PLYMOUTH STATE UNIVERSITY

Purchasing Card Program

Account Manager TrainingRevised February 2012

Overview of Training Cardholder responsibilities Account Manager responsibilities Lost/stolen procedure Authorized purchases Unauthorized purchases Disputes with a merchant Obtaining a policy exception Documentation requirements The Pcard Review Process Contact information

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. Purchase on contract – OfficeMax for office

supplies and Enterprise or Merchants Van/Truck companies for vehicle rentals.

You will be notified of any other contracts.

Cardholder Responsibilities 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 department or a student worker.

Stay within the established card limits and within allocated department budget. It is a violation to split a payment into more than one transaction to allow a purchase that is over your card limit.

Cardholder Responsibilities (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 Responsibilities (Cont’d)

Assist with the resolution of any disputes that might arise.

Ask the Campus Card Administrator questions in advance of purchase, when in doubt.

Account Manager Responsibilities Submit applications for new cards for your

department when necessary. Maintain communication with your cardholders-

Provide them w/ periodic updates from CCA Review documentation in a timely manner and

add any missing information. Follow guidelines for document retention

– current year + 3 years. Reconcile documentation to statement for each

cardholder on a monthly basis. Obtain supervisor’s signature on monthly

statements prior to reviews.

Account Manager Responsibilities (Cont’d) Monitor cardholder use and compliance.

You will receive daily notification and monthly statements for each cardholder.

Communicate with Campus Card Administrator when cardholder violations occur.

Request policy exceptions for cardholders when necessary.

Account Manager Responsibilities (Cont’d) Maintain exception list for your cardholders

and file approvals with cardholder file. Proper accounting in Banner for each

transaction. After your first Pcard transaction, you will be shown how to do this using FAAINVT. Any travel-related expense – such as a conference registration or vehicle rental– must be charged to a travel account code

Transactions in excess of $5,000 or more must have a more detailed explanation in FAAINVT

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 strongly recommend that you put this number in your cell phone.

Remember – unlike a personal account, your department 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 Merchants Van

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.

Authorized Purchases (Cont’d) Supplies – any items necessary for the

day-to-day operation of your department. Includes office supplies, items needed for maintenance & repair (but NOT repair services), equipment valued at LESS than $5,000.

Conference & registration fees. Membership dues & fees that are

departmental or institutional only. This excludes personal memberships.

Authorized Purchases (Cont’d) Library acquisitions for your department

– books, CDs, DVDs, movies, etc. Advertising expenses, EXCEPT “Help

Wanted.”

Unauthorized Purchases Advertising – “Help

Wanted” Alcohol Ammunition Automotive repairs Awards, Gifts, Prizes Capital equipment – any

single item costing $3,000 or more

Cash advances Construction/renovation Consulting services Donations Entertainment/Hospitality

Flowers Gasoline Hazardous materials Lease/rentals (real

property & lease/purchase) Meals Personal items, regardless

of intent to reimburse Services of any kind Telephone equipment Travel & related expenses Purchase from an

employee or where a conflict of interest exists

Pcard Exceptions• If you find that you regularly need to purchase

items not authorized, please contact the Campus Card Administrator about obtaining an exception.

• Request the exception via email and justify the request with all details. **If you are the cardholder AND account manager – please cc your business manager or your supervisor for the approval as well. They must be aware and approve this request.

• Remember, the exception is not in effect until approved. Please request exceptions to policy in advance of the 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

Disputes Involving Your Card

When you lodge a dispute, your account will be credited immediately. Your department 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 for each purchase with your Pcard.

Print monthly statements for each cardholder in your department, and attach the backup documentation for each transaction in the order that it appears on the statement. Invoices/receipts smaller than a half page should be taped to an 8 1/2 X 11 sheet.

Documentation (Cont’d) Use only the original sale slip or invoice –

no additional sheets of paper. Extra info can be clipped to the back of statement for departmental purposes, but must be easily separated for review purposes.

The “5 Ws” – who, what, when, where, why must be included on all documentation. Add details to receipts as necessary.

Documentation (Cont’d) The business purpose for EVERY transaction must be

clearly stated in writing. The actual location of any non-consumable item should be indicated.

All account changes must be done within 7 days of your daily pcard notice…via FAAINVT.

Any transaction that is over $5,000 MUST have detailed information in FAAINVT on the purchase as required by Purchasing.

Two (2) people must sign or initial each statement (cardholder/Acct Mgr. or Acct Mgr./Dept. director)

Black out all card numbers on statement & invoices.

FAICARD

FAICARD This table is used to follow the transactions that have

been placed on your pcards – your own as well as those that you are responsible.

It is a query database on the cardholder’s profile as well as a historical listing of all transactions that have been placed on that card.

You as the account manager will have access to that information as another way of reviewing the transactions.

It supplies you with the “S” invoice number, date, vendor information, and amount charged. The “S” number appears once it has swept.

It will also indicate whether the charge has been ‘swept’ into your account.

The Pcard Review Process All Pcard accounts will be reviewed by

Accounts Payable on a regular basis, usually two times per year.

You will be notified via email 2-3 weeks in advance of the review date.

New accounts are usually reviewed 6-8 weeks after the first transaction on the account.

The Pcard Review Process (Cont’d) When you are notified of an upcoming

review, you should check to be sure that all paperwork is in order for all Pcards for which you are responsible.

If any receipts or information is missing, contact the cardholder immediately to provide the information for you PRIOR to the scheduled review date.

The Pcard Review Process (Cont’d) You will receive a written report of the

review findings after the review is completed. This report is provided to the Account Manager, Business Manager, Department Chair or Director.

You are responsible to make sure your cardholders see the review of their cards.

Contact Information

If you have a question or problem contact the Campus Card Administrator for assistance:

Mary-Ellen Godville, Ext 2252mgodvill@plymouth.edu

Lost or Stolen Card call JPMORGAN CHASE

1-800-316-6056