VSA Pcard Training

Program Overview The P-Card program provides an efficient, cost effective method of purchasing and paying for small dollar transactions. The program is designed to reduce numerous processes including reimbursements, low dollar checks, and small-dollar purchase orders. All Pcard requests must be approved by Robyn Lin – Chair of Finance. The P-card allows you to purchase goods and services directly from vendors. Each card is the property of the College and is to be used ONLY for College purchases as defined in our Policy and Procedures that each one of you signed prior to receiving your card. The P-card is similar to a standard charge card, except payment is made by the College. Each card is linked to your Organization. FD800CC409298xxxxxxxxx The limits are set by Robyn Lin – Chair of Finance. Limits can be increased with approval from Robyn Lin – Chair of Finance. *Do not split a charge into multiple transactions* If your card declines you can contact Karen Gallagher 845-437-5845 or email kagallagher@vassar.edu

What are my responsibilities as a Cardholder? The cardholder is required to reconcile each charge on the statement to the corresponding original receipt. Review your monthly statements to ensure that all transactions listed are valid. Login to Paymentnet to review and reconcile your transactions. Change Spend Category to the appropriate account if needed. This must be done by the 5th business day of the month.(for prior month’s charges) Check the reviewed box on your transaction page. The monthly statement and all original itemized receipts are to be attached to the P-Card reconciliation form. The business purpose of each expense should be noted on the reconciliation form. The cardholder and Robyn Lin – Chair of Finance must sign and date the report/reconciliation form, reviewing the month’s activity. After reconciliation is complete, all P-card monthly statements, receipts and monthly reconciliation forms must be kept by departments in their files for a period of 7 years from the date of the statement.

Are you missing a receipt?

MISSING RECEIPT AFFIDAVIT When a receipt is lost or otherwise unavailable and all measures to obtain another have been exhausted, the Missing Receipt Affidavit should be completed. It should be signed by the employee and the employee’s supervisor and attached to your P-Card reconciliation form. Note: A Missing Receipt Affidavit is not necessary for tips. I am missing a receipt for: _____________________________________________ I incurred this expense at: ___________ on:________________ for:____________ Business Name Date Dollar Amount The receipt was (check applicable): ____Lost _______Never Received Other_____________________ The form of payment I used (check applicable): _____P-Card _______ Corporate Card Business Purpose of Transaction______________________________________________________ Person (s) involved (if expense is related to travel or entertainment)____________________ I understand that a Missing Receipt Affidavit should be used on RARE occasions and may not be used on a routine basis. I also understand that excessive use of this may revoke the privilege of providing a declaration in lieu of a receipt. I certify that the amount shown is the amount I actually paid; that I have not and will not seek a claim for these expenses from any other source. _________________ _________________ Employee Signature Supervisor Signature ____________________ __________________________ Employee Name (PRINTED) Supervisor Name (PRINTED) ______________________ _______________________ Date Date

Let’s talk about Tax All transactions made within the State of New York or that are shipped to the College are tax exempt. (Amazon is included) This includes local merchants as well. Please contact the Purchasing Department for our Tax Exempt certificate. If you are charged tax make sure you follow up to receive a credit. Our Tax Exempt number embossed on your credit card.

Have you been Audited? What are we looking for? Monthly random audits of Purchasing Card Activities and record keeping will be conducted by the Purchasing Department to ensure compliance to the Purchasing Card program terms and conditions. What are we looking for? Is your Pcard Expense Report/Reconciliation Form complete? Are all your receipts attached? If a receipt is missing, did you fill out the Missing Receipt Affidavit? Was Sales Tax charged? If yes, did you receive a credit? Was the Pcard Expense Reconciliation Form signed by Robyn Lin –Chair of Finance?

Remember to do the following: Keep card in a safe place. Do not share your card number with other students. Identify any disputed items and contact the JPMorgan 800-316-6056. Always obtain a receipt or similar document prior to reconciliation. Report lost/stolen or compromised cards to the Purchasing Department and/or JPMorgan 800-316-6056.

QUESTIONS? Contact Karen Gallagher – Purchasing 845-437-5845 or kagallagher@vassar.edu