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Procard Certification/ReviewTo navigate through this training, please use the advance button to the right.
I. Overview
• i. Overview• ii. Attach Receipt• iii. Review Transaction• iv. Change Account Code(s)• v. Split Transaction• vi. Queries: Individuals
II. Benefits
III. Cardholder Responsibilities
IV. JPMorgan Chase: PaymentNet
V. Contact Information
Index
Welcome to the Salem State University Procurement Credit Card Program, commonly referred to as the Salem State Procard.
The Procard is a procurement tool, which offers an alternative to the existing University procurement/payment processes and provides an efficient and effective method to purchase and pay for consumable commodities of low dollar value.
Procard is a MasterCard credit card, backed by JPMorgan Chase of Salt Lake City, Utah.
I. Overview
• Cardholder:• Eliminates the need for blanket orders for small purchases of
consumable supplies
• Eliminates the need to add a vendor to the PeopleSoft system.
• Allows the individual to be more efficient, thereby enabling them to be
better focused on the value added to the aspects of their job.
• University:
• Dramatically reduces the number of purchase orders, invoices and
checks.
• Saves the costs associated with mailing purchase orders and payments.
• Reduces the number of vendors in the University’s vendor file.
II. Benefits
Cardholders are responsible to adhering to the policies regarding compliance with the University contract suppliers.
If the desired item or service is available on an established State, MHEC, E&I, or University contract, it must be purchased from the contract
vendor.
• University Contracts: www.salemstate.edu/3478.php
• State Contracts: www.commbuys.com
• MHEC Contract: www.mhec.net
• Education and Institutional Cooperative Service (E&I):
www.eandi.org/default.aspx
III. Cardholder ResponsibilitiesContract Compliance
Cardholders are also responsible for reviewing and adhering to the following:
• All Salem State University Policies & Procedures, including:
~Purchasing Policies
~Procard Procedures Manual
~Travel & Business Expense Policy
• Department Internal Procedures
• Funding Requirements
III. Cardholder ResponsibilitiesReview of Policy
• Cash Advances have not been turned on
• Construction & Renovations; this is handled by a work order to the
Facilities Department
• Leases & Contracts (handled through the Purchasing Department)
• Personal Items
• Radioactive or Hazardous Materials (Hazardous Materials are handled
through Facilities)
• Reimbursements of any type (Reimbursements are handled through
Accounts Payable)
• University owned telephones (Handled through the Telecommunications
Department)
• Hardware & Software (Handled through ITS)
• Any use of the SSU name or logo must be approved by Marketing &
Creative Services
Procard are not to be used for the following:
Restricted Commodities
III. Cardholder Responsibilities
III. Cardholder Responsibilities Procard ControlsAll transactions are approved or declined instantaneously at the point of sale based on the Procard authorization criteria:
Authorization Beginning Set on Card
# of Transactions Allowed per Day
10
# of Transactions Allowed per Month
10 x days in month
Single Purchase Limit Beginning at $2,000
Spend per Month Beginning at $5,000To Increase Your Limit: E-mail the Purchasing Departmental at [email protected] the request for a limit raise, reason for the limit increase, and copy your supervisor. Upon approval, your card limit will be increased to the requested amount.
Account/Object Codes: Select the object code that best fits the majority of the types of purchases of consumable supplies that you usually make that are appropriate for the account assigned to your card.
It is the cardholder’s responsibility to ensure that all purchases are made within their available budget. Purchases must not exceed the budget.
Activate Procard Call JPMorgan Chase at the number indicated on your Procard to verify you have the card and activate your credit card before you use it.
Protection • The Procard and Procard number should be kept in a secure location and
should be protected at all times.
• It is the cardholder’s responsibility to safeguard the Procard and account number to the same degree that a cardholder safeguards his/hers personal credit card.
• No unauthorized individuals are allowed to use the Procard or card number. The result will be the cardholder having the card withdrawn and/or disciplinary action.
Separation from UniversityThe user’s department has the specific obligation to reclaim the Procard, notify the purchasing department of the termination, and return the Procard to the purchasing department. Also, all reviews and approvals must be up to date prior to the cardholder turning in their card or leaving the university.
III. Cardholder Responsibilities Procard Security
Cardholders must immediately report a lost, stolen or fraudulently used Procards to the
following:
• Notify JPMorgan Chase immediately by calling 1.800.270.7760 representatives are available 24/7.
• SSU Purchasing Department must immediately be notified at 978.542.6152 or [email protected]
• JPMorgan Chase will promptly issue a new Procard to the cardholder after the reported loss or theft.
Lost & Stolen
III. Cardholder Responsibilities
• Cardholders are responsible for ensuring that individual vendors do not charge Massachusetts sales tax.
• If tax is erroneously charged, the cardholder must:~ Contact the vendor to obtain a credit.~ Maintain appropriate documentation of attempts to obtain credit.
• If vendors require a W-9 form, this is available at the Salem State University Purchasing website under forms. http://www.salemstate.edu/3473.php
• Each individual Procard has Salem State University’s tax exemption number listed on the front on the card (999-089-460).
• Sales tax can not be disputed through JPMorgan Chase.
Sales Tax Exemption
III. Cardholder Responsibilities
• Each cardholder is responsible for obtaining proof of purchase for every transaction.
• Each transaction must have an attached proof of purchase, invoice or receipt.
• Proof of purchase, invoices and receipts should be kept electronically and available for audit purposes for the current and six previous fiscal years.
• The cardholder is to review each transaction by checking it off, adding notes, checking off the notes box and reallocating the object code if it does not match the transaction description.
• In cases of missing receipts, the Procard limit will be set to zero until all receipts are accounted for. As a last resort, a missing receipt form is available to use in lieu of a receipt at http://www.salemstate.edu/3473.php.
Record Management
III. Cardholder Responsibilities
• When ordering from a vendor, the cardholder should specify that the address label/packing slip that accompanies the package(s) must contain the following:
• Cardholder’s first and last name• Name of the department to which the package belongs• The building and room number
• Packages that are not sent via U.S.P.O. or express mail to 352 Lafayette Street are to be sent to:
Salem State University Shipping & Receiving Department
70 Loring Ave. (REAR) {accessible via Canal Street}Salem, MA 01970
• Cardholders are responsible for any returned item(s), credits and maintaining evidence of return.
Shipping Instructions
III. Cardholder Responsibilities
https://www.PaymentNet.jpmorgan.com
Organization ID: us63793User ID: (first & middle initial, full last name)*
Password: salem123 (temporary)
First time sign-on only: Select ‘change pass phrase’ (or any other time you wish to change your password) following the instructions then return to the main menu.
OverviewIV. PaymentNet
*If additional characters are required asterisks will be added
IV. PaymentNetAttach Receipt
1. Login to PaymentNet
3. Click the transaction you wish to edit/upload a receipt
2. Click Transactions, then Manage
IV. PaymentNetAttach Receipt
5. Click Attach Receipts
4. From the General Information Tab, click on the Receipt tab (to the right)
6. Click on Browse
IV. PaymentNetAttach Receipt
7. You will be advised to search your computer/shared drive for your receipt. *It is recommended that you save your individual receipts in a well known place, such as a shared drive, and organize them by fiscal year and month of purchase.
8. When receipt is found, click ‘Open’, then ‘Save’
9. You will receive the following notice once the receipt has properly been uploaded
IV. PaymentNetReview Transaction
1. Click on the transaction that needs to be reviewed
3. Make a notation about the transaction in the ‘Notes’ field.
4. Check off the ‘Notes’ Box
2. Confirm that the transaction is accurate
IV. PaymentNetReview Transaction
8. Click ‘Save’
7. Attach appropriate receipts
6. Check off the ‘Reviewed’ box
IV. PaymentNetChange Account Code(s)
1. Click on the transaction
2. Under the Accounting Codes select which field(s) needs to be adjusted
3. Select the drop down arrow to find the correct code
IV. PaymentNetChange Account Code(s)
5. Click ‘Save’
4. Make a notation in the ‘Notes’ field about the adjustment(s) made
IV. PaymentNetSplit Transaction
1. Select transaction to split2. At the top left select ‘Add Lines’
3. Enter the desired amount of additional lines4. Click ‘Add’
5. Click the item arrow to expand the additional line(s)
7. When finished, at the top, click ‘Save’
6. Enter appropriate changes to the accounting code fields by using the drop down arrows.
IV. PaymentNetSplit Transaction
IV. PaymentNetQueries: Individual
1. Click Transaction
2. Click Manage
3. Click Advance
IV. PaymentNetQueries: Individual
4. Date Range: Change from 30 to 365 (days)5. Criteria: FieldSelect Cardholder Last Name
6. Criteria: OperationSelect ‘Is Equal To’
7. Criteria: Value Type in individuals last name
8. Click ‘Process’
IV. PaymentNetQueries: Individual
9. Message from webpage: Click ‘OK’
10. Click ‘Save Query’
11. Enter/Create Name for Query
12. Click ‘Save’
13. Your new query will now appear in the drop down box
I certify that I have read and understand the information contained in the Procard Annual Training module and agree to use my Procard
account(s) in accordance with Salem State University policies and procedures.
V. Contact InformationIf you should have any questions or concerns regarding your Procard and/or
PaymentNet please contact:
Evelyn D. Wilson, C.P.M., MCPPODirector, Purchasing & Materials Management
Kym CooganProcurement Systems Manager
Lynda Tichich, MCPPOBusiness Analyst
Megan ChurchPurchasing Assistant
JPMorgan Chase, Customer Service1.800.270.7760
Disputes Fax: 1.801.281.5853
Thank you for completing the Procard Training.
