Transcript Student Accounting Department Card Training Revised February 2012 Cardholder Responsibilities  Protect the card – do not leave it in view.

Student Accounting
Department Card Training
Revised February 2012
Cardholder Responsibilities
 Protect the card – do not leave it in view. The card
should be kept in a secure place at all times. You are
responsible for its usage.
 Return the card to Phil Atkinson (your Account
Manager) as soon as your purchases have been made.
 Comply with all policy & procedures.
 Remember, the Pcard is for your use only – do not loan
your card or account number to anyone else to use,
including your advisor(s), others in your organization
or another student.
Cardholder Responsibilites (Cont’d)
 Stay within the established card limits and within
the allocated budget of the organization.
 It is a violation to split a payment into more than
one transaction to allow a purchase that is over
your card limit.
 Your Account Manager will receive an email
notification of each purchase, generally within 2-3
days.
 Your itemized receipts must be turned in
immediately to your Account Manager.
Cardholder Responsibilites (Cont’d)
 Assist with the resolution of any disputes that might
arise.
 You must verify that each transaction is valid. A transaction
that you do not recognize is often the first indication that
your account number has been stolen.
 Submit documentation for purchases to your Account
Manager in a timely manner as determined by the
Coordinator of Student Activities Accounts.
 Ask your Account Manager questions in advance of your
purchase, when in doubt.
Lost/Stolen Card- What To Do
 If your card or number is lost or stolen, the
CARDHOLDER must notify JPMorgan Chase
IMMEDIATELY.
 Call 1-800-316-6056 to report the loss. The number is
available 24 hours a day, 365 days a year. We
recommend to add this number to your cell phone
for emergencies.
 Unlike a personal account, your organization’s budget
will be responsible for all charges made against a
lost/stolen credit card, up until the time the card is
reported lost. It is very important that the call be made
immediately.
Authorized Purchases
 Postage, including US Postal Service, FedEx, UPS, etc.
 Printing and copying expenses
 Supplies – any items necessary for the day-to-day
operation of your organization.
 Certain exceptions may be granted to allow for
items on the unauthorized list. You will know at
the time of sign out.
Authorized Purchases
 Your Account Manager will have a sign out sheet
and an authorization letter for the responsible
person who is going to make purchases. This may
be required by the vendor when payment is made.
 You are responsible for the card until it’s returned
and the sheet has been properly updated.
Unauthorized Purchases
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Advertising – “Help Wanted”
Alcohol
Ammunition
Automotive repairs
Awards, Gifts, Prizes
Capital equipment – any single
item costing $5,000 or more
Cash advances
Construction/renovation
Consulting services
Donations
Entertainment/Hospitality
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Flowers
Gasoline
Hazardous materials
Lease/rentals (real property &
lease/purchase)
Meals
Personal items, regardless of
intent to reimburse
Services of any kind
Telephone equipment
Travel & related expenses
Purchase from an employee or
where a conflict of interest exists
Pcard Exceptions
 If you find that you regularly
need to make purchases that
are on the unauthorized list,
please talk to your account
manager about obtaining an
exception on your card to
allow the purchase.
 Your account manager will
then request an exception via
email to the Campus Card
Administrator and
justify the request with the
business details.
 Remember, the exception is not
in effect until approved.
 Please request exceptions to
policy in advance of purchase
and allow time for your request
to be processed.
Disputes Involving Your Card
 If a dispute arises over a charge on your Pcard – bring this
to the attention of your Account Manager. Then contact the
merchant with your Account manager. Many times the
problem can be resolved quickly with just a phone call.
 If this is unsuccessful, call JPMorgan Chase Customer
Service at 1-800-316-6056. You will need to answer any
questions and fill out any forms requested by the bank.
 When you lodge a dispute, your account will be credited
immediately. Your department may still be responsible for
the charge pending the outcome of the bank’s
investigation. If the bank later finds in favor of the
merchant, the credit will be reversed.
Documentation
 You must provide the original itemized invoice, receipt or sales slip
to your Account Manager as soon as possible – preferably the day of
purchase. Your Pcard Account Manager is required to make accounting
adjustments within 7 days of the transaction, so the invoice will be
required ASAP.
 The “5 Ws” – who, what, when, where, why must be included on all
documentation. Add details to receipts as necessary, or provide this
information to your Account Manager so that she/he can add the
information to the file.
 Please check with your Account Manager to see how this will be
handled with your organization. The business purpose for EVERY
transaction must be clearly stated in writing.
 The actual location of any non-consumable item should be indicated.
Contact Information
If you have a question or problem and your Account Manager
is not available, please contact the
Campus Card Administrator for assistance:
Mary-Ellen Godville Ext 5-2252
[email protected]
Lost or Stolen Card call JPMorgan Chase
1-800-316-6056