contract suppliers.
If the desired item or service is available on an established State, MHEC, E&I, or
University contract, it must be purchased from the contract vendor.
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University Contracts: www.salemstate.edu/3478.php
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State Contracts: www.commbuys.com
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MHEC Contract: www.mhec.net
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Education and Institutional Cooperative Service (E&I): www.eandi.org/default.aspx
III. Cardholder Responsibilities
Review of Policy
Cardholders are also responsible for reviewing and
adhering to the following:
• All Salem State University Policies & Procedures, including:
 Purchasing Policies
 Procard Procedures Manual
 Travel & Business Expense Policy
• Department Internal Procedures
• Funding Requirements
III. Cardholder Responsibilities
Restricted Commodities
Procard are not to be used for the following:
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Cash Advances have not been turned on
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Construction & Renovations; this is handled by a work order to the Facilities Department
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Leases & Contracts (handled through the Purchasing Department)
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Personal Items
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Radioactive or Hazardous Materials (Hazardous Materials are handled through Facilities)
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Reimbursements of any type (Reimbursements are handled through Accounts Payable)
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University owned telephones (Handled through the Telecommunications Department)
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Hardware & Software (Handled through ITS)
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Any use of the SSU name or logo must be approved by Marketing & Creative Services
III. Cardholder Responsibilities
Procard Controls
All transactions are approved or declined instantaneously at the point of sale based on the
Procard authorization criteria:
Authorization
# of Transactions Allowed per Day
Beginning Set on Card
10
# of Transactions Allowed per
Month
10 x days in month
Single Purchase Limit
Beginning at $2,000
Spend per Month
Beginning at $5,000
To Increase Your Limit: E-mail the Purchasing Departmental at [email protected] the request
for a limit raise, reason for the limit increase, and copy your supervisor. Upon approval, your card limit will
be increased to the requested amount.
Account/Object Codes: Select the object code that best fits the majority of the types of purchases of
consumable supplies that you usually make that are appropriate for the account assigned to your card.
It is the cardholder’s responsibility to ensure that all purchases are made within their available budget.
Purchases must not exceed the budget.
III. Cardholder Responsibilities
Procard Security
Activate Procard
Call JPMorgan Chase at the number indicated on your Procard to verify you have the card and
activate your credit card before you use it.
Protection
• The Procard and Procard number should be kept in a secure location and should be
protected at all times.
• It is the cardholder’s responsibility to safeguard the Procard and account number to
the same degree that a cardholder safeguards his/hers personal credit card.
• No unauthorized individuals are allowed to use the Procard or card number. The result
will be the cardholder having the card withdrawn and/or disciplinary action.
Separation from University
The user’s department has the specific obligation to reclaim the Procard, notify the
purchasing department of the termination, and return the Procard to the purchasing
department. Also, all reviews and approvals must be up to date prior to the cardholder
turning in their card or leaving the university.
III. Cardholder Responsibilities
Lost & Stolen
Cardholders must immediately report a lost, stolen or
fraudulently used Procards to the following:
• Notify JPMorgan Chase immediately by calling 1.800.270.7760
representatives are available 24/7.
• SSU Purchasing Department must immediately be notified at 978.542.6152
or [email protected]
• JPMorgan Chase will promptly issue a new Procard to the cardholder after
the reported loss or theft.
III. Cardholder Responsibilities
Sales Tax Exemption
• Cardholders are responsible for ensuring that individual vendors
do not charge Massachusetts sales tax.
• If tax is erroneously charged, the cardholder must:
 Contact the vendor to obtain a credit.
 Maintain appropriate documentation of attempts to obtain credit.
• If vendors require a W-9 form, this is available at the Salem State
University Purchasing website under forms.
http://www.salemstate.edu/3473.php
• Each individual Procard has Salem State University’s tax
exemption number listed on the front on the card (999-089-460).
• Sales tax can not be disputed through JPMorgan Chase.
III. Cardholder Responsibilities
Record Management
• Each cardholder is responsible for obtaining proof of purchase for every
transaction.
• Each transaction must have an attached proof of purchase, invoice or receipt.
• Proof of purchase, invoices and receipts should be kept electronically and
available for audit purposes for the current and six previous fiscal years.
• The cardholder is to review each transaction by checking it off, adding notes,
checking off the notes box and reallocating the object code if it does not
match the transaction description.
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In cases of missing receipts, the Procard limit will be set to zero until all receipts are
accounted for. As a last resort, a missing receipt form is available to use in lieu of a
receipt at http://www.salemstate.edu/3473.php.
III. Cardholder Responsibilities
Shipping Instructions
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When ordering from a vendor, the cardholder should specify that the address label/packing slip that
accompanies the package(s) must contain the following:
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Cardholder’s first and last name
Name of the department to which the package belongs
The building and room number
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Packages that are not sent via U.S.P.O. or express mail to 352 Lafayette Street are to be sent to:
Salem State University
Shipping & Receiving Department
70 Loring Ave. (REAR) {accessible via Canal Street}
Salem, MA 01970
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Cardholders are responsible for any returned item(s), credits and maintaining evidence of return.
IV. PaymentNet
Overview
https://www.PaymentNet.jpmorgan.com
Organization ID: us63793
User ID: (first & middle initial, full last name)*
Password: salem123 (temporary)
First time sign-on only: Select ‘change pass phrase’ (or any other
time you wish to change your password) following the instructions
then return to the main menu.
*If additional characters are required asterisks will be added
IV. PaymentNet
Attach Receipt
1. Login to PaymentNet
2. Click Transactions, then Manage
3. Click the
transaction you
wish to edit/upload
a receipt
IV. PaymentNet
Attach Receipt
4. From the General Information Tab,
click on the Receipt tab (to the right)
5. Click Attach Receipts
6. Click on Browse
IV. PaymentNet
Attach Receipt
7. You will be advised to search your computer/shared drive for your receipt.
*It is recommended that you save your individual receipts in a well known place, such as a shared
drive, and organize them by fiscal year and month of purchase.
8. When receipt is found, click ‘Open’, then ‘Save’
9. You will receive the following notice once the receipt has
properly been uploaded
IV. PaymentNet
Review Transaction
1. Click on the transaction that
needs to be reviewed
2. Confirm that the transaction is
accurate
3. Make a notation about the
transaction in the ‘Notes’ field.
4. Check off the ‘Notes’ Box
IV. PaymentNet
Review Transaction
6. Check off the ‘Reviewed’ box
7. Attach
appropriate
receipts
8. Click ‘Save’
IV. PaymentNet
Change Account Code(s)
1. Click on the transaction
2. Under the Accounting Codes
select which field(s) needs to be
adjusted
3. Select the drop down arrow to
find the correct code
IV. PaymentNet
Change Account Code(s)
4. Make a notation in the
‘Notes’ field about the
adjustment(s) made
5. Click ‘Save’
IV. PaymentNet
Split Transaction
1. Select transaction to
split
2. At the top left select ‘Add
Lines’
3. Enter the desired amount of
additional lines
4. Click ‘Add’
5. Click the item arrow to expand the additional line(s)
IV. PaymentNet
Split Transaction
6. Enter appropriate changes
to the accounting code fields
by using the drop down
arrows.
7. When finished, at the top, click
‘Save’
IV. PaymentNet
Queries: Individual
1. Click Transaction
2. Click Manage
3. Click Advance
IV. PaymentNet
Queries: Individual
4. Date Range: Change
from 30 to 365 (days)
5. Criteria: Field
Select Cardholder Last
Name
6. Criteria: Operation
Select ‘Is Equal To’
7. Criteria: Value Type
in individuals last name
8. Click ‘Process’
IV. PaymentNet
Queries: Individual
9. Message from
webpage: Click ‘OK’
10. Click ‘Save Query’
11. Enter/Create
Name for Query
12. Click ‘Save’
13. Your new query
will now appear in
the drop down box
I certify that I have read and understand the
information contained in the Procard Annual
Training module and agree to use my Procard
account(s) in accordance with Salem State
University policies and procedures.
V. Contact Information
If you should have any questions or concerns regarding your Procard and/or PaymentNet
please contact:
Evelyn D. Wilson, C.P.M., MCPPO
Director, Purchasing & Materials Management
978.542.6152
[email protected]
Kym Coogan
Procurement Systems Manager
978.542.7323
[email protected]
Lynda Tichich, MCPPO
Business Analyst
978.542.2818
[email protected]
Megan Church
Purchasing Assistant
978.542.2846
[email protected]
JPMorgan Chase, Customer Service
1.800.270.7760
Disputes Fax: 1.801.281.5853
Thank you for completing the Procard Training.