Reconciler Tips and Tricks: Small Things to Make a Big Difference Maureen Lintel, Senior Buyer Contracting and Purchasing Services

Calling JPMC O Password: NAU#### (Last 4 digits of employee ID) O Always use the last 4 of employee ID if asked for SSN (Activation and calling in) O Information is what was listed on the original application. If you don’t know, just ask!

Reporting Fraud O Call JPMC ASAP O They will investigate and send you any paperwork needed. O A new card will be issued. O Charges transferred

Reconciling Fraud Charges O Verify the transaction O Write “fraud” in the public purpose O Transactions will be approved and post as normal. O The fraud charges will clear within 90 days.

When are transactions downloaded? O Every morning between 7-8 am O Previous day’s posting date O VISA sends the file

Transaction Date VS Billing Date O Transaction Date: The date the transaction was made.

Transaction Date VS Billing Date O Billing Date: The date the transaction posts to VISA.

Billing Date O Always go by the billing date for Reconciliation deadlines. O “As a reminder, P Card transactions for March billing dates are to be verified by end of business Friday, April 3 rd and approved by end of business Monday, April 6 th ”.

Example O A transaction is made on March 27 th, however, the billing date is April 3rd. Bob panics because Maureen’s says March transactions are due on April 3 rd. O No need to worry. BILLING DATE determines the Reconciliation. This transaction will not be due until May.

When do Transactions Post? O Friday Post Payments O Approved O Valid budget status O Final Post Payment O Beginning of the following month

Budget Errors O Check transactions for budget errors. You can filter the budget status to view any errors.

Budget Errors O Errors on Grant accounts: O Call Post Award Accounting so they can investigate the error O Project-/ Project-/ O Errors on State/Local accounts: O Call University Budget office so they can investigate the error O Sadie Hutchinson-Athletics/Extended Campus/President’s O Alisa Badenhorst-Provost/Research/EMSA O Christina Brown-ITS/Advancement/Finance and Admin O The same is for any budget reporting errors/questions

Closed Transactions O To view closed transactions, filter the statement status as “closed” O You cannot make any changes to closed transactions EXCEPT you are still able to upload documents to OnBase.

Temporary Limit Increases O We PREFER you pay for goods on your P Card! O Requesting temporary increases: O Between $5k-$10k O with a copy of the O $10k and above O Fill out a change request form (found on the P Card website) O with a copy of the quote and completed O Change request now requires JFR signature O You cannot pay for services with a P Card. O Why? O Exceptions

Adding/Deleting Speedcharts O Add/Remove a speedchart from a cardholders account: O with the cardholder’s name and O It is your responsibility to let us know when a speedchart is no longer valid. This is not monitored by Purchasing.

Switching Departments O When a cardholder switches departments, we have the ability to update their information on the same P Card. If you wish for them to obtain a new card, it is your responsibility to ensure Purchasing closes the old card. It will be the responsibility of the new department to request a new card.

Never Use Another Employee’s P Card! O Why? O Example O Liability

Questions? Thank you!