2. Procurement Card (P-Card) Training Program 1

3. Purpose of Procurement Card Program Provide increased purchasing flexible to departments for small/medium purchases Reduce Paperwork and improve operational efficiencies by eliminating the need for requisitions Type of Procurement Card Program VISA Card Issued by JP Morgan/Chase Commercial Card Solutions Can be used with merchants that accept VISA credit cards 2

4. Process How to get a P-Card? Department head/Org manager submits an application authorizing the issuance of a card Department head submits the type of usage, spending limits, valid default accounting data and reviewer/approvals designation Reviewed by GC for correct Chartfield information Who can get a P-Card? Anyone authorized by department head based on individual duties and responsibilities 3

5. Benefits What are the Benefits of a P-Card ? Reduce invoices Reduce the need for employee reimbursements Purchases are made faster and more flexible Streamlines the acquisition process Delegated Procurement authority 4

6. Checklist Once the card has been issued: Verify if MD/DC Tax exempt ID number on top front of card Verify your information Activate your card No Payroll Signature, Note back of Card as: “Ask for ID” 5

7. Cardholder Responsibilities Submit statements to the Procurement office before the 18 th of each month Utilize the card for business purposes ONLY Protect the card from theft and/or misuse Reconcile charges in a timely manner with correct chartfield(s) Be aware of department’s budget and regulations Don’t pay sales & use tax Submit statements with second reviewer approval’s signature Maintain all receipts through the fiscal year following the date of purchase Notify the Purchasing Department of any Billing Discrepancies/indicated on statement 6

8. Monthly Statements If there is activity, Cardholder will receive a P-Card statement from JP Morgan Chase by the 10 th of each month Cardholder will reconcile the monthly statement with their original receipts Cardholder can be given the ability to retrieve P- Card statements via JP Morgan Chase payment net online system ( shown on next page ) 7

9. CUA Restricts all Cards from Being Used for the Following Transactions: Computers and laptops (regardless of price) Hazardous Materials Wireless Telecommunication Devices(contact CPIT) Alcoholic Beverages Gift Cards Donations Automotive Repairs Pharmacy & Drugstores Employee Moving Expenses Jewelry/Precious Metals PayPal Travel / Entertainment/Food 8

10. PaymentNet Login Procurement Services (202) 319-5044 www.paymentnet.com 9

11. Penalties for Violating Procurement Card Policy First Offense- The Procurement Office will send an email or written notice of policy violation or misuse of Procurement Card. Second Offense- The Procurement Office will issue a warning notification of 30 day suspension of Procurement Card. (copies are sent to department supervisor) Third Offense- The Procurement office will issue a CANCELLATION letter to the card holder and cancel the card. (copies are sent to department supervisor) 10

12. Lost or Stolen P-Cards During Business Hours: - Notify the P-Card Program office IMMEDIATELY -Notify University Public Safety Office (202) 319-5111 -Notify your Departments Supervisor After Hours: - Notify JP Morgan Chase 24 Hour services directly at 1- 800-270-7760. - Replacement card will be mailed to Procurement Office within three (3) business days 11

13. Canceling a P-Card The department manager/head is responsible for notifying the P-Card coordinator regarding any change in a Cardholder’s employment status P-Card is returned to the P-Card coordinator Cardholder must reconcile any outstanding transactions Notify P-Card coordinator if the cardholder is on an extended leave of absence (sabbatical) 12

14. Questions 13