PLYMOUTH STATE UNIVERSITY Purchasing Card Program Cardholder Training Updated February 2012

Cardholder Responsibilities Protect the card – do not leave it in view. The card should be kept in a locked desk drawer or file cabinet when not in use. Comply with all policy & procedures. Remember, the Pcard is for your use only – do not loan your card or account number to anyone else to use, including your supervisor, others in your department or a student worker.

Cardholder Responsibilities (Cont’d) Stay within the established card limits and within allocated department budget. It is a violation to split a payment into more than one transaction to allow a purchase that is over your card limit. If you need your limit increased, please contact your Account Manager.

Cardholder Responsibilites (Cont’d) Review transactions via daily. You will receive notification of each purchase, generally within 2-3 days. These notifications, as well as your monthly statement, come from “Daily Pcard Notice”. You must verify that each transaction is valid. A transaction that you do not recognize is often the first indication that your account number has been stolen.

Cardholder Responsibilites (Cont’d) Assist with the resolution of any disputes that might arise. Submit documentation for purchases to your Account Manager in a timely manner as determined by your department. Ask your account manager questions in advance of purchase, when in doubt. Purchase on contract-Enterprise & Merchants Van and Truck vehicle rentals -OfficeMax for office supplies.

Lost/Stolen Card- What To Do If your card or number is lost or stolen, the CARDHOLDER must notify JPMorgan Chase IMMEDIATELY. Call to report the loss. The number is available 24 hours a day, 365 days a year. We recommend that you enter this number in your cell phone for immediate reporting access. Remember – unlike a personal account, your department will be responsible for all charges made against a lost/stolen credit card, up until the time the card is reported lost. It is very important that the call be made immediately.

Authorized Purchases Enterprise Car and Merchant Van and Truck Rentals are the only rental agencies allowed because they are the contracted supplier for this service. Postage, including US Postal Service, FedEx, UPS, etc. Printing and copying expenses Short term rental of equipment, with no intent of eventual purchase Subscriptions Library acquisitions for your department – books, CDs, DVDs, movies, etc. Advertising expenses, EXCLUDING “Help Wanted”

Authorized Purchases Supplies – any items necessary for the day-to-day operation of your department. Includes office supplies, items needed for maintenance & repair (but NOT repair services), equipment valued at LESS than $5,000. In some instances, a purchase will be considered capital equipment even though the individual components of the purchase may be less than $5,000 each. Please check with Purchasing first when buying any type of “system” made up of multiple components that will function as one unit. Conference & registration fees. Membership dues & fees that are departmental or institutional only. This excludes personal memberships.

Unauthorized Purchases Advertising – “Help Wanted” Alcohol Ammunition Automotive repairs Awards, Gifts, Prizes Capital equipment – any single item costing $5,000 or more Cash advances Construction/renovation Consulting services Donations Entertainment/Hospitality Equipment Flowers Gasoline (rental vehicles only) Hazardous materials Lease/rentals (real property & lease/purchase) Meals Personal items, regardless of intent to reimburse Services of any kind – (ex, installation of items, labor, sole proprietors) Telephone equipment Travel & related expenses Purchase from an employee or where a conflict of interest exists

Pcard Exceptions If you find that you regularly need to make purchases that are on the unauthorized list, please talk to your account manager about obtaining an exception on your card to allow the purchase. Your account manager will then request an exception via to the Campus Card Administration and justify the request with the business details. Remember, the exception is not in effect until approved. Please request exceptions to policy in advance of purchase and allow time for your request to be processed.

Disputes Involving Your Card If a dispute arises over a charge on your Pcard, the first step is to contact the merchant. Many times the problem can be resolved quickly with just a phone call. If this is unsuccessful, call JPMorgan Chase Customer Service at You will need to answer any questions and fill out any forms requested by the bank. When you lodge a dispute, your account will be credited immediately. Your department may still be responsible for the charge pending the outcome of the bank’s investigation. If the bank later finds in favor of the merchant, the credit will be reversed.

Documentation You must provide the original invoice or sales slip to your Account Manager as soon as possible – preferably the day of purchase. Your Pcard Account Manager is required to make accounting adjustments within 7 days of the transaction, so the invoice will be required ASAP. The “5 Ws” – who, what, when, where, why must be included on all documentation. Add details to receipts as necessary, or provide this information to your Account Manager so that she/he can add the information to the file. The business purpose for EVERY transaction must be clearly stated in writing. The actual location of any non-consumable item should be indicated. Any purchases over $5,000 must have detailed information in FAAINVT – required by purchasing.

Contact Information If you have a question or problem and your Account Manager is not available, please contact the Campus Card Administrator for assistance: Mary-Ellen Godville Ext 2252 Lost or Stolen Card call JPMorgan Chase