Student Accounting Department Card Training Revised February 2012.

Student Accounting Department Card TrainingRevised February 2012

Cardholder ResponsibilitiesProtect the card – do not leave it in view. The

card should be kept in a secure place at all times. You are responsible for its usage.

Return the card to Phil Atkinson (your Account Manager) as soon as your purchases have been made.

Comply with all policy & procedures.Remember, the Pcard is for your use only – do

not loan your card or account number to anyone else to use, including your advisor(s), others in your organization or another student.

Cardholder Responsibilites (Cont’d)Stay within the established card limits and

within the allocated budget of the organization.

It is a violation to split a payment into more than one transaction to allow a purchase that is over your card limit.

Your Account Manager will receive an email notification of each purchase, generally within 2-3 days.

Your itemized receipts must be turned in immediately to your Account Manager.

Cardholder Responsibilites (Cont’d)Assist with the resolution of any disputes that

might arise.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.

Submit documentation for purchases to your Account Manager in a timely manner as determined by the Coordinator of Student Activities Accounts.

Ask your Account Manager questions in advance of your purchase, when in doubt.

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 recommend to add this number to your cell phone for emergencies.

Unlike a personal account, your organization’s budget 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 PurchasesPostage, including US Postal Service, FedEx,

UPS, etc.Printing and copying expensesSupplies – any items necessary for the

day-to-day operation of your organization.Certain exceptions may be granted to

allow for items on the unauthorized list. You will know at the time of sign out.

Authorized Purchases

Your Account Manager will have a sign out sheet and an authorization letter for the responsible person who is going to make purchases. This may be required by the vendor when payment is made.

You are responsible for the card until it’s returned and the sheet has been properly updated.

Unauthorized Purchases Advertising – “Help Wanted” Alcohol Ammunition Automotive repairs Awards, Gifts, Prizes Capital equipment – any

single item costing $5,000 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 make purchases that are on the unauthorized list, please talk to your account manager about obtaining an exception on your card to allow the purchase.

Your account manager will then request an exception via email to the Campus Card Administrator and

justify the request with the business details.

Remember, the exception is not in effect until approved.

Please request exceptions to policy in advance of purchase and allow time for your request to be processed.

Disputes Involving Your CardIf a dispute arises over a charge on your Pcard – bring

this to the attention of your Account Manager. Then contact the merchant with your Account manager. 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.

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 itemized invoice, receipt or

sales slip to your Account Manager as soon as possible – preferably the day of purchase. Your Pcard Account Manager is required to make accounting adjustments within 7 days of the transaction, so the invoice will be required ASAP.

The “5 Ws” – who, what, when, where, why must be included on all documentation. Add details to receipts as necessary, or provide this information to your Account Manager so that she/he can add the information to the file.

Please check with your Account Manager to see how this will be handled with your organization. The business purpose for EVERY transaction must be clearly stated in writing.

The actual location of any non-consumable item should be indicated.

Contact InformationIf you have a question or problem and your Account

Manager is not available, please contact the Campus Card Administrator for assistance:

Mary-Ellen Godville Ext 5-2252

[email protected]

Lost or Stolen Card call JPMorgan Chase1-800-316-6056