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Pcard Program Cardholder Training
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Pcard Program Cardholder Training

Jan 02, 2016

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Pcard Program Cardholder Training. WELCOME!. Training Agenda. Overview of Program Definitions for Purchasing Card Policies & Procedures PaymentNet System Training Questions & Answers. Program Overview. P-card is accepted wherever credit cards are accepted. - PowerPoint PPT Presentation
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Page 1: Pcard Program Cardholder Training

Pcard ProgramCardholder Training

Page 2: Pcard Program Cardholder Training

Training Agenda

I. Overview of Program

II. Definitions for Purchasing Card

III. Policies & Procedures

IV. PaymentNet System Training

V. Questions & Answers

Page 3: Pcard Program Cardholder Training

Program Overview

• P-card is accepted wherever credit cards are accepted.

• Online reconciliation process allows for high levels of control over your account.

• P-card is intended for almost all small dollar purchases that would otherwise require submission of a purchase requisition.

• P-card should be used for repetitive purchases that will not exceed a $2,000 to $3,000 total in a given calendar year.

• P-card Policies & Procedures are strictly enforced and audited by both Purchasing and Internal Audit Departments!

Page 4: Pcard Program Cardholder Training

Quick Definitions of P-Card Terminology

• P-Card- Credit card issued to you by the Purchasing Department for small dollar purchases

• PaymentNet- The Bank’s online tool you will use for reconciliation

• Electronic Statement & Payment- Online option at PaymentNet site for viewing and printing statements

• MCC- A four digit numeric Merchant Commodity Code; assigned by Visa to each merchant

Page 5: Pcard Program Cardholder Training

Policies & Procedures

Activation codes will be supplied to you during this training

session today. SAVE THIS

INFORMATION!!

Social Security Number? Mother’s Maiden Name?!!

These are terms the bank uses; Temple University uses the

security code you supplied on your application & the last 4 digits of

your TUID.

We do not know, ask for, or utilize your SS# or Mother’s maiden

name!

ACTIVATING YOUR CARD

Page 6: Pcard Program Cardholder Training

Policies & ProceduresBILLING CYCLE

• Each billing cycle starts the 21st of the month and ends the 20th of the following month.

• You may review charges for a current cycle at any time during that cycle, but MUST review them ALL by the close of business on the 21st.(It is for this reason that Purchasing highly recommends that you mark the 21st of each month on your calendar to do a ‘final sweep’)

• After the 21st of a particular month, you will no longer see the ‘old’ charges when you log in. You will only see charges for the current billing cycle.

• The bank will send out reminder emails every other Monday to cardholders that have made charges. This is a courtesy email only. You will NOT receive an email every time you have a transaction to review, and must check before and/or on the 21st of each month.

Page 7: Pcard Program Cardholder Training

Policies & ProceduresUNALLOWABLE PURCHASES

Listed on the last page of the Policies & Procedures and available on Purchasing’s website.

Cannot use P-card for merchants with whom Temple University already has contract pricing, including:

…Or for On-campus vendors with whom the University has contracts, for example classes taken at any Temple Campus or:

…Or for Travel

Conference registration: Yes…Hotel Rooms: NO

Page 8: Pcard Program Cardholder Training

Policies & ProceduresUNALLOWABLE PURCHASES

Sustainability Policy

…mandates that University employees may purchase only appliances and equipment that are Energy Star Certified when that rating exists within a particular product category. 

Please review the Department of Sustainability website for more information: www.temple.edu/sustainability.

Page 9: Pcard Program Cardholder Training

Policies & Procedures• Standard Purchasing Card limit

– $2,000 per transaction is the University maximum• Splitting of transactions to meet single limit

requirement is PROHIBITED!• Only a cardholder may make transactions on

their card– See User Access Form to allow another to review

your transactions (user still may NOT use your card).– Contact Anna to suspend your card if you take a

leave of absence, or to cancel your card if you leave the Department or University.

• Purchasing cards are to be used for Business Purposes only!

Page 10: Pcard Program Cardholder Training

Policies & ProceduresDECLINES

A decline may occur for many reasons. As the cardholder, you must contact the bank to

determine the reason for a decline.• Call the # on the back of your card.• Be prepared to supply two access numbers that you are receiving

today and have been asked to save for future.• Bank will only speak to the cardholder.• If the bank advises that the ‘MCC code is blocked’, obtain from them

the 4-digit code as Purchasing will need it.• If the decline is an MCC code, contact Purchasing to lift the block on

that code. Purchasing will lift the block if the purchase is allowable. Purchasing cannot change transaction/monthly limits without authorized approval (signature authorization)

Page 11: Pcard Program Cardholder Training

Policies & ProceduresDECLINES CONTINUED

Example in which Purchasing may be contacted to assist:

MCC BLOCKSVisa classifies merchants, not individual commodities, by a 4-digit MCC.

Suppose you wish to purchase a plaque, but your card is declined. The bank advises you that the MCC is closed to your card because the firm also sells jewelry (which would be an unallowable gift purchase).

Since your intent was to purchase an allowable item, you should contact Purchasing so that we may have the block lifted. The vendor can then re-run the charge.

Please note, if Purchasing determines that your desired transaction does not qualify as allowable, We cannot lift the block.

Page 12: Pcard Program Cardholder Training

Policies & ProceduresSALES TAX

Temple University is officially classified as an Instrumentality of the Commonwealth of Pennsylvania.

As such, we are exempt from sales tax in PA and in many other states, as listed on Appendix A of your policies.

•IF a vendor charges you sales tax but should not have, you will need to contact them to have that tax credited back to your card.

•A Vendor may require proof of our exempt status. We are NOT issued a # by the state, like some other entities. Purchasing DOES have formal documents for each state in which we are exempt. We can fax the appropriate form to the vendor, or, if you are going to the store, we can give their form directly to you.

•Purchasing must monitor sales tax charges and will contact you if sales tax was charged to your card. Please keep in mind that it is your responsibility to ensure that your card is not charged tax for transactions in exempt states.

Need a Sales Tax Exempt Certificate? Email Anna; [email protected] or Call Purchasing’s Receptionist at 1-7685. Please have ready the vendor name, address, fax

number, and any applicable order reference information!

Page 13: Pcard Program Cardholder Training

Policies & ProceduresAUDITS

Purchasing & Internal Audits will perform periodic random audits on card accounts to ensure compliance to the Purchasing Card Policies & Procedures.

You MUST keep receipts and back-up documentation of all paperwork related to each transaction performed on your card.

You MUST keep your card in a secure location

You MUST review all transactions that post to your paymentnet account (discussion of paymentnet to follow herein).

You MUST reply to inquiry emails, to avoid adverse action being taken against your account, as per the P-card policies & procedures.

•Internal Audits

Internal Audits will audit the P-card program twice a year. If they contact you to set up an appointment, you will be asked to present your receipts and back up documentation.

•Purchasing Department Audits

Purchasing will audit transactions on a monthly basis. If your transaction is selected, you will receive an email requesting specific information. It will be your responsibility to respond to the email in a timely manner.

Page 14: Pcard Program Cardholder Training

PaymentNet System Training PaymentNet System Training Monthly Reconciliation ProcessMonthly Reconciliation Process

Lowercase Lowercase letters letters only!only!

LOGGING IN:

Login• www.paymentnet.com• Enter Org ID• Enter User ID• Enter Pass Phrase• Click Log In Now

Page 15: Pcard Program Cardholder Training

Forgot Your Pass PhraseForgot Your Pass Phrase

Cardholders will be sent a 16 digit Computer Generated Pass Phrase via email once email address is verified in the system

Enter:

Organization ID

User ID

E-Mail Address

Page 16: Pcard Program Cardholder Training

PaymentNet Welcome Screen

To review your transactions, choose PAYMENTNET.

To review a statement from a previous period, choose ELECTRONIC STATEMENT

Page 17: Pcard Program Cardholder Training

Transaction List Screen

To view more detail click anywhere along the row.

If the charge is correctly allocated, click the Reviewed box & a check mark will appear and stay.

Page 18: Pcard Program Cardholder Training

Transaction Detail

Notice options to ‘save’, ‘split’ to different cost centers or ‘dispute’ questionable charges.

Default account code values appear with every transaction. Cardholders can change or correct default information as needed.

All cost centers tied to your Pcard will be available in this drop down menu.

Page 19: Pcard Program Cardholder Training

Splitting Transactions

Program Administrators set the number of splits available up to 99.

Page 20: Pcard Program Cardholder Training

Disputing Transactions

• Transaction Dispute icon: click to view the detail for a dispute

Color of Icon:

• Yellow: Dispute has been initiated

• Red: Dispute has been received and is being worked by the Dispute Resolution Team

Page 21: Pcard Program Cardholder Training

Questions & Answers