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PCARD Basic Training - Arizona State University · PCARD Basic Training ... Call JP Morgan Chase: 1-800-270-7760 2. Email the ASU P-Card Administrators: [email protected] (we need the

May 08, 2020

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Page 1: PCARD Basic Training - Arizona State University · PCARD Basic Training ... Call JP Morgan Chase: 1-800-270-7760 2. Email the ASU P-Card Administrators: pcard@asu.edu (we need the

PCARD Basic

Training

Page 2: PCARD Basic Training - Arizona State University · PCARD Basic Training ... Call JP Morgan Chase: 1-800-270-7760 2. Email the ASU P-Card Administrators: pcard@asu.edu (we need the

• What is a purchasing card

• Why use a purchasing card

• Guidelines for purchasing card use

• How to use the purchasing card

• How to obtain a purchasing card

• How to reconcile your monthly statements

• How to resolve disputed charges

• Frequently asked Questions

• Whom to contact for more information

What will you learn?

Page 3: PCARD Basic Training - Arizona State University · PCARD Basic Training ... Call JP Morgan Chase: 1-800-270-7760 2. Email the ASU P-Card Administrators: pcard@asu.edu (we need the

What is the Purchasing Card

• A purchasing card (also abbreviated as PCard or P-Card) is a form of company charge card that allows goods and services to be procured without utilizing a traditional purchasing process.

• ASU is responsible for paying the bill twice a month

• Even though the card is in your name it does not reflect on your personal credit line.

Page 4: PCARD Basic Training - Arizona State University · PCARD Basic Training ... Call JP Morgan Chase: 1-800-270-7760 2. Email the ASU P-Card Administrators: pcard@asu.edu (we need the

Why should I use the PCard?

• Ease of use

• You can purchase from on-campus and off-campus

suppliers without a purchase order.

• You can buy over the

– phone

– fax

– Internet

Page 5: PCARD Basic Training - Arizona State University · PCARD Basic Training ... Call JP Morgan Chase: 1-800-270-7760 2. Email the ASU P-Card Administrators: pcard@asu.edu (we need the

What Can I Buy?

• A product or service that serves a public purpose

• Food products (on Local Accounts)

• Always check the P-Card restricted purchase list and Financial Services Policy prohibited purchase list

• Always remember to use common sense

• If you are unsure about any purchase call or email the PCard office

Page 6: PCARD Basic Training - Arizona State University · PCARD Basic Training ... Call JP Morgan Chase: 1-800-270-7760 2. Email the ASU P-Card Administrators: pcard@asu.edu (we need the

Where Can the Card be Used?

• Any off-campus vendor that accepts the VISA credit card. For example: – Retail

– Restaurants (on Local account only)

– Services (services provided by an individual or unincorporated business are prohibited)

• On-campus vendors:– ASU Bookstore/Computer Store

– ASU Print and Imaging Lab

– ARAMARK Catering

Page 7: PCARD Basic Training - Arizona State University · PCARD Basic Training ... Call JP Morgan Chase: 1-800-270-7760 2. Email the ASU P-Card Administrators: pcard@asu.edu (we need the

How do I use a PCard?

• Completing transactions with a PCard is simple:– Obtain authorization for purchase if needed

– Check that the purchase is an allowable expense for the Agency/Org

– Present a card to the vendor in person, over the internet or over the phone.

– Make sure to get an itemized receipt

Page 8: PCARD Basic Training - Arizona State University · PCARD Basic Training ... Call JP Morgan Chase: 1-800-270-7760 2. Email the ASU P-Card Administrators: pcard@asu.edu (we need the

How do I get a PCard?

• Complete the following forms:– Cardholder Agreement

– Cardholder Account Application

– Manager Agreement - only needs to be completed if there is a new P-Card Manager for your department

– Send to the P-Card office by fax (5-2234), mail MC5212 or email [email protected]

• Complete the PCard training course online

• Contact HR to arrange an appointment to get fingerprinted

• Card are usually received within 7-10 days

Page 9: PCARD Basic Training - Arizona State University · PCARD Basic Training ... Call JP Morgan Chase: 1-800-270-7760 2. Email the ASU P-Card Administrators: pcard@asu.edu (we need the

How do I reconcile my statement?

• Attach all transaction receipts to the monthly statement.

The cardholder and the designated manager/reviewer in

your department will need to review and indicate approval

by signing and dating the P-Card reconciliation worksheet

• Approved statements and all attachments must be retained

in your department for at least five years (remember

thermal paper will fade over time – be sure to make a copy

of these receipts)

Page 10: PCARD Basic Training - Arizona State University · PCARD Basic Training ... Call JP Morgan Chase: 1-800-270-7760 2. Email the ASU P-Card Administrators: pcard@asu.edu (we need the

I didn't buy that!

•Initial course of action

– Contact the supplier

•If it can’t be resolved with supplier

– Call JPMorgan at 1-800-270-7760or use PaymentNet to Dispute the Charge

Disputes must be initiated within 60 days from the end of the cycle in which the questioned transaction occurred

•If you suspect fraud contact JPMorgan or the PCard office immediately

Page 11: PCARD Basic Training - Arizona State University · PCARD Basic Training ... Call JP Morgan Chase: 1-800-270-7760 2. Email the ASU P-Card Administrators: pcard@asu.edu (we need the

• Manager/Reviewer responsibilities

• Large purchases

• Delegation of use and Splitting

• Department Cards

• Declining balance cards

• Affiliate travel

• Group travel

• Business Meals

• PCard and Advantage

• Reporting lost and Stolen Cards

• Transactions Declining

• Transferring a PCard

• Canceling a PCard

Frequently asked questions?

Page 12: PCARD Basic Training - Arizona State University · PCARD Basic Training ... Call JP Morgan Chase: 1-800-270-7760 2. Email the ASU P-Card Administrators: pcard@asu.edu (we need the

Manager/Reviewer Responsibilities

• The P-Card manager will always be the first point of

contact for the department, and they can also be “a

reviewer.” If your department is large you may assign

several employees as P-Card reviewers. Only one

person is the P-Card manager

• Reviewers duties are best performed by someone in a

business manager or related position who has

thorough knowledge of ASU policies and procedures,

and has the authority to question transactions of

others

• A reviewer cannot function in this capacity for their

own P-Card statement or as a subordinate

Page 13: PCARD Basic Training - Arizona State University · PCARD Basic Training ... Call JP Morgan Chase: 1-800-270-7760 2. Email the ASU P-Card Administrators: pcard@asu.edu (we need the

Large Purchases.

• For single purchases over $5K:

- Email the name and last four digits of the card to

[email protected]

- Email or fax a copy of the quote/invoice

• Go to http://uabf.asu.edu/buying_sunmart to find a list

of ASU contracted vendors

• Request increases over $25K or over $50K by

completing the appropriate transaction increase

request form found on the P-Card website

• Any purchase of capital equipment costing $5,000 or

more MUST have a copy of the transaction receipt

sent to Property Control

Page 14: PCARD Basic Training - Arizona State University · PCARD Basic Training ... Call JP Morgan Chase: 1-800-270-7760 2. Email the ASU P-Card Administrators: pcard@asu.edu (we need the

Delegation of use and Splitting

• We do not recommend that you allow others to use your card:– However in isolated cases the Delegation of Use Form can be

used. Students may use the P-Card at the discretion of the cardholder.

• It is against P-Card Policy to split transactions to circumvent the single transaction card limit.

Page 15: PCARD Basic Training - Arizona State University · PCARD Basic Training ... Call JP Morgan Chase: 1-800-270-7760 2. Email the ASU P-Card Administrators: pcard@asu.edu (we need the

Department Cards

• The Department Card is a card that is assigned to a department - not to a specific individual.

• If you choose this type of card and have a dispute, JPMorgan will not act on your behalf.

• All disputes on Department Cards must be handled between the department and the vendor

• We highly recommend using the Transaction Log Sheet if you have a Department Card

Page 16: PCARD Basic Training - Arizona State University · PCARD Basic Training ... Call JP Morgan Chase: 1-800-270-7760 2. Email the ASU P-Card Administrators: pcard@asu.edu (we need the

Declining Balance Cards

• Declining Balance Card - this card has a specific

amount allocated to the card. The card balance

declines as the card is used (like a gift card)

• Additional funds can be added to the card when, or

if, needed

Page 17: PCARD Basic Training - Arizona State University · PCARD Basic Training ... Call JP Morgan Chase: 1-800-270-7760 2. Email the ASU P-Card Administrators: pcard@asu.edu (we need the

Affiliate travel

What’s an affiliate? All ASU Faculty, Staff and Students

ASU affiliate airfare and registration fees are allowed on

the P-Card, and recommended

All other affiliate travel expenses (lodging, food, car rental) are not allowed . These expenses are reimbursable and must be handled through the completion of a Travel Claim Form

Page 18: PCARD Basic Training - Arizona State University · PCARD Basic Training ... Call JP Morgan Chase: 1-800-270-7760 2. Email the ASU P-Card Administrators: pcard@asu.edu (we need the

Group Travel

• All group travel must be authorized in advance using the Student Team/Group Travel Authorization Form

– Airfare and conference registration is allowable

– All other charges must be done on a reimbursable basis for the out-of-pocket expenses– Expenses will be paid by the responsible employee

traveling with the group.

– The responsible employee can request a Diners Club University Travel Card through Financial Services.

Page 19: PCARD Basic Training - Arizona State University · PCARD Basic Training ... Call JP Morgan Chase: 1-800-270-7760 2. Email the ASU P-Card Administrators: pcard@asu.edu (we need the

Business meals

- Business meals and related expenses may be charged to the PCard. However the card being used must be tied to a local account, the Business Meals and Related Expenses Formmust be completed and kept with the receipts in the department’s files.

Page 20: PCARD Basic Training - Arizona State University · PCARD Basic Training ... Call JP Morgan Chase: 1-800-270-7760 2. Email the ASU P-Card Administrators: pcard@asu.edu (we need the

PCard and Advantage

• Transactions are downloaded into Advantage 5 calendar days after the transaction post date in the JPMorgan PaymentNet system

• All transactions are entered into Advantage using a Mapper program that assigns Object/SubObject codes based on the Merchant Category Code for the supplier.– A1 Books - MCC 5942 - Bookstores - maps to 732069 - Book

Reference Material

– Sweetwater Sound – MCC 5732 – Electronic Sales – maps to 732525 –AV/ Broadcast/Photo Equipment

Page 21: PCARD Basic Training - Arizona State University · PCARD Basic Training ... Call JP Morgan Chase: 1-800-270-7760 2. Email the ASU P-Card Administrators: pcard@asu.edu (we need the

Reporting Lost or Stolen Cards

1. Call JP Morgan Chase:

1-800-270-7760

2. Email the ASU P-Card Administrators:

[email protected] (we need the paper back-up of the email

for our files)

Page 22: PCARD Basic Training - Arizona State University · PCARD Basic Training ... Call JP Morgan Chase: 1-800-270-7760 2. Email the ASU P-Card Administrators: pcard@asu.edu (we need the

Transactions Declining

• What if my card is declined?

– Make sure the supplier entered it correctly - double

check the expiration date and/or the security code –

many times these are the reason for the decline

– During work hours contact your ASU P-Card

Administrators, Gale Horney at 965-0658 or Edward

Elliott at 965-7273.

– Call JPMorganChase 1-800-270-7760 after 5:00 PM

Page 23: PCARD Basic Training - Arizona State University · PCARD Basic Training ... Call JP Morgan Chase: 1-800-270-7760 2. Email the ASU P-Card Administrators: pcard@asu.edu (we need the

Transferring a PCard

• Cards are issued to an individual using their ASU ID and

password, therefore cards cannot be transferred and must be

closed

Page 24: PCARD Basic Training - Arizona State University · PCARD Basic Training ... Call JP Morgan Chase: 1-800-270-7760 2. Email the ASU P-Card Administrators: pcard@asu.edu (we need the

Canceling a PCard

• Notify your Purchasing Card administrators:

– E-mail: [email protected]

Cut the card into pieces; for added security dispose of

the card in different trash containers

• If you are leaving your current ASU department

you must cancel your card no later than your last

day in the department

Page 25: PCARD Basic Training - Arizona State University · PCARD Basic Training ... Call JP Morgan Chase: 1-800-270-7760 2. Email the ASU P-Card Administrators: pcard@asu.edu (we need the

Need help with PCard questions?

[email protected]

Your P-Card Administrators:

• Gail Horney – 965-0658

• Edward Elliott– 965-7273

• Patty Taylor – 965-1816

• Fax: –965-2234

THANK YOU