Transcript PLYMOUTH STATE UNIVERSITY Purchasing Card Program Student Organization Cardholder Training Updated 10/09/12 Cardholder Responsibilities Protect the card – do not leave it in view. The card.

PLYMOUTH STATE UNIVERSITY
Purchasing Card Program
Student Organization
Cardholder Training
Updated 10/09/12
Cardholder Responsibilities
Protect the card – do not leave it in view.
The card should be kept in a locked desk
drawer or file cabinet when not in use.
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 supervisor,
others in your organization or a student
worker.
Cardholder Responsibilities
(Cont’d)
Stay within the established card limits and
within allocated organization’s budget. It is a
violation to split a payment into more than
one transaction to allow a purchase that is
over your card limit. If you need your limit
increased, please contact your Account
Manager.
Cardholder Responsibilites
(Cont’d)
Review transactions via email daily. You will
receive email notification of each purchase,
generally within 2-3 days. These
notifications, as well as your monthly
statement, come from “Daily Pcard Notice”.
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.
Cardholder Responsibilites
(Cont’d)
Assist with the resolution of any disputes that
might arise.
Submit documentation for purchases to your
Account Manager in weekly or as determined
by your organization.
Ask your account manager questions in
advance of purchase, when in doubt.
Purchase on contract-Enterprise & Merchants
Van and Truck vehicle rentals - OfficeMax for
office supplies.
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 that you enter this
number in your cell phone for immediate
reporting access.
Remember – unlike a personal account, your
organization 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
Enterprise Car and Merchant Van and Truck Rentals
are the only rental agencies allowed because they
are the contracted supplier for this service.
Postage, including US Postal Service, FedEx, UPS,
etc.
Printing and copying expenses
Short term rental of equipment, with no intent of
eventual purchase
Subscriptions Library acquisitions for your
organization – books, CDs, DVDs, movies, etc.
Advertising expenses, EXCLUDING “Help Wanted”
Authorized Purchases
Supplies – any items necessary for the day-to-day operation of
your organization. Includes office supplies, items needed for
maintenance & repair (but NOT repair services), equipment
valued at LESS than $5,000. In some instances, a purchase will
be considered capital equipment even though the individual
components of the purchase may be less than $5,000 each.
Please check with Purchasing first when buying any type of
“system” made up of multiple components that will function as
one unit.
Conference & registration fees.
Membership dues & fees that are organizational or institutional
only. This excludes personal memberships.
Unauthorized Purchases
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
Equipment
Flowers
Gasoline (rental vehicles only)
Hazardous materials
Lease/rentals (real property &
lease/purchase)
Business Meals
Personal items, regardless of
intent to reimburse
Services of any kind – (ex,
installation of items, labor, sole
proprietors)
Telephone equipment
Travel & related expenses
Purchase from an employee or
where a conflict of interest
exists
Gift Cards of any kind
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 Administration 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, the first step is
to contact the merchant. 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 organization 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 invoice or sales slip to your
Account Manager weekly – 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. The business
purpose for EVERY transaction must be clearly stated in writing.
The actual location of any non-consumable item should be
indicated. Any purchases over $5,000 must have detailed
information in FAAINVT – required by purchasing.
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 2252
[email protected]
Lost or Stolen Card call JPMorgan Chase
1-800-316-6056