PCard 101 Presented by Monica Cruz and Jeff Sembar

Frequently Asked Questions What are the differences of: an Individual PCard, Department PCard and a Corporate Travel Card? –An Individual PCard is an Individual credit card in the employees name to be used for University business expenses that are directly paid from University funds. –A Department PCard is a transferable credit card in the name of the department to be used for University business related expenses that are directly paid from University funds. –A Corporate Travel Card is an Individual Liability personal credit card in the users name to be used ONLY for University business related travel expenses and is paid for by the cardholder. Cardholder is responsible for full payment of all statement charges by the next billing.

Is eBay allowed on the PCard? –Yes Can we purchase food on the PCard? –Yes As long as it serves a business purpose and you have PCard Plus on the card. Can we use the PCard to book a hotel room? –NO! If I have Travel Enhancement can I purchase an airline ticket for a non-employee? –YES!, As long as the non-employee is a U.S. citizen or legal U.S. resident.

Can I let another employee use my individual PCard? –No! Can a student or part time employee get a PCard? –Yes, as long as they are under employment status of active A or retired/back B Who can request duplicate statements? –Cardholders or liaisons Can I use a Sponsored Projects account on a PCard Transaction? –Yes, all policies and procedures governing a sponsored account apply in the PCard Program. Note: Sponsored Project account numbers cannot be used as defaults. Note: Sponsored Project account numbers cannot be used on PCard Plus transactions.

Can associates or affiliates to the U of A get a PCard? –No, these employment status titles are not allowed to use the universities purchasing mechanisms When is month end? –Billing cycle date is the 6 th unless the 6 th is Sat. then it moves to the 5 th ; if the 6 th is Sun. then it moves to the 7 th. Limits refresh on the date following billing cycle date Could a department purchase a microwave for their break room? –No, this would be a personal purchase

Can you pay for a bartender on the PCard? –No Is paying for luggage for airlines allowed? –Yes, as long as it is a reasonable amount If there is an account we need and its not in PaymentNet what do we do? –You can call or send us an in the PCard office and we can get that added for you.

If we have a transaction that exceeds the purchase limit of $5000, can we split it up to allow it to go through? –No, this would be seen as a pyramiding violation If we have a $3000 single purchase limit, and an order is over that, can we split up the transaction to allow that to go through? –No, while this is not pyramiding since it does not exceed $5000, it is a violation of the established purchase limit by your department. How can we increase our single limits on our cards? –If it is a temporary increase, an from your liaison is acceptable. –If it is a permanent increase, we will need a change form signed by your liaison. –Note: No single limit can be above $5000

If I have a transaction that was charged a use tax however, the actual transaction was already taxed, what do I do? –You will do an RFAA want to contact your fund accountant for that account. If I have a transaction that was not assessed use tax and it should have been what do I do? –You will want to contact your fund accountant for that account. If we have a transaction that fell off before being reconciled and approve what do we do? –You will want to run a query for the transaction and enter a note stating that you reconcile and approve the transaction.

What is the difference between a disputable transaction and a fraudulent one? –Disputable transactions are merchant errors or errors in billing between the merchant and cardholder. Some examples include: multiple billing, billing wrong account, billing without receiving merchandise and billing on a cancelled order. –Fraudulent is defined as unauthorized transaction(s) made with a lost, stolen, compromised or counterfeit card/ card number. What should I do if I am about to dispute a transaction? –You should contact the PCard Office prior to initiation of a dispute. PCard Staff will review the scenario and provide information on the dispute process.

What should I do if I notice a fraudulent transaction in PaymentNet? –You should contact JPMorgan at and the PCard Office. The PCard staff will assist you regarding the Fraud process and provide instructions to take. My PCard is expiring soon do I need to contact the bank? –No, during the month that the card is to expire a card will be sent to the address associated with the PCard. If no card is received prior to one week of the expiration, you can contact the PCard Office for assistance.

DOs on the PCard allowable purchases Books Cell Phone Service Computer Equipment Conference Registration eBay * refer to PCard Policy Dues Laboratory Supplies Operation Supplies Professional Memberships Repairs Subscriptions

DONTS of the PCard unallowable purchase Purchases over $5000 Alcohol Animals Firearms/Ammunition Foreign Visitors Gifts/Donations Hazardous Materials Hotels Medical Services Pre-Paid Cards

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