EWU PCard Tutorial

PCard Contacts

• Purchasing– Michael Pflieger, PCard Administrator, 359-6804,

mpflieger41@ewu.edu– Bill Santiago, PCard Administrator, 359-6604,

bsantiago@ewu.edu– Call or email Purchasing to:

• Make changes to cardholders profile• Deactivate/close a cardholder’s account• Clarify PCard policies and procedures• Resolve declined transactions• Report a lost or stolen card (after you have contacted JP

Morgan Chase).

PCard Contacts

• JP Morgan Chase– 1-800-270-7760, 24 hours/day– Call PaymentNet Customer Service to:

• Report a lost or stolen card (call immediately)• Request further information on a charge• Dispute a charge (after you have contacted the merchant)

Introduction

• Procurement Card = Purchasing Card = PCard• All PCard information including the PCard Manual and Cardholder

and Approver Applications can be found at http://access.ewu.edu/Purchasing/Procurement-Card-Info.xml .

• Completion of the PCard Tutorial is the first step and a prerequisite for acquiring a PCard. Everyone who touches the PCard needs to take the training including cardholders, approvers, and reconcilers.

• The PCard training is convenient and will take approximately 30 minutes to complete.

Introduction

• Upon completion of this tutorial and passing the short quiz, prospective Cardholders and Approvers will fill out an application and submit it to Purchasing, 218 TAW.

• After the Purchasing Department receives and reviews the Cardholder and Approver applications, it will take approximately 1-2 weeks to process and issue a PCard.

• The Purchasing Department will provide cardholders access to the PaymentNet website with a user ID and generic pass phrase. Please change your pass phrase immediately.

Benefits of a PCard

• VISA credit card issued by JPMorgan Chase to be used by official University staff for the purchase of low-value non-restricted materials.

• Reduces small dollar requisitions and petty cash reimbursements.

• Allows online reconciliation of payments.• Reduces order and delivery time.• Improves campus efficiency.• Provides quicker turnaround times.• Reduces paperwork.• Greater flexibility in ordering.

PCard Overview

1. Cardholder makes purchases.2. Cardholder reviews and edits transactions online.3. Cardholder matches physical documents to online transactions.4. Cardholder reconciles all transactions.5. Approver reviews and signs Monthly Transaction Detail w/Account

Codes & Notes.6. Accounts Payable downloads the reviewed transactions from the

credit card website to the accounting system.7. Purchasing Department performs reviews of records.

Examples of PCard Misuse

• Purchasing items that are not allowed.• Prohibited item list – refer to Manual.

– Small and Attractive items.• Purchase not authorized by Budget Authority or Approver.• Dividing orders to avoid exceeding the single transaction

limit, which is the informal, competitive quote limit.

• Failure to follow review procedures.• Review and edit transactions by 3rd working day of the

month.• Submit appropriate paperwork to Approver by 10th working

day of the month.• Provide adequate documentation for purchases.

Safeguarding Your PCard

• The card itself and the account number must be retained in a secure location.

• Notify Purchasing and Approver of change in Cardholder status e.g. transfers to another department or leaves the university.

• Report a lost or stolen PCard to JP Morgan Chase (1-800-270-7760) and to Purchasing.

• Report suspicious activity to JP Morgan Chase and to Purchasing.

Lending Your PCard

• If the PCard is lent out, the cardholder is responsible for the use of the card.

• Individual borrowing the PCard should be given explicit instructions on its use.– A valid detailed receipt must be turned in with the card.

• Time frame should be given of when the PCard should be returned.

• Sign out log is recommended. See the Pcard manual for an example.

PCard Ordering

• PCard Limits:– 15 daily transaction limit– $9,999 single transaction limit– $28,000 monthly limit

• Declined PCard Transactions– Contact Purchasing via email if your PCard is declined for any

reason.• Provide the merchant name, description, and date of transaction.

PCard Ordering

• Request a complete, detailed receipt to accompany the shipment.

• Give accurate delivery information. Orders are ordinarily delivered directly to the address provided.

• If the package cannot be left at the department, it will be delivered to the Receiving Warehouse.

• Inspect the shipment upon receipt and promptly follow up with the merchant to resolve any problems with delivery, damaged goods or other discrepancies.

PaymentNet Overview

• Enables you to access your transaction data 365 days a year/20 hours a day.

• It is recommended that you review your transactions on the PaymentNet website within five working days.

• Every transaction must be reviewed online by the 3rd working day of each month.– Your department default index code will be charged if

transactions are not reviewed by this date.– The cardholder and approver will be responsible for submitting

corrective paperwork if the default index code is charged.

Accessing PaymentNet

• https://www.paymentnet.jpmorgan.com• You will be required to make three

entries: – Organization ID = US00125 – User ID - Provided by Purchasing

when cardholder picks up card– Password - Provided by Purchasing

when cardholder picks up card• When you log on the first time you will

need to change your pass phrase.

PaymentNet Main Menu

Reviewing PCard Transactions

• Select the Transactions option from the main menu.

• The Transaction Manage enables users to review those transactions which have been posted.

• Users can assign index and account codes to each transaction, split transactions between multiple accounts and run reports.

• You will be notified via email when transactions are ready to be reviewed.

Reviewing Transactions in PaymentNet

• For every transaction you must do the following: – Verify that the six digit Banner

Index or Fund Code and description are correct.

– Select the appropriate Banner Account Code.

– Choose Yes or No for the Usage Tax

– Type a detailed short description to describe the purchased item.

– Place a check in the “Review” box in the top left hand corner.

– Press the Save button.

Reviewing Transactions in PaymentNet

Usage Tax Washington State RCW 82.12• Use tax is a tax on the use of goods or certain services in Washington when

sales tax has not been paid. • Out-of-state vendors usually do not (and should not) charge sales tax

unless they have a presence in Washington State. EWU however still pays tax on all taxable transactions regardless of if it was charged by the vendor.

• When to use the “Yes” or “No” when reconciling your transaction in PaymentNet:– You must refer to your corresponding invoice/receipt to determine if use

tax needs to be paid.– If the item is taxable, but the vendor did not charge you sales tax, select

“Y”, which indicates that Usage Tax is due.– If the item is taxable and the vendor charged you sales tax, select “N”,

which indicates no Usage Tax is due.– If the item is not taxable and you did not pay sales tax, select “N”, which

indicates that no Usage Tax is due.

Disputes

Always attempt to resolve disputes with the merchant first.

Formal Disputes

You may formally dispute a transaction when:• The merchant will not work with you to rectify the issue.• You did not authorize a charge or do not recognize a

charge.• There is a difference between the amount you authorized

and the amount you were charged.• You find duplicate charges.• Your account does not reflect a credit you have been

issued by a merchant.• You didn’t receive the goods.• The merchandise is defective.

Formal Disputes

• The disputed item will be paid.• The disputed transaction must be documented in writing

within 60 days of the transaction.• Log the disputed item online at the PaymentNet website

or call PaymentNet Customer Service at 800-270-7760.• PaymentNet will instruct the cardholder to provide

specific information regarding the dispute.• Review the transaction in PaymentNet as you would any

other transaction.• If a credit is due, it will be reflected on PaymentNet.

Submitting Documents

• At the end of each month, submit documents to:• Approver• Grant and Research Development (if applicable)

• By the last Friday of July, submit original records for the previous fiscal year to Purchasing:

• Monthly Transaction Detail w/Account Codes & Notes report signed by Approver.

• Transaction Detail Record signed by Budget Authority.

• Original receipt/invoice for each transaction.

Quiz

CONGRATULATIONS, YOU'VE COMPLETED THE PCARD TRAINING! NOW TAKE THE PCARD Quiz . Please remember that the Cardholder and the Approver must take and pass the quiz.

• After taking the quiz, the Cardholder must complete and submit a Cardholder Application to Purchasing (218 TAW).

• After taking the quiz, the Approver must complete and submit an Approver Application to Purchasing (218 TAW).

• Once we receive and review both applications and verify that quizzes have been taken and passed, Purchasing will order a PCard for the cardholder.

PCard Quiz Linkhttp://web.ewu.edu/groups/purchasing/PCard%20Quiz/PCard%20Quiz.html