St. Edward s University Purchasing Card Manual July 1, 2013
Table of Contents Contents GENERAL INFORMATION... 4 INTRODUCTION... 4 OVERVIEW... 5 CARD ISSUANCE... 5 CARD CONTROLS... 5 CARD TYPE... 5 TRANSACTION/CREDIT LIMITS... 5 ALLOWABLE VENDORS... 6 CARD SECURITY... 6 GENERAL CARD PROCESSES... 6 HOW TO OBTAIN A CARD... 6 CANCELING A CARD... 7 LOST OR STOLEN CARD... 7 CARDHOLDER EMPLOYMENT TERMINATION... 7 CHANGES TO CARDHOLDER LIMITS and OTHER CHANGES... 8 TEMPORARY CARD CHANGES... 8 CARD RENEWAL... 8 GENERAL PURCHASING GUIDELINES... 8 CARD PURCHASES TO AVOID... 8 SPONSORED FUNDS... 9 INTERNET ORDERING... 10 ORDERING AND RECEIPT OF MATERIALS AND SERVICES... 10 SALES TAX EXEMPTION... 11 INTEREST, LATE FEES AND OTHER FEES... 11 DOCUMENTATION AND RESOLVING DISPUTES DOCUMENTATION, RECEIPT MAINTENANCE AND STORAGE and MISSING RECEIPTS... 11 DOCUMENTATION... 11 RECEIPT MAINTENANCE AND STORAGE... 11 MISSING RECEIPTS... 12 RESOLVING DISPUTES, ERRORS, RETURNS, AND CREDITS... 12 Page 2
PURCHASE CARD STATEMENT CYCLE AND CLOSE DATE... 12 REVIEWING TRANSACTIONS, ASSIGNING ACCOUNT NUMBERS TO TRANSACTIONS, APRROVING SUPERVISOR RESPONSIBLITIES AND APPROVAL OF TRANSACTIONS... 13 REVIEWING TRANSACTIONS... 13 ASSIGNING ACCOUNT NUMBERS TO TRANSACTIONS... 13 APPROVING SUPERVISOR RESPONSIBLITIES... 13 UNAUTHORIZED AND/OR INAPPROPRIATE PURCHASING CARD USE... 14 FREQUENTLY ASKED QUESTIONS... 16 Page 3
ST. EDWARD S UNIVERSITY PURCHASING CARD MANUAL GENERAL INFORMATION This manual provides the guidelines under which a Purchasing Card is issued and used. Please read it carefully. INTRODUCTION The St. Edward s University Purchasing Card is intended to provide an efficient, cost- effective method of purchasing and paying for small dollar transactions within established usage limits. The program is designed to replace a variety of small dollar purchasing options and reduce the need for incidental/petty cash transactions. The card may be used with any merchant who accepts MasterCard, either in- store, by phone, mail, and fax or online via the Internet. The Purchasing Card Program is not intended: To avoid or bypass appropriate procurement or payment procedures. To replace our current corporate travel card or departmental Hilltopper card. For personal use even if the cardholder intends to reimburse the University. The cards are intended to be used to conduct University business. The cards are available to full- time faculty and staff with approval from the appropriate Vice President, Associate Vice President, Dean, Director or Department Head. A University Purchasing Card is not a benefit of employment. The Purchasing Card is to be used for university business only. The University reserves the right to terminate individual Purchasing Card privileges at any time with or without cause. Inappropriate use may result in discipline up to and including termination of employment. The cardholder and supervisor are required to use the JP Morgan Chase system to review and approve transactions, assign account numbers and digitally attach appropriate transaction receipts and other supporting documentation. Separate documentation is provided for the JP Morgan Chase system. Purchasing Cards have proven to be an efficient and effective procurement tool. If you have questions, comments or suggestions for improvements please feel free to pass them on to pcard@stedwards.edu. Page 4
OVERVIEW The Purchasing Card is a MasterCard, issued through, and supported by, JP Morgan Chase. The Business Office administers the program and may be reached via e- mail at pcard@stedwards.edu. CARD ISSUANCE Cards are issued upon the approval of the Vice President, Associate Vice President, Dean, Director or Department Head. To ensure success of the card program, the department and business office work together to provide: Commitment to assuring that the card will be used only for allowable transactions. Assurance that cardholders are properly trained in Purchasing Card processes and procedures. Appropriate internal control structure and staffing to monitor use of the cards. Appropriate staffing and/or organization to accommodate vendor contacts necessitated by use of the cards and to deal with occasional vendor or card provider problems which may result through using the cards. Proper transaction review, supervisor approval of transaction and assigning of account number to each transaction using the JP Morgan Chase system. CARD CONTROLS One of the benefits of a Purchasing Card (and key difference from retail MasterCard) is the restrictions that can be placed on any one card. Dollar limits can be set by transaction or billing cycle and the number of transactions can be limited by day or cycle. In addition, certain types of vendors can be excluded from card use. This Information is all coded into the card account and is checked by the vendor with each transaction. CARD TYPE A card is issued in the name of an individual. The JP Morgan Chase/St. Edward s Purchasing Card will in no way affect personal credit history. Monthly charges will be paid directly by the University. The individual card provides the University with full dispute rights and limits our liability. Individual Cards must not be used by anyone other than the person who is issued the card. TRANSACTION/CREDIT LIMITS The standard maximum individual transaction amount is $4,999 for individual cards and 10 transactions per day. Each Vice President, Associate Vice President, Dean, Director or Department Head will assign overall monthly credit lines for each card. The approving party may set lower transaction amount limits and number of transactions per day at their discretion. Page 5
ALLOWABLE VENDORS As a point of information: some vendors have been blocked from usage in the Program. The card configuration will block auto rentals, hotels and motels, restaurants, bars, taverns, caterers, cash advances, etc. If the card is presented to any of these merchants, the transaction will be declined. If an individual card is declined and you feel this should not have occurred, you may contact the Bank s customer service at the number indicated on the Card. This will determine if it was declined because of merchant blocking or if the card has exceeded the monthly credit limit or single transaction dollar limit imposed. If you feel changes to your card are necessary, providing this information to the Business Office will aid in determining if any changes are necessary. CARD SECURITY Each individual is responsible for the security and use of their card. The card account number must be protected at all times. The individual named on the card bears full responsibility for all purchases charged to the card. The card must only be used by the cardholder named on the card. HOW TO OBTAIN A CARD GENERAL CARD PROCESSES The individual requesting the card must complete and sign the St. Edward s University Purchasing Card Application. Obtain the signature of the appropriate dean, director or department head. The agreement form requires the signature of the respective dean, director or department head. The standard maximum individual transaction amount is $4,999 and 10 transactions per day. The approving party may set lower transaction amount limits and number of transactions per day at their discretion. Each Vice President, Associate Vice President, Dean, Director or Department Head will assign overall monthly credit lines for each card. Forward original signed application forms to the appropriate Associate Vice President/Vice President for approval. Once approved by the area Associate Vice President/Vice President, the original signed application form is sent to the Business Office. The Business Office will order the card from the Bank, and notify you when it is available to be picked up. At the time the cardholder receives their card, the cardholder will sign the Purchasing Card Agreement, receive a copy of the Policies and Procedures Manual and a copy of the JP Morgan Chase system documentation. For the first- time issuance of an individual card, the cardholder is required to pick up the card in person, instead of mailing. Photo ID will be required. Page 6
CANCELING A CARD A Purchasing Card may need to be cancelled due to termination, change of department or duties, or lost, stolen or inappropriate card use. For immediate cancellation, call JP Morgan Chase at the number on the back of the card. In addition, immediately send an email to pcard@stedwards.edu to notify the Business Office as to the reason for the cancellation. For a non- immediate cancellation, complete Cardholder Maintenance Form and send to the Business Office. Then cut up or otherwise destroy and dispose of the card. The original Cardholder Agreement Form and signed Cardholder Maintenance Form will be maintained in the Business Office to record proof of the card return and cancellation. LOST OR STOLEN CARD If a Purchasing Card is lost or stolen, immediately notify: JP Morgan Chase (800) 316-6056. You can call this number 24 hours/day, 365 days/year. Notify the Business Office via e- mail at pcard@stedwards.edu. Advise if a replacement card is being sent. Card replacement will take 5-7 business days and will be sent directly to the cardholder. CARDHOLDER EMPLOYMENT TERMINATION Upon termination of employment of a cardholder, the department must make sure that the Business Office is notified of the termination for card cancellation. Complete the Cardholder Maintenance Form and send to Business Office. The Purchasing Card must then be cut up or destroyed; this can be done by the department requesting the cancellation. CHANGE OF DEPARTMENT FOR THE CARDHOLDER It is the predecessor department s responsibility to co- ordinate the timely submission of the required cardholder information to the Business Office since all card charges will continue to be made to the predecessor s department accounts until the change of department is processed by the Business Office. When a cardholder moves to another University Department the predecessor department must cancel the card following the Cancellation of Card procedures outlined in this document. Successor Department: In the event the Successor Department for the employee wishes for the employee to use a Purchasing Card, they should follow the procedures for Obtaining a Card as outlined in this document. Page 7
CHANGES TO CARDHOLDER LIMITS and OTHER CHANGES The Business Office maintains the application and change documents for all cardholders. If changes in the limits established on the card or other changes are required, submit a Cardholder Maintenance Form with appropriate signature(s), containing the necessary changes, to pcard@stedwards.edu. Business Office will coordinate with the bank to make the required changes required. Such changes generally take five (5) working days. TEMPORARY CARD CHANGES A temporary limit increase may be done by notifying Business Office. The request should be submitted by the Vice President, Associate Vice President, Dean, Director or Department Head using the Cardholder Maintenance Form. Requests for limit increases will not be accepted from the cardholder for any reason. State the name on the card, the last four digits of the card number, the amount of the increase and the length of time the change will be required. Sign the form and email or fax the form to pcard@stedwards.edu. The temporary card limit(s) will revert to the original amount(s) when the time frame expires. CARD RENEWAL A renewal card will automatically be mailed directly to the cardholder during the expiration month. GENERAL PURCHASING GUIDELINES CARD PURCHASES TO AVOID The following issues must be considered when preparing to use the Purchasing Card for a purchase: Personal or non- business purchases must not be charged on this card. The Purchasing Card must never be used to purchase items for personal use or for non- University purposes even if the cardholder intends to reimburse the University. Should the cardholder use the Purchasing Card for personal items, the cardholder will authorize St. Edward s University to deduct from their salary or from other monies due to the cardholder an amount equal to the total of the personal purchases. The University has the right to charge the cardholder for any legal fees or collection costs for any amounts that the cardholder owes. See section titled UNAUTHORIZED AND/OR INAPPROPRIATE PURCHASING CARD for further information. Capital equipment should not be purchased on the Purchasing Card. Capital items are generally defined to include a single item costing in excess of $4,999 and having a useful life of at least two- years. Examples of capital equipment include, but are not limited to, any of the following costing in excess of $4,999: computer equipment, furniture, lab equipment, office equipment, etc. Split Transactions: Card transaction limits must be followed as intended and approved. Dividing a large transaction into dollar amounts less than the single dollar card limit in order to circumvent the card limitations are not allowed. Purchasing Card privileges may Page 8
be revoked for splitting purchases to circumvent the approved transaction limit. If the single dollar limit is not realistic for the card use, the established limit should be reviewed for appropriateness. As listed on the cardholder agreement form, the following items ARE NOT to be purchased using this card: a. Cash advances b. Gift cards c. Capital equipment d. Computer equipment and software in excess of $4,999 e. Telephone equipment, installation or service f. Travel, Lodging, Rental Vehicles, Entertainment or Hospitality including inbound guest travel and related expenses. Conference registration IS ALLOWED on the Purchasing card; however, pre- registration expenses such as lodging expenses, car rental, meals, etc. are not allowed. g. University Bookstore (Use department Hilltopper card for departmental purchases) h. University dining services including departmental catering (Use department Hilltopper card for departmental purchases and dining services catering procedures) i. Alcoholic Beverages j. Student travel, tuition, scholarships or stipends (Due to IRS Requirements) k. Purchases from auctions and on- line auctions (e.g. E- Bay, You Bid, etc.) (High Risk issues and warranty issues.) For more information regarding the university travel policy and UFCU travel credit card, please refer to the Travel Expense Policy found at: http://think.stedwards.edu/businessoffice/resources See section titled UNAUTHORIZED AND/OR INAPPROPRIATE PURCHASING CARD for further information. SPONSORED FUNDS The usage of a Purchasing Card versus any alternate form of procurement instrument does not change existing university policies and procedures nor the existing costing, charging, and document retention requirements that must be met for a procurement on sponsored grants/contracts. Users are still required to demonstrate that the item procured is allowable, reasonable and consistent on the grant/contract and that the item purchased is necessary (allocable) for the project. Cardholders are responsible for assuring that procurement is not expressly prohibited by sponsor regulations and guidelines or by other federal guidance (such as OMB Circulars A- 21, Cost Principles for Higher Education; A- 110, Grants and Agreements with Institutions of Higher Education, Hospitals, and Other Non- Profit Organizations and A- 133, Audits of States, Local Governments, and Non- Profit Organizations). The Principal Investigator (PI) is responsible for assuring that the item procured is allocable to the account. Furthermore, evidence of receipt (packing slip signed by receiver or notations on the original documentation Page 9
that the PI has been contacted and agreed to receipt of the goods) must be supplied for all sponsor funded purchases. INTERNET ORDERING Internet ordering is allowable via the Purchasing Card. The expectations for Internet purchases require using a secure internet site. Expectations for Internet Purchases: All current restrictions for the use of the Purchasing Card also apply to the use of the card for Internet transactions. Please refer to this handbook for a list of restricted items. On- line purchases must be made with vendors using a Secure Sockets Layer (SSL) browser session. There are several ways to confirm that a secure area has been accessed. The most common indicator is https at the beginning of the web address. All SSL capable browsers have a symbol to indicate secure mode, but the secure mode may not appear until going further into the web site. Customers must use the same care and common sense in supplier selection as they would with any other purchasing method. The objective should be to balance quality and service with price. Receipt documentation must be obtained to support the Internet order. Always obtain a digital or printed copy of the order information including an Order Number. Web sites that present an on- line receipt, reflecting the billing amount and a company logo or name will serve as proper documentation. Digitally save or print the on- screen document. Web sites that reflect the billing amount only will serve as proper documentation by printing the on- screen receipt and then writing the company name on the document. Web sites that do not present an on- line receipt can still be utilized. The customer should print screens that reflect the items being purchased and the amount, and then ensuring that transaction date, vendor, and other pertinent information is recorded on the printed documentation. ORDERING AND RECEIPT OF MATERIALS AND SERVICES The cardholder is responsible for ensuring receipt of materials and services and will follow- up with the vendor to resolve any delivery problems or discrepancies. Evidence of receipt (such as a cash register receipt, packing slip signed by receiver, notations on original documentation that the requestor has been contacted and agreed to receipt of the goods, or a digital or printed receipt from the web site) must be supplied for all transactions. Page 10
SALES TAX EXEMPTION BE SURE TO REMIND THE VENDOR OF THE TAX EXEMPT STATUS WHEN MAKING A PURCHASE. Most expenditures from the University funds are exempted from Texas Sales Tax. Texas does not provide a Sales Tax Exemption Number. The tax exemption form needs to be on file with any vendor so they will not charge us tax. It may be necessary to fax this certificate to the vendor. To obtain a Texas Sales and Use Tax Exemption Certification contact the Accounts Payable Department in the Business Office. Some suppliers will not honor the University s tax- exempt status; if possible; find an alternative supplier in such cases. On occasion, a vendor will request St. Edward s Federal Employee ID Number, in those circumstances; contact the Business Office for assistance. Purchases from other states, shipped into Texas are also exempt from tax. However, items picked up in another state are not exempted from that state s Sales Tax. INTEREST, LATE FEES AND OTHER FEES These charges should be avoided in keeping with being good stewards of university resources. The cardholder s department is responsible for all interest charges, late fees and other fees associated with the Purchasing Card. Any such charges will be charged directly to the cardholder s department without exception. DOCUMENTATION AND RESOLVING DISPUTES DOCUMENTATION, RECEIPT MAINTENANCE AND STORAGE and MISSING RECEIPTS DOCUMENTATION Proper documentation for the Purchasing Card is the same as any other procurement transaction. A record of what is being purchased must be kept by the individual. Proper evidence of receipt must be kept to complete the record for all purchases. Examples of receipt include cash register receipt, packing list, printed receipt from the web site or a signed notation on the documentation that the requestor has been contacted and agreed to receipt of goods. RECEIPT MAINTENANCE AND STORAGE The cardholder and their department are responsible for the maintenance of all credit card slips, cash register receipts, packing slips, or other documentation. The cardholder must use the JP Morgan Chase system to digitally link the receipt(s) and any other supporting documentation to each transaction. Once electronically linked and verified, it is recommended that the original paper receipt is to be destroyed. Page 11
Missing or incomplete receipts is considered to be a misuse of the Purchasing Card and multiple offenses will result in revoking card privileges. These receipts are the primary documentation supporting the purchase. Do NOT dispose of these items until the digital link using the JP Morgan Chase system has been completed. MISSING RECEIPTS The cardholder will contact the vendor to obtain duplicate receipts for those that are missing. If the Cardholder does not have the original receipt and the Cardholder cannot obtain a copy, as a last resort, a Missing Receipt Form should be filled out and submitted in place of the original receipt. The Missing Receipt Form is to be digitally linked to the transaction using the JP Morgan Chase system. Missing or incomplete receipts is considered to be a misuse of the Purchasing Card and multiple offenses will result in revoking card privileges. These receipts are the primary documentation supporting the purchase. Do NOT dispose of these items until the digital link using the JP Morgan Chase system has been completed. RESOLVING DISPUTES, ERRORS, RETURNS, AND CREDITS The cardholder is responsible for following- up with the vendor or the Bank on any erroneous charges, disputed items or returns immediately upon discovery. The cardholder will contact the vendor first to resolve any outstanding issues (most exceptions can be resolved this way). If the cardholder is unable to reach agreement with the vendor, the next step is to contact the Bank s customer service center, telephone number (800) 890-0669. The Bank may ask the cardholder to complete some required forms, which they will supply to the cardholder. A copy of the dispute form should be retained by the cardholder. If the cardholder is still unable to reach an acceptable solution, contact Business Office for assistance. Documentation should be retained explaining each credit received for returns or exchanges. This should be kept with the monthly billing on which the credit appears. PURCHASE CARD STATEMENT CYCLE AND CLOSE DATE The JP Morgan Chase Purchasing Card is on a monthly cycle. The statements show posted transactions from the 27th of the month through the 26th of the next month. (Example: May 27th through June 26th) The closing date of each month is currently the 26th of the month. Page 12
REVIEWING TRANSACTIONS, ASSIGNING ACCOUNT NUMBERS TO TRANSACTIONS, APRROVING SUPERVISOR RESPONSIBLITIES AND APPROVAL OF TRANSACTIONS REVIEWING TRANSACTIONS The cardholder is responsible for reviewing all transactions charged to the Purchasing Card. The transaction review is done using the JP Morgan Chase system. USE OF THE JP MORGAN CHASE SYSTEM IS REQUIRED. The cardholder is to compare the transaction information to the receipt for the transaction. Any discrepancy, dispute or error should be followed up with the vendor or bank immediately upon discovery. Transactions are to be marked as reviewed and an account number is to be assigned to the transaction at that time. All transactions are to be reviewed and assigned account numbers no later than the 1st day of the following month. Should the 1st fall on a holiday or weekend, then next business day will be the due date. Failure to timely review transactions is considered to be a misuse of the Purchasing Card and will result in revoking card privileges. ASSIGNING ACCOUNT NUMBERS TO TRANSACTIONS The cardholder is responsible for assigning account numbers to all transactions charged to the Purchasing Card. This is done using the JP Morgan Chase system. USE OF THE JP MORGAN CHASE SYSTEM IS REQUIRED. Available account numbers for transactions are shown in the drop down boxes. Transactions are to be assigned an account number at the time they are reviewed. All transactions are required to be assigned an account number prior to submission to the supervisor for review. All transactions are to be reviewed and assigned account numbers no later than the 1st day of the following month. Should the 1st fall on a holiday or weekend, then next business day will be the due date. Failure to timely review transactions and assign account numbers is considered to be a misuse of the Purchasing Card and will result in revoking card privileges. APPROVING SUPERVISOR RESPONSIBLITIES The Approving Supervisor has ultimate responsibility for all Purchasing Cards transactions that he/she approves and is responsible for ensuring the timeliness of reviewing and approving transactions, account number assignment and the propriety of purchases in accordance with St. Edward s University s mission, Purchasing Card policies, and within budgetary limits. SUPERVISOR APPROVAL OF TRANSACTIONS The cardholder s approving supervisor is responsible for reviewing and approving all Purchasing Card transactions of their employees. This is done using the JP Morgan Chase system. USE OF THE JP MORGAN CHASE SYSTEM IS REQUIRED. The approving supervisor is responsible for reviewing the appropriateness of the transaction in adherence to university polices and the account number assigned to the transaction. The approving supervisor is to ensure all supporting documentation is electronically attached to each transaction. The approving supervisor has the capability to reject the reviewed transaction, accept any un- reviewed transaction and change or assign an account number to transactions. Page 13
The approving supervisor is to approve all transactions of their employees not later than the 6th of the month following the statement close date. (Example: May 25th statement close all transactions are to be approved no later than June 6th.) Should the 6th fall on a holiday or weekend, then next business day will be the due date. It is the responsibility of both the cardholder and the approving supervisor to review and approve all transactions within the appropriate timeframe. Failure to timely approve transactions is considered to be a misuse of the Purchasing Card and may result in revoking card privileges of the cardholder or the suspension of all Purchasing Cards under that approver. UNAUTHORIZED AND/OR INAPPROPRIATE PURCHASING CARD USE A University Purchasing Card is not a benefit of employment. The Purchasing Card is a privilege granted to you by the University and you are expected to use it responsibly. Remember, you are representing the University each time you use the Purchasing Card. You are acting as a University agent, and this is a responsibility that must not be taken lightly. The Purchasing Card must never be used to purchase items for personal use or for non- University purposes even if the cardholder intends to reimburse the University. A Purchase shall not be split into multiple transactions to circumvent the single purchase transaction limit in order to obtain a single item whose cost is in excess of the cardholder s transaction limit. The card is to be used only by the cardholder and must never be given for use to someone else. Since the Purchasing Card is issued in your name, it is assumed that you made all purchases. A cardholder who makes an unauthorized purchase with the Purchasing Card, as defined in this policy, uses the Purchasing Card in an inappropriate manner, fails to timely a) provide account number coding for their transactions, b) review their purchases or c) receive approval for their purchases; or fails to follow the policies and procedures established by the University for the use of the Purchasing Card, may have the card suspended for 30 days for the first offense. A second offense, defined as occurring at any time after the first offense, may incur a 60 day suspension of the purchasing card. A third offense, defined as occurring at any time after a second offense may result in the immediate and permanent termination of purchasing card privileges. Fraudulent misuse at any time will result in revocation of the card and/or possible criminal charges. Notwithstanding anything outlined in this section, the University reserves the right to terminate individual Purchasing Card privileges at any time with or without cause. A cardholder, who makes an unauthorized purchase with the Purchasing Card, as defined in this policy, uses the Purchasing Card in an inappropriate manner or fails to follow the policies and procedures established by the University for the use of the Purchasing Card may result in disciplinary action up to and including termination of employment and criminal prosecution. Should the cardholder use the Purchasing Card for personal items, the cardholder will authorize St. Edward s University to deduct from their salary or from any other monies owed to the cardholder, an amount equal to the total of the personal purchases. If the cardholder gives/lends their Purchasing Card to another individual to use and that individual uses the Purchasing Card inappropriately as outlined in these policies and in this section, the cardholder will be held responsible. The cardholder will allow St. Edward s University to collect any amounts owed by the cardholder Page 14
even if the University no longer employs the cardholder. The University has the right to charge the cardholder for any legal fees or collection costs for any amounts that the cardholder owes. Page 15
FREQUENTLY ASKED QUESTIONS Q: Who is our Purchasing Card vendor? A: JP Morgan Chase. Q: Who can get a Purchasing Card? A: The Purchasing Card is available to full- time faculty and staff upon the approval of the Vice President, Associate Vice President, Dean, Director or Department Head. Q: How do I get a Purchasing Card and how long does it take? A: Complete the Purchasing Card Application, obtain the necessary signatures and send the application to the Business Office. Your Purchasing Card arrives in about 7 business days. At the time the cardholder receives their card, the cardholder will sign the Purchasing Card Agreement, receive a copy of the Policies and Procedures Manual and a copy of the JP Morgan Chase system documentation. For the first- time issuance of an individual card, the cardholder is required to pick up the card in person, instead of mailing. Photo ID will be required. Q: When should I use the Purchasing Card? A: The Purchasing Card is used to purchase goods under $4,999. CARDHOLDERS should use the Purchasing Card when ordering items from any supplier and the charge will be equal or lower than your transaction limit. Q: Why shouldn t I use the Purchasing Card at any supplier that accepts JP Morgan Chase MasterCard? A: There are certain charges that are prohibited for use on the Purchasing Card due to University policies. These purchases are outlined in this policy. Q: My charge was denied. Why? A: There are 4 reasons a charge is usually denied: a. You have reached your MONTHLY SPENDING LIMIT. b. Your charge is over the TRANSACTION LIMIT. c. The merchant entered the wrong credit card number and/or expiration date. d. You are using your Purchasing Card with an unauthorized supplier. To determine exactly why your charge was denied, contact JP Morgan Chase at (800) 890-0669. Q: Can a co- worker use my Purchasing Card? A: No. Only you are authorized to incur charges; however, you may use the Purchasing Card to make purchases for any employee in your department. Q: Can I enroll the Purchasing Card in a rewards program; ex: Frequent Flyer program? A: No. The Purchasing Card is not allowed to be used for this purpose. Q: What do I do with my COMMERCIAL CARD STATEMENT? Page 16
A: Your COMMERCIAL CARD STATEMENT is used to verify and track your purchases. You must retain all SUPPORT DOCUMENTATION to ensure that goods billed to the card have been received. Q: What records should I retain concerning my purchases? A: Keeping a listing of all order verification/tracking numbers, total amount of the order is helpful for reconciliation purposes. You must obtain SUPPORT DOCUMENTATION for each purchase to support the charge. This will be used to validate your monthly COMMERCIAL CARD STATEMENT. Q: Whom should I contact to resolve an error or dispute concerning my account? A: You should first contact the supplier. Most exceptions or issues can be resolved between the CARDHOLDER and supplier. If, in a rare instance, an issue cannot be resolved to the CARDHOLDER S satisfaction, and the supplier is an approved and contracted supplier to JP Morgan Chase, contact JP Morgan Chase Customer Support at (800) 890-0669. Q: When I use the Purchasing Card to make a purchase, how is the transaction authorized? A: When a CARDHOLDER makes a purchase, the supplier verifies the account number with JP Morgan Chase, and spending limits are checked automatically. Q: What do I do if my Purchasing Card is lost or stolen? A: Call JP Morgan Chase at (800) 316-6056, 24 hours/day 365 days/year. Notify the Business Office via e- mail at pcard@stedwards.edu. Advise if a replacement card is being sent. Card replacement will take 5-7 business days and will be sent directly to the cardholder. Q: What do I do if I need to make a return? A: You will need to contact the supplier directly and make arrangements for the return. Be sure to give the supplier your Purchasing Card number and confirmation number so your account will be credited. Q: I am missing SUPPORT DOCUMENTATION. Where do I get another one? A: You must contact the supplier directly to get a copy. Q: I am leaving St. Edward s University or my current department and need to cancel my Purchasing Card. What do I do? A: You should complete the University Cardholder Maintenance Form, obtain the necessary signatures, forward the form to the Business Office and cut- up or destroy your Purchasing Card. Page 17