Training for Cardholders. JPMorgan Chase Mastercard

Transcription

1 Training for Cardholders JPMorgan Chase Mastercard

2 Class Hand-Outs My PCard Checklist Scheduling Report to Run Automatically Notification Transaction Posted Split Transactions Hotel Information Amazon Business for UCO S Account PCard Purchases T. Metzger

3 2 websites for cardholders to write down & book mark UCO PCard guidelines, policies and procedures, reference this site for questions on card usage, appropriate purchases, documentation requirements and statement reconciliation. J.P. Morgan Chase's card management platform Available to all cardholders as well as financial managers, even though they may not have a card account Make org and expense reallocations, print reports, monitor transactions and card balance Fiscal year-end is June 30 th External Auditors note:

4 PCard Maintenance Preparation You will need the following office supplies: 3 File folders labeled as follows: 1. PCard Training include all your Class & Module Training Materials, Expense Codes, Certificates etc. we ll discuss further. 2. Paymentnet Quick Reference Card- for all things paymentnet 3. PCard Reconciliation for Statements, Receipts, documentation or you can use a (preferred) 3-Ring Binder for this. If you use a (preferred) 3-Ring Binder- Label it PCard 2015 PCard 2016 etc. You will also need: 1. Sheet Protectors The Statement, receipts, and all necessary documentation will go together inside the sheet protector. 2. Tab Dividers These will divide the months. And can be labeled 1 of 2 ways: 1. January 2015 (or ), February 2015 (or ) 2. (preferred) to to days from the date you receive your PCard, I will return to see you for what will be entitled a PCard Initial 90-Day Review.

5 Applying for a PCard Application is available on PCard website PCard Application Form An ORG. Financial Manager and Dean or Director must approve your default account. Each employee is issued one PCard PCard is for authorized University purchases only personal use is strictly forbidden. (If you keep it in your wallet do not accidentally use it on a personal purchase. This could result in Card Revocation.) PCard may only be used by named cardholder (no sharing of cards) This could result in immediate revocation of card privileges. You as cardholder are ultimately responsible for all transactions, documentation requirements and record retention.

6 PaymnetNet Log in. Everything else you will need to know on payment net is in this user friendly guide. And you can call anyone in our office to answer any questions, but especially Sarah Castleberry, PCard Manager, ext She will even come and sit with you if you need help to that extent and so will I.

7 PaymnetNet Home Page

8 PaymnetNet Scheduling Report to Run Automatically. Go to Reports click Create

9 PaymnetNet Reports Create

10 PaymnetNet Reports Create Run Automatically box at the bottom

11 PaymnetNet Reports Download Submitted Processing - Successful

12 PaymnetNet Statement Example A Level 3 vendor is itemized on the statement-example

13 Types of Purchases cont d Office Supplies Staples To request a login to the contract website, contact Lee Foreman, lee.foreman@staples.com, with Cardholder Name, address and Dept. Name, Bldg. & Room Number of department(s) for which purchases will be made. Online orders placed by 3:00 p.m. are delivered the next business day to your desk! Non-contract orders over $49 are restricted Furniture contact your Buyer for available contracts

14 Training Requirements Required courses include: Classroom Instruction on Guidelines and Procedures for first time cardholders Then every two years through the Cardholder Refresher Online Module PCard Financial Manager (Online module only) Register through the Learning Center

15 Card Limits $2,499 limit per purchase $5,000 limit per monthly UCO billing cycle From the 6 th of the month through the 5 th of the following month Any PCard purchases for amounts above these thresholds must be specifically authorized by the PCard manager.

16 Card Limits continued View Card Limits and Current Balance in PaymnetNet Login, click on My Profile icon, click on Accounts tab. Click on the account number you wish to view. The single transaction and monthly card limits are displayed on this page as well as the current balance and available credit

17 PaymnetNet Accounts

18 Split Transactions -see Hand-out Splitting orders to avoid restrictions is not allowed and will result in card suspension or revocation. A split transaction can occur even when purchases are for two or more different organizations, two different orders, two different events, two different programs, etc. If the total amount to one merchant can be anticipated, the purchases must be combined. Also consider that if you and someone else in your department purchase from the same vendor in the same day, in the same month, make sure that neither of you end up going over the single transaction limit of $

19 When Making a Purchase Remember: No Sales Tax As a state agency, all purchases made by the University of Central Oklahoma are Oklahoma sales tax-exempt Cardholder must request that tax be deleted from the transaction UCO s tax exempt permit number is The permit number is embossed on the front of the PCard The Tax Exempt Permit Document is available on the PCard website under Documents and Forms If tax is charged Cardholder has the responsibility to contact the vendor and request a credit be issued for the tax amount. If a credit is not issued and tax is included, the cardholder is liable for the amount of the tax

20 Ownership of Goods- Who owns what I buy with my PCard? The Owner of Record is your department and the University of Central Oklahoma. Delivery Address All tangible items must be delivered to a University address. Use of home addresses for University purchases is not allowed. The University address must include the cardholder's name, building and room number. Central Receiving must have this information in order to identify the item for efficient delivery to your campus address. The UCO delivery address must be reflected on your receipt or you must retain the packing slip. Outgoing Shipping not allowed unless contacted by Central Receiving.

21 Types of Purchases Requiring Alternatives to PCard Apple Tablets are restricted not just ipads Apple products must be purchased at Central Tech Store Technology Always consult IT Inside the box computer purchases (including software) Gift Certificates Requisition only Plaques as a gift to a guest speaker are not allowed. Shipping Outgoing through Central Receiving Teleconferencing, Web Conferencing Services Contact IT Technology Resource Center

22 Making a Purchase Review department budget for available funds Approval from the budget s Financial Manager Review current UCO contracts for mandatory contracts or recommended vendors (Purchasing website: Quotes are required for purchasing off contract.

23 Making a Purchase cont d Determine the correct purchasing method Whether PCard in which allowable items $2,499 or less should be purchased with PCard (review card restrictions) or Banner requisition submitted to the Purchasing office in which items that are restricted from the PCard payment method or cost more than $2,499 must be processed this way. Note: For purchases less than $2,499 submitted by requisition, the requestor must communicate a reason by checking one of the appropriate boxes at the bottom of the requisition form.

24 Consider Card Restrictions State law, Board of Regents and University policies govern when and how purchases are made. With the PCard, items not allowed are goods and services which are handled exclusively by the Purchasing Department because of State or University requirements or which are on established university-wide contracts. Although some suppliers may accept the PCard for disallowed purchases, it is the ultimate responsibility of the cardholder to avoid the purchase of restricted items. Please continually refer to the PCard website for a current list of prohibited transactions.

25 Disputes- Also see Paymentnet Quick Reference Card handout The department shall settle any and all disputes directly with the vendor. If the dispute is not resolved, please contact JPMorganChase at for assistance or submit the dispute online in PaymentNet by checking the dispute box next to transaction. The cardholder has 60 days from the date the original purchase was made to dispute a transaction. If a credit refund is issued, the department is to instruct the vendor to issue the credit to the original cardholder's PCard number. If the transaction is disputed through the bank Temporary credit will be applied to the account and the bank will work with the vendor to settle the dispute either in favor of the cardholder or vendor.

26 Reconciliation Process Reallocations in PaymentNet ORG. Number to post to budget Expense Account Code to post to budget Mandatory Notes field What was purchased What was the purpose of the purchase Who authorized the purchase Keep all coding in PaymentNet current and up-to-date. As soon as you receive your that the charge has posted you need to reallocate it. (Details on slide 30 & 31) Complete all reallocation before scanning, ing, and printing statement.

27 PaymnetNet Transaction Detail

28 PaymnetNet Mandatory Notes Field

29 How to Set Notifications when a New Transaction has posted

30 Weekly PCard Uploads -. Cycle for: 08/06/15-09/05/15 uploading on 09/08/15 Starting with the PCard cycle September 6 October 5, PCard Charges will be Uploaded to BANNER on a WEEKLY basis for ALL PCard holders. This change will provide you with timelier budget information and helps us comply with state regulations. Uploads to Banner will occur every Tuesday morning for expenses posting in PaymentNet from the previous Monday through Sunday. Dates will be adjusted to compensate for billing cycle beginning and ending dates and holidays. There will be limited time before the upload for exchanges and coding changes. It is imperative all cardholders keep their coding in PaymentNet up-to-date as expenses post to your account. So set up the Notification for when a Transaction has posted. Monthly Statements, for each 6 th through the 5 th billing cycle, will still be required. These statements should include appropriate signatures, receipts, and supporting documentation attached, in PDF format. Send to PCard@uco.edu

31 Reconciliation cont d Monthly Statement by Billing Cycle Separate from Uploading Cardholder statement and all required documentation for all card purchases must be reviewed and signed by both the cardholder and the Organization Financial Manager of all organizations to which charges are applied. May be more than one signature under CH Supervisor Signature section. Expenses reallocated to an "S" organization other than athletics, must have the signature of the Student Activity Fee Budget Manager in Office of Student Affairs. Scan in and approved statement with signatures to the Accounting Dept. at pcard@uco.edu NO LATER THAN the requested date. Failure to submit will result in suspension. Accounting uploads transactions to Banner budgets weekly.. Retain statement copy and all documentation for 7 years per State regulation

32 Monthly Statement & Documentation See sample set of documents in PCard Website for this section Detailed Receipts Must be acquired and retained whether the purchase is made in person, by internet or phone Receipts must list each item purchased with individual and total amounts as well any other individual charges If a receipt is missing, please fill out a missing receipt form, including appropriate signatures, and retain with your statement. The form does not take the place of the receipt, but is necessary to provide additional information about the transaction. This will count as violation of guidelines. Other documentation required in addition to receipt

33 Documentation Documentation Purchases allowed on PCard, but require documentation in addition to the receipt retained: Hotels/Lodging- PCardholders must complete Hotel Training in order to become a designated CH who may make hotel transactions with their PCards for persons other than themselves. CH may not pay for their own lodging expenses with their PCard. Documentation : 1. Lodging Receipt showing total amount paid and zero balance. Meals and Refreshments MERF Form w/ VP signature 1. Date on MERF must be ON or BEFORE the Gathering Date. So complete MERFs before the event to prevent violations.

34 Documentation Continued Hazardous Material Environmental Health & Safety Contact: Tatum Vorpahl x2407 if you are unsure whether the product you are buying is hazardous or not and what Hazardous class it fall into. Complete this online; print summary completion and attach to receipt. Registrations Prepayment of Registrations Form Does Conference etc. take Purchase Orders or not or if the other 3 apply. Form must be filled out completely leaving nothing blank. Signature of Participant can only be completed upon return of the participant. Awards & Trophies Documentation that it is an established annual program held at UCO; can be a Flyer, Tri-Fold Pamphlet, Website (print out web page), Booklet. Giving a Plaque as a gift to a guest Speaker is NOT allowed on PCard. Contract/Vendor partners quotes only 1 quote needed.

35 Document Organization Organize your records by putting together: Monthly Statement of Account as cover sheet Detailed receipts and other documentation in the same order as they are listed on the statement Compliance staff will be unable to audit documents not in proper order Scan in and to

36 PCard Charges and Fraud UCO is responsible for all charges Until the bank is notified FRAUD A cardholder may be notified by JPMorgan Chase of possible fraud on the card. If it is determined that fraud exists, the card will be closed and a replacement card with be received within 24 hours. Affidavit: You may be requested to complete and submit an affidavit confirming the fraud to the bank. Ethics Point- This is an icon at the bottom left of the page. This is good for our PCard Commitment. You can go here to make an anonymous report. These reports will go to the RUSO legal Counsel before it even comes to Uco and even then it goes straight to our Legal Counsel s office first. RUSO has also set up a tip line that you can call.

37 PCard Charges and Fraud Security by Merchant Category Codes (MCC Codes) Merchants who fall into high risk or restricted item categories have been excluded from access for transactions. Although some suppliers may accept the PCard for disallowed purchases, it is the ultimate responsibility of the cardholder to avoid the purchase of restricted items. Ultimately assume responsibility for every transaction on your card

38 Cardholder Expections: Adhere to all State, University and PCard guidelines Adhere to all Purchasing policies and guidelines Please refer to the Purchasing website or contact your buyer Familiarize yourself with PCard website Check frequently for updates Read blasts and newsletters Any questions, contact PCard office before completing transactions. Submit approved statements to Accounting on time Retain all organized statements and documentation for Initial and Annual PCard audits Ultimately assume responsibility for every transaction on your card

39 Frequently Seen Review Issues: Disorganization of documents Missing receipts No detail on receipts MERF forms Incorrect or missing hotel documentation

40 Closing a PCard / Change of Employment. When cardholders are transferred or terminated, use of the PCard is no longer authorized. The card should be returned immediately to the PCard Manager for cancellation or surrendered to HR upon employee check out. Failure to return the card may result in withholding of pay. If an employee transfers to a new assignment, they may apply for a new card account by submitting the PCard Application Form. All PCard receipts and other documentation will remain in the department for which the purchases were made. Financial Manager should know where these documents are kept as well.

41 Closing a PCard / Change of Employment cont d. Upon notification from HR of a cardholder s resignation, their PCard account will be closed immediately. Arrangements need to be made within the cardholder s department for additional purchasing. The cardholder will be contacted by PCard Compliance for an exit review to be completed before the employee s departure.

42 PCard Expiration Replacement EXPIRATION: The PCard is terminated on the last day of the expiration month indicated on the card. A replacement card will automatically be issued during the expiration month, and the cardholder will be notified by when it is available for pickup. If he or she has been a cardholder for a while, then Accounting will check to see if they have completed their training renewal requirements first before they issue you your replacement card. (See Training on next slide)

43 PCard Office We are here for you! All your hard work is greatly appreciated! Sarah Castleberry, PCard Manager Ext 2497 Michelle Turner, PCard Compliance Coordinator Ext 2337 C Renee Wilson, Accounting Clerk, Training Instructor, and Website Publisher cwilson34@uco.edu Ext 2499 PCard Reviewer ProCardReview@uco.edu Ext 2486

44 O K L A H O M A

45 Still Have Questions for the following areas? Adding lines in Paymentneta clear step-by-step How To Understanding Funding Sources Finding Expense Account Codes. See PCard Website Click Documents, Forms, and Presentations Tab Scroll to the bottom of Page; see Presentations