PLYMOUTH STATE UNIVERSITY Purchasing Card Program

1
PLYMOUTH STATE UNIVERSITYPurchasing Card Program

• Cardholder Training
• Revised January 2005

2
Cardholder Responsibilities

• Protect the card do not leave it in view. The
  card should be kept in a locked desk drawer or
  file cabinet when not in use.
• 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 supervisor, others in your
  department or a student worker.

3
Cardholder Responsibilities (Contd)

• Stay within the established card limits and
  within allocated department budget. It is a
  violation to split a payment into more than one
  transaction to allow a purchase that is over your
  card limit. If you need your limit increased,
  please contact your Account Manager.

4
Cardholder Responsibilites (Contd)

• Review transactions via email daily. You will
  receive email notification of each purchase,
  generally within 2-3 days. These notifications,
  as well as your monthly statement, come from
  Banner Pcard. 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.

5
Cardholder Responsibilites (Contd)

• Assist with the resolution of any disputes that
  might arise.
• Submit documentation for purchases to your
  Account Manager in a timely manner as determined
  by your department.
• Ask your account manager questions in advance of
  purchase, when in doubt.
• Purchase on contract-Enterprise auto rental
  -OfficeMax for office supplies.

6
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.
• Remember unlike a personal account, your
  department 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.

7
Authorized Purchases

• Enterprise Car Rental is the only rental agency
  allowed because they are the contracted supplier
  for this service.
• Postage, including US Postal Service, FedEx, UPS,
  etc.
• Printing and copying expenses
• Short term rental of equipment, with no intent of
  eventual purchase
• Subscriptions

8
Authorized Purchases

• Supplies any items necessary for the day-to-day
  operation of your department. Includes office
  supplies, items needed for maintenance repair
  (but NOT repair services), equipment valued at
  LESS than 3,000.
• Conference registration fees.
• Membership dues fees that are departmental or
  institutional only. This excludes personal
  memberships.

9
Authorized Purchases

• Library acquisitions for your department books,
  CDs, DVDs, movies, etc.
• Advertising expenses, EXCLUDING Help Wanted

10
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
• SERVICE of any kind
• Telephone equipment
• Travel related expenses
• Purchase from an employee or where a conflict of
  interest exists

11
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 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.

12
Disputes Involving Your Card

• If a dispute arises over a charge on your Pcard,
  the first step is to contact the merchant. Many
  times the problem can be resolved quickly with
  just a phone call.
• If this is unsuccessful, call BankOne 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 banks investigation.If the bank later
  finds in favor of the merchant, the credit will
  be reversed.

13
Documentation

• You must provide the original invoice or sales
  slip to your Account Manager as soon as possible
  preferably the day of purchase.
• 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 in your department. The
  business purpose for EVERY transaction must be
  clearly stated in writing. The actual location of
  any non-consumable item should be indicated.

14
Contact Information

• If you have a question or problem and your
  Account Manager is not available, please contact
  the
• Campus Card Administrator for assistance
• Emily Clark X2246
• Eclark_at_plymouth.edu
• Lost or Stolen Card call BankOne
• 1-800-316-6056