Photo by Karl Steinbrenner Small Purchase Charge Card Cardholder Refresher Training 2014.

Photo by Karl Steinbrenner

Small Purchase Charge CardCardholder RefresherTraining

2014

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Small Purchase Charge Card Cardholder Training

Required annually for all Small Purchase Charge Card Cardholders

Training consists of this presentation, scenarios, a quiz and a certificate you must print sign and send to AP for credit for taking this training. Failure to complete the training will result in a suspension of your card until training is complete

If you have any question please contact Jennifer at 568-7396 or Tanya at 568-7395.

Keep a notepad and pen handy!

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The Small Purchase Charge Card (SPCC)

Offers the opportunity to streamline procedures for procuring and paying for goods and services

• Reduces the volume of accounts payable transactions• Reduces associated costs

– Eliminates invoices– Consolidates multiple payments

• Enables E-Commerce (eVA)

Program Purpose

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Policies and ProceduresCAPP Manual Topic 20355

– Purchasing Charge Card• Purchase card program details• Review cardholder section thoroughly• Obtain a copy from your Program

Administrator

JMU Financial Procedures ManualSection 4220http://www.jmu.edu/finprocedures/4000/4220.shtml

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Policies and Procedures

The Bank of America VISA Purchase Card

Cards are issued with your name and your agency’s name on them

Cards expire 2 years from date of issueMonthly statements from Bank of

America – No statement will be generated if there

was no activity for the cycle period

Monthly Reconciliation

Each month your spcc must be reconciled in PeopleSoft. You will receive an email when the file is ready in PeopleSoft. You will have approximately 10 days to reconcile. During this time there is also an open lab in case you have trouble reconciling, the date and time is in your monthly email. Reconciliation dates are posted for the year on the Accounts Payable website.

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Monthly Reconciliation

  Open on Close at 5pm onJanuary 17th 29th

February 17th 26thMarch 17th 27thApril 17th 28thMay 19th 28thJune 17th TBAJuly 17th 29th

August 18th 27thSeptember 17th 26th

October 17th 29th

November 17th 24th

December 17th TBA               

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Credit Card Reconciliation Dates 2014Dates of 2013 Credit Card Reconciliation in PeopleSoft 

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Policies and ProceduresPurchase Card Use and Misuse• To be used “For Official Use Only

• Purchases must be prudent and benefit the Commonwealth of Virginia

• Accountability expectations have increased

• Cardholders, supervisors/reviewers, and PAs will all be held accountable for card misuse

• Personal purchases are not allowed

• The purchase card can not be used for travel related expenses such as lodging or food, you can however put air/rail tickets and conference fees on the spcc.

• If you misuse your card it will be suspended or revoked

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Policies and ProceduresIndustry Restrictions

Cards may have these restrictions placed on them :

• Fraud• Gas/Oil• Car Rental• Restaurant/Food• Accommodations

– May be removed by your Program Administrator if requested by your supervisor through an email to Jennifer or Tanya

– May be removed on a temporary or permanent basis

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Policies and ProceduresSales Tax

• Sales tax is not to be charged on any purchase that is tax exempt

• You must ensure you are not charged sales tax on tax exempt purchases

If you were charged Sales Tax in error:- Contact the vendor ASAP- Request that the vendor issue a credit for the sales tax

amount- Sales tax charges CANNOT be disputed with Bank of

AmericaJanet Marston in Accounts Payable runs a sales tax report each month

and you are required to give her documentation on the sales tax credit.

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Policies and Procedures

Contact Information

Contact your Program Administrator any time you have the following:

• Your telephone number changes

• Your mailing address changes

• Your Email address changes

• If you are leaving employment

• If your job responsibilities change

• If you are going on an extended leave of absence

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Policies and Procedures

Invoice Payment

If an invoice is past due and you can pay by the card

• Contact your Program Administrator

• Program Administrator will contact DOA for approval prior to you charging the invoice to your card

• If not approved by DOA, invoice will have to paid through Accounts Payable

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Policies and ProceduresCard Security• NEVER share your card!• NEVER share your full account number with

anyone other than the vendor you are doing business with!

• NEVER fax, email (even in an attachment), or mail your full account number!

• NEVER photocopy your card!• Keep your card in a secure location at all

times!• If your card is lost or stolen call Bank of

America and your Program Administrator IMMEDIATELY!

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Policies and ProceduresPurchase Log/Coversheet

– All cardholders must maintain a purchase log– All bills and receipts must be attached– Both you and your supervisor/reviewer must

sign – Be on the lookout for incorrect or questionable

charges– Follow internal policies and procedures

Gift Card/Gift Certificate Purchases

– Only allowed in certain instances, please contact Jennifer or Tanya before making these purchases.

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Cardholder Resources BOA Works for Cardholders

Cardholders can perform the following functions using Works:– View and print statement information– File Disputes– Print a PDF file version of your bill

Bank of America Cardholder Customer Service • Telephone: 1-888-449-2273• Available 24 hours/day, 7 days/week• Activate Cards• Report lost/stolen cards• Dispute transactions

JMU Contact Information

Jennifer Dellingerphone: 540-568-7396email: dellinjx@jmu.edu

Tanya Shifflettphone: 540-568-7395email: shiffltl@jmu.edu

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Quiz Question 1

Which of the following is NOT a restriction placed on new SPCC?

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A. Fraud

C. Restaurants D. Retail

B. Gas/Oil

Quiz Question 1

Wrong answer, please try again

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Quiz Question 2

Is your supervisor required to sign your monthly reconciliation?

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Yes, they are required to sign each month

No, your supervisor doesn’t have to sign each month

Quiz Question 2

Wrong answer, please try again

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Quiz Question 3

I will be held responsible for misuse on my Small Purchase Charge Card.

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True, if there is misuse on my SPCC I will be held responsible as well as my supervisor and the university Program Administrator.

False, I have no responsibility for misuse on my card.

Quiz Question 3

Wrong answer, please try again

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Quiz Question 4

Which of the following is allowable using the SPCC?

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I am allowed to share my SPCC with others in my office

I am allowed to pay for air and rail tickets for official university travel on my SPCC

I am allowed to make personal charges on my SPCC

I am allowed fax my full account number to a vendor for payment

Quiz Question 4

Wrong answer, please try again

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Quiz Question 5

Is reconciliation in PeopleSoft required monthly?

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Yes, if I have charges on my SPCC I must reconcile my card in the PeopleSoft Finance System

No, it doesn’t matter if my charges are reconciled in PeopleSoft or not monthly

Quiz Question 5

Wrong answer, please try again

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**CONGRATULATIONS**

You have completed the annual SPCC Cardholder Refresher Training for 2014. Please go to this linkwww.jmu.edu/financeoffice/training/Certificate-refresher.pdf and print out the certificate to send into Accounts Payable. All certificates are due in Accounts Payable by April 15th, 2014.

Thank You.