Procurement Card (P-Card) Training

Program

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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

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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

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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

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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”

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Cardholder Responsibilities

• Submit statements to the Procurement office before the 18th 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

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Monthly Statements

• If there is activity, Cardholder will receive a P-Card statement from JP Morgan Chase by the 10th 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)

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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

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PaymentNet Login

Procurement Services (202) 319-5044

www.paymentnet.com 9

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)

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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

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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)

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Questions

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