PLYMOUTH STATE UNIVERSITY

Purchasing Card Program

Assistant Coach’s Card Athletics Department Revised February 2012

       Introduction Cardholder Responsibilities Authorized purchases list Exceptions procedure Disputes/lost or stolen card procedure Documentation requirements Contact information

Cardholder Training

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]

To report lost or stolen cards, call

JPMorgan Chase Customer Service 1-800-316-6056

Contact Information

   A “Coach’s Card” is part of the Purchasing Card program. It is a MasterCard tailored specifically to the needs of the Plymouth State University Athletic Department.

The card is available to both full-time and part time coaches upon recommendation/approval by the Athletics Department.

The card is intended for use by coaches while traveling. As in the past, at-home purchases will be made by the Athletics Business Manager or Head Coach.

What is a “Coach’s Card”?

Cardholder Responsibilities

    Protect your card by keeping it in a safe place at all times Comply with policy & procedures – USNH, PSU and departmental The Pcard is for your use only – do not loan your card or account number to anyone else to use, including others in your department or your supervisor.

Stay within the established card limits and within the allocated departmental budget

 

It is a violation to split a purchase into more than one transaction to allow a purchase that is greater than your card limit.

Return your Pcard to the Athletics Business Manager or the Campus Card Administrator at the end of your sport season, for safekeeping until the next season begins. This procedure will be based on your Account Manager and Athletics Administrator’s decision.

Cardholder Responsibilities (Cont’d)

Cardholder Responsibilities (Cont’d)

  Submit documentation to your Account Manager in a timely manner as determined by the Athletics Business Manager.

Review transactions via email daily. Notification of purchases will be received usually within 2-3 days of the transaction. A transaction that you do not recognize immediately may be the first indication that your account number has been compromised .

Disputes/Lost or Stolen Cards

     Try to resolve a dispute with the vendor directly. Often the problem can be resolved with just a phone call.

If unsuccessful, call JPMorgan Chase Customer Service at 1-800 316-6056.

Answer any questions and fill out all required forms.

Notify your Account Manager, who will then report details to the Campus Card Administrator.

When a dispute is lodged, your account will be credited the full amount immediately. Please keep in mind that your department may still be responsible for the charge, pending the outcome of the bank investigation.

 Lost or stolen cards or account numbers must be reported to JPMorgan Chase IMMEDIATELY, by the CARDHOLDER. The number to call to report a lost/stolen card is

1-800-316-6056

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We suggest that you input this phone number into your cell phone for emergency usage/reporting.

Disputes/Lost or Stolen Cards (Cont’d)

This number is available 24 hours a day, 365 days a year. Unlike a personal account where the cardholder has little, if any, responsibility for a loss – a corporate account holder is responsible for ALL CHARGES up until the time the loss is reported to the bank. It is the responsibility of the CARDHOLDER to make this call IMMEDIATELY .

 Vehicle Rentals – when available, use Enterprise or Merchants Van and Truck rentals, our contracted rental agencies.

◦ When traveling and using other rental agencies, the (coach) cardholder must be listed as the primary driver. Other possible drivers’ names must be listed on vehicle contract as well. The cardholder and those designated in the vehicle rental contract as authorized drivers are covered by Primary Collision/Damage Insurance ◦ ◦

The cardholder MUST sign the rental agreement in order for the MasterCard insurance to be in affect if needed.

When the rental is charged to a Pcard, USNH employees should decline the vehicle rental insurance coverage offered by the agency.

◦ ◦ Rentals will be limited to 1-2 day rentals in length Gasoline – for rental vehicles or Plymouth State fleet vehicles ONLY. When a personal vehicle is used, please use the on line travel expense voucher to process reimbursements for travelers.

Authorized Purchases (Cont’d)

Our agreement with MasterCard provides for basic insurance in all cases the    

except

following The rental period exceeds 31 days, or The rental vehicle is a 9-passenger van or larger, or When traveling outside the US in a country not covered by MasterCard In the above instances, insurance coverage is provided through an insurance policy for non owned or hired vehicles with Acadia held by USNH

Authorized Purchases (Cont’d)

  USNH policy limits the number of passengers, including the driver, to 10 people – regardless of the seating capacity of the vehicle.

Also see additional information in the MasterCard “Guide to Benefits” publication included in this training.

Authorized Purchases (Cont’d)

  Miscellaneous travel expenses – parking fees and other transportation expenses such as shuttle service, bus or taxi.

An exception allowed on these cards would be admission fees to approved sporting events for recruiting purposes.

Authorized Purchases (Cont’d)

 If you need to make a purchase of an item that is not authorized, please talk to your Account Manager and obtain an exception on your card. Your Account Manager will request a Pcard exception via email, and justify the exception request with business details.

Remember, the exception is not in effect until you receive written approval – request your exception in advance of purchase.

Policy Exceptions

  

Documentation Requirements

Provide the original itemized invoice or sales slip to your Account Manager as soon as possible. There is a small window of time for the account manager to make changes in the accounting as needed.

The “5-Ws” – Who, What, When, Where, Why – must be included in all documentation. Add details to receipts as necessary. The business purpose for EVERY transaction must be clearly stated.

Accounts Payable will review all accounts periodically – your Account Manager needs all documentation PRIOR to the scheduled review.

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]

To report lost or stolen cards, call

JPMorgan Chase Customer Service 1-800-316-6056

Contact Information