1. Purchasing & Finance
Educational Seminar

2. 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

3. 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.

4. 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 an Affidavit of Fraud to be completed by bookkeeper/secretary
Bookkeeper will SunTrust completed form with copy to Purchasing & A/P

5. Increase Purchase Orders
Bookkeeper/secretary can increase purchase order up to $250.00
Increases over $ 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

6. 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 to your Administrator/Director when ing the request to Purchasing

7. “Remember”