What will you learn?

Transcription

1 PCARD 101

2 What will you learn? What is a purchasing card Why use a purchasing card Guidelines for purchasing card use How to use the purchasing card How to obtain a purchasing card How to reconcile your monthly statements How to resolve disputed charges Frequently asked Questions Whom to contact for more information

3 What is the Purchasing Card A purchasing card (also abbreviated as PCard or P-Card) is a form of company charge card that allows goods and services to be procured without utilizing a traditional purchasing process. ASU is responsible for paying the bill twice a month Even though the card is in your name it does not reflect on your personal credit line.

4 Why should I use the PCard? Ease of use You can purchase from on-campus and off-campus suppliers without a purchase order. You can buy over the phone fax Internet

5 What Can I Buy? A product or service that serves a public purpose Food products (on Local Accounts) Always check the P-Card restricted purchase list and Financial Services Policy prohibited purchase list Always remember to use common sense If you are unsure about any purchase call or the PCard office

6 Where Can the Card be Used? Any off-campus vendor that accepts the VISA credit card. For example: Retail Restaurants (on Local account only) Services (services provided by an individual or unincorporated business are prohibited) On-campus vendors: ASU Bookstore/Computer Store ASU Print and Imaging Lab ARAMARK Catering

7 How do I use a PCard? Completing transactions with a PCard is simple: Obtain authorization for purchase if needed Check that the purchase is an allowable expense for the Agency/Org Present a card to the vendor in person, over the internet or over the phone. Make sure to get an itemized receipt

8 How do I get a PCard? Complete the following forms: Cardholder Agreement Cardholder Account Application Manager Agreement - only needs to be completed if there is a new P-Card Manager for your department Send to the P-Card office by fax (5-2234), mail MC5212 or pcard@asu.edu Complete the PCard training course online Contact HR to arrange an appointment to get fingerprinted Card are usually received within 7-10 days

9 How do I reconcile my statement? Attach all transaction receipts to the monthly statement. The cardholder and the designated manager/reviewer in your department will need to review and indicate approval by signing and dating the P-Card reconciliation worksheet Approved statements and all attachments must be retained in your department for at least five years (remember thermal paper will fade over time be sure to make a copy of these receipts)

10 I didn't buy that! Initial course of action Contact the supplier If it can t be resolved with supplier Call JPMorgan at or use PaymentNet to Dispute the Charge Disputes must be initiated within 60 days from the end of the cycle in which the questioned transaction occurred If you suspect fraud contact JPMorgan or the PCard office immediately

11 Frequently asked questions? Manager/Reviewer responsibilities Large purchases Delegation of use and Splitting Department Cards Declining balance cards Affiliate travel Group travel Business Meals PCard and Advantage Reporting lost and Stolen Cards Transactions Declining Transferring a PCard Canceling a PCard

12 Manager/Reviewer Responsibilities The P-Card manager will always be the first point of contact for the department, and they can also be a reviewer. If your department is large you may assign several employees as P-Card reviewers. Only one person is the P-Card manager Reviewers duties are best performed by someone in a business manager or related position who has thorough knowledge of ASU policies and procedures, and has the authority to question transactions of others A reviewer cannot function in this capacity for their own P-Card statement or as a subordinate

13 Large Purchases. For single purchases over $5K: - the name and last four digits of the card to pcard@asu.edu - or fax a copy of the quote/invoice Go to to find a list of ASU contracted vendors Request increases over $25K or over $50K by completing the appropriate transaction increase request form found on the P-Card website Any purchase of capital equipment costing $5,000 or more MUST have a copy of the transaction receipt sent to Property Control

14 Delegation of use and Splitting We do not recommend that you allow others to use your card: However in isolated cases the Delegation of Use Form can be used. Students may use the P-Card at the discretion of the cardholder. It is against P-Card Policy to split transactions to circumvent the single transaction card limit.

15 Department Cards The Department Card is a card that is assigned to a department - not to a specific individual. If you choose this type of card and have a dispute, JPMorgan will not act on your behalf. All disputes on Department Cards must be handled between the department and the vendor We highly recommend using the Transaction Log Sheet if you have a Department Card

16 Declining Balance Cards Declining Balance Card - this card has a specific amount allocated to the card. The card balance declines as the card is used (like a gift card) Additional funds can be added to the card when, or if, needed

17 Affiliate travel What s an affiliate? All ASU Faculty, Staff and Students ASU affiliate airfare and registration fees are allowed on the P-Card, and recommended All other affiliate travel expenses (lodging, food, car rental) are not allowed. These expenses are reimbursable and must be handled through the completion of a Travel Claim Form

18 Group Travel All group travel must be authorized in advance using the Student Team/Group Travel Authorization Form Airfare and conference registration is allowable All other charges must be done on a reimbursable basis for the out-of-pocket expenses Expenses will be paid by the responsible employee traveling with the group. The responsible employee can request a Diners Club University Travel Card through Financial Services.

19 Business meals - Business meals and related expenses may be charged to the PCard. However the card being used must be tied to a local account, the Business Meals and Related Expenses Form must be completed and kept with the receipts in the department s files.

20 PCard and Advantage Transactions are downloaded into Advantage 5 calendar days after the transaction post date in the JPMorgan PaymentNet system All transactions are entered into Advantage using a Mapper program that assigns Object/SubObject codes based on the Merchant Category Code for the supplier. A1 Books - MCC Bookstores - maps to Book Reference Material Sweetwater Sound MCC 5732 Electronic Sales maps to AV/ Broadcast/Photo Equipment

21 Reporting Lost or Stolen Cards 1. Call JP Morgan Chase: the ASU P-Card Administrators: (we need the paper back-up of the for our files)

22 Transactions Declining What if my card is declined? Make sure the supplier entered it correctly - double check the expiration date and/or the security code many times these are the reason for the decline During work hours contact your ASU P-Card Administrators, Gale Horney at or Edward Elliott at Call JPMorganChase after 5:00 PM

23 Transferring a PCard Cards are issued to an individual using their ASU ID and password, therefore cards cannot be transferred and must be closed

24 Canceling a PCard Notify your Purchasing Card administrators: pcard@asu.edu Cut the card into pieces; for added security dispose of the card in different trash containers If you are leaving your current ASU department you must cancel your card no later than your last day in the department

25 Need help with PCard questions? Your P-Card Administrators: Gail Horney Edward Elliott Patty Taylor Fax: THANK YOU