Purchasing & Finance Educational Seminar

Procedures New Chip and Pin Cards Old Cards will be replaced with the new chip and pin cards Each cardholder will activate their card and assign a pin No card and pin sharing Each time a department/school card is checked out a new pin will need to be issued Instructions to assign and change pin

Updated P-Card Manual, Tip Sheet, Cardholder Agreement Form and Log Out Form Visa Manual Forms have been updated with new language for: Using Department/school cards New card users are to view online video Department/School cards are not guaranteed fraud protection. If SunTrust does not reconcile and close the fraud case, the department/school will be responsible for paying the fraud charges.

Procedures for Disputed Charges First contact vendor to credit the charge back to the P-Card If the vendor will not credit the purchase, contact Purchasing Purchasing will notify SunTrust SunTrust will issue a case # Purchasing will email an Affidavit of Fraud to be completed by bookkeeper/secretary Bookkeeper will email SunTrust completed form with copy to Purchasing & A/P

Increase Purchase Orders Bookkeeper/secretary can increase purchase order up to $250.00 Increases over $250.00 need to be sent to Purchasing Complete change order form On pay authorization write in “increased approved and the amount” The Administrator/Director will need to initial beside the increase amount If a new budget line is being used, write the new budget line on the pay authorization and cross through the old one

Increase P-Card Include in email to Purchasing: Reason Amount of transaction Cardholder Name Last four digits of card # Vendor name Request if this is for a single transaction limit to be removed or if the monthly spend needs to be increased If monthly spend needs to be increased, state amount of increase needed Timeline of transaction. (when the purchase is going to be made. If the increase is for travel, list the dates of travel. Copy (cc) the email to your Administrator/Director when emailing the request to Purchasing

“Remember”