UW ProCurement Card Online Training Class

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UW ProCurement Card

Online Training Class

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Table of Contents• Getting Started

2-5– Getting a ProCard

• ProCard Maintenance 6-9

– JPMorgan Chase Passwords– Modifying Limits or Defaults– ProCard Stewardship– Lost, Stolen or Canceled Cards

• Purchasing Regulations 10-11

– Department Policies• Purchasing with ProCard

12-22– What’s Permissible– M&E Tax Exemption– What’s Prohibited– Limit Increases

• Managing Expenditures 23-27

– Budget & Viewing Access– User Role Responsibilities

• Using JPMC PaymentNet

– Accessing Your Account 28-29

– User Roles 30

– Navigating PaymentNet 31

– Transaction List Screen 32

– Reviewing Transactions 33

– Transaction Detail Screen 34

– Assign Accounting Codes 35

– Splitting to Multiple Budgets 35

– “Add Use Tax” Column 36

– Disputes 37

– Enhanced Transaction Detail 38

– Creating Queries 39-40

– Creating an Export File 41-42

– Creating Trans Detail Report 43-48

– Displaying Employee Profiles 49

– Merchant Profiles 50

– Contact Information 51

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Getting Started

What is a UW ProCurement Card?

The University of Washington ProCurementCard is a Visa charge card for faculty and staff. Its function is confined to UW business purchases only, and should never be used for travel or personal expenditures.

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Getting Started

• expand purchasing options • streamline the small dollar purchasing

process • reduce the use of petty cash funds• reduce the number of requests for special

checks • eliminate the need to use personal funds

The UW ProCurement Card is designed to:

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Getting Started

UW Staff & Faculty• Discuss the need for a UW ProCard with your department

administratorHarborview Medical Center• All cardholders using HMC budgets must have prior approval

from HMC Finance. Please contact Cathi Silva ([email protected]) for further information

University of Washington Medical Center• UWMC ProCard applications must be approved by UWMC

Accounting. Send applications to Lynn Barnhart at UW mailbox at 359415

UW ProCurement Card applications are located at: http://f2.washington.edu/fm/ps/how-to-buy/procard/getting-started/application-forms

How to Get a UW ProCurement Card

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ProCard Maintenance

• An email is sent to cardholders providing card activation information.

• Save this information because you will need it whenever you contact JP Morgan Chase regarding your account.

After department administrator

approval, ProCard renewals are

automatic, and sent to cardholders in the

middle of the expiration month.

JPMorgan Chase Passwords

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ProCard Maintenance

• Transaction limit increases – Monthly or– Per single transaction

• Card default modifications such as:– Budgets– Object codes– Merchant blocks or– Employee profile information

Modifying Limits or Defaults

All requests for temporary or permanent modifications need to be emailed to ProCard Services (procard@u.)

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ProCard Maintenance

• Caution must be exercised in keeping account numbers secure & confidential– Lock up your ProCard or keep

it with you at all times– Keep documents (cardholder

statements) with account number information in a secure location

• Beware of all requests for Credit Card Information – Don’t reply to email requests

ProCard Stewardship

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ProCard Maintenance

• Lost or stolen cards must be reported immediately to JP Morgan Chase and then to UW ProCurement Card Administration

• Need to cancel a card?– Send email notification to

ProCurement Card Services– Destroy and dispose of the card

Lost, Stolen or Canceled Cards

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Understanding Purchasing Regulations

• Delegation of Purchasing Authority– Cardholder must be authorized to

acquire goods & services– Follow GIM 14 authorization

requirements for grants– Establish pre-purchase approval

procedures• Adhere to ethical guidelines• Use fair purchasing practices

– Bid or sole source above $3,300• Familiarize yourself with the UW

Business Diversity Program• Do not sign any supplier’s agreement

Department Policies

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Understanding Purchasing Regulations

• Establish strong & understandable purchasing controls

• Maintain accurate & complete records– Monthly Transaction Detail with Notes

Report & Accounting Codes – Transaction approvals– Invoices or Receipts– Packing Slips

• Original source documentation must be retained for 6 years by the department, NOT the cardholder

Department Policies

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Purchasing with the ProCard

$3,300.00maximum

Per transaction

NEVER SPLIT A PURCHASE TO GET UNDER THE

$3,300 TRANSACTION LIMIT

What can the ProCard purchase?The UW ProCurement Card is for official UW business only and in most circumstances can be used to purchase any item as long as it doesn't exceed the single transaction limit for the card and is an approved department expense allowable on a budget you have authority to use.

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• Conference registrations

• Materials & Supplies• Advertising placements (no monetary limit when pre-

approved) • Subscriptions • Books • Express Mail

• Food (when allowed by budget) • Event Planning

expenses up to $10,000 (when pre-approved)

• Printing or copying • Memberships • Utilities • Research tools &

supplies• Software

A sample of items that can be purchased:

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NO, NO, NO!!! Except………..

Well…. How about travel expenses?

The UW ProCurement Card must never be used for travel expenses. Never use it for airfare, lodging, rental cars or per diem meals.

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• Conference registrations may be charged to the ProCurement Card.

• It is permissible to use the ProCurement Card even if the packaged registration includes lodging and or meals.

Conference Registrations

Any options that are offered beyond the

packaged registration must not be included in the charge to the

card.

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• Machinery & Equipment Tax Exemption (M&E) is not available when using ProCard.

• Use eProcurement or PAS requisition for M&E tax exemptions.

Machinery and Equipment (M& E) Tax Exemption

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▪ Travel ▪ Personal Services (requiring 1099 reporting)

▪ Hazardous materials ▪ Facility maintenance and repair

Weapons ▪ Goods/Services from other UW depts.

….and also some PROHIBITED vendors:

▪ Jewelry stores ▪ Gambling establishments▪ Furriers ▪ Financial Institutions (ATM’s)

A few examples of PROHIBITED purchases:

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Stop and research purchasing guidelines for food & chemicals

Restricted Items To help ensure a safe

environment and conformance to various health and safety regulations, an approval from or a notice to Environmental Health & Safety is requested when a purchase is made for certain services, equipment and materials.

All UW purchasing guidelines apply for UW ProCurement

Card purchases.

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• Match freight delivered with the freight bill

• Sign the delivery receipt• Contact vendor or

shipper for resolution of damaged items

Receiving Purchases

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• Instructions are located on the ProCard website for:– Items Greater Than $3000– Equipment Greater Than $3000– Catering Events Up To $10,000

• Send all requests via email

Single Transaction Limit Increases

Go to: http://f2.washington.edu/fm/ps/how-to-buy/procard/changi

ng-card-limits-and-defaults

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10% discount At University Book Store

Purchasing Benefits

Most purchases made at University Book Store using a UW ProCurement Card receive a 10% patronage discount at the time of the sale.

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Purchase declines?

Call JPMC customer

service at: 1-800-270-7760

or UW ProCurement

Card Services at:206-543-5252

When asked for anaddress by a

merchant,always provide themwith the address

that isin your employeeprofile at your

onlineJPMorgan Chase PaymentNet

account.

Purchasing Obstacles

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Managing Expenditures

• One individual can fulfill several administrative roles, but not all roles

• Departments need a role configuration that constitutes separation of duty.

• Demonstrate separation of duty functions with signatures

Department Roles, Responsibilities & Configuration

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• Cardholders have division budget access

(ex: 2-54-01-22-00-0)• Reconcilers have budget

access to the entire parent organization code/College/Department

(ex: 2-54-00-00-00-0)• Reviewer II’s have budget

access to the entire campus

Budget Access

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• Cardholders can view only their transactions

• Reviewer access is created to view all transactions in an org code/division

• Reviewer II access allows transaction viewing into sub org codes/divisions

• Access can’t be created to view specific individuals, only org codes/divisions

Transaction Viewing Access

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• Performs the first online review of their transactions

• Performs assigned editing functions as designated by department administrator

• Enters item description and when appropriate purchase status information into the transaction note box

• Check review boxes only when purchasing cycle is closed

• Provide purchasing documentation & JPMC “Transaction Detail with Notes Report and Accounting Codes” to reconciler

Cardholder:

The purchase cycle is closed

when it is determined that

the correct amount was

charged and the item was

received in acceptable condition.

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• Fulfills second level reviews on transactions

• Performs final edit of all budget and object codes

• Maintains original purchasing documentation in a central location for all department cardholders– Six year retention cycle

is required for original source documents

Reviewer I or II:

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Using JPMC PaymentNet

• Go to UW ProCurement Card Services website

• From the quick links menu , , click PaymentNet Connect

button• Enter your UW NetID name

& password to access your UW ProCurement Card account

http://f2.washington.edu/fm/ps/how-to-buy/procard

Accessing Your UW ProCurement Card Account

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Welcome to Your JP Morgan Chase Online Account

Click PaymentNet to:• Review & edit

transactions• Run reports• Manage your account

Your JPMC Home page has Visa payment dates and in “Links” you’ll find vital information to assist in managing your UW ProCard account.

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• Role 0 (Cardholders)—Views only their transactions. – Cardholder can match transactions with

receipts, reassign accounting codes, split transactions, dispute transactions and create queries and reports.

• Role 1 (Reviewer I)—Views all transactions within their division. – Reviewer I can perform the same functions as a

cardholder but can also do it for all cardholders in the division.

• Role 2 (Reviewer II)— Views all transactions within their division and the sub levels off of that division. – Reviewer II can perform the same functions as a

cardholder but can also do it for all cardholders in the division and its sub levels.

3 User Roles

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• To view transactions, click the PaymentNet button on the JPMC welcome page

• The drop-down menu navigates through all of PaymentNet’s screens– Transaction List – Reporting – Employee Profile List– Merchant Profile List

• To sort data by category, click on one of the underlined column headings

Navigating PaymentNet

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• The Transaction List screen enables users to review transactions that have been posted.

• The transaction information shown includes general transaction data, as well as account code information.

• Access to transactions depends on the user role access levels.

Transaction List Screen

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• Using the checkboxes (which are viewable on the Transaction List and Transaction Detail Record screens), cardholders can match transactions with receipts and click “Cardholder.”

• Reviewers can click “Reviewer”

• If you have a food approval form for food transactions, click “Food Form 1798”.

Reviewing Transactions

Note: Only the “Rev” box needs to be checked to

identify department review compliance

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• To view the detail of an individual transaction, click the blue text of any transaction on the “Transaction Listing” screen.

• Users may assign accounting codes to each transaction, split transaction to multiple accounting codes, dispute transactions, and review or approve transactions from the Transaction Detail screen.

Transaction Detail Screen

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Assign Accounting CodesFrom the Transaction Detail

screen, accounting codes can be reallocated using drop-down selection boxes

Split Transactions to Multiple Accounting Codes • Click the split button & select the number of splits• To edit a particular row, click “edit row” and when done

“save row”• Edit additional rows and when finished click “save split”.

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• A checked “Add Use Tax” box tells the system to charge the purchase a Washington State Use tax.

• A blank “Add Use Tax” box tells the system NOT to charge the purchase a Washington State Use tax.

The “Add Use Tax” Column

Vendors residing in Washington are responsible for collecting taxes, ProCard users only need to be concerned about out of state merchants.

The “Add Use Tax” box communicates

to PAS.

Always depend on receipts to determine if tax has already

been assessed

• It is the responsibility of UW employees to ensure that tax is charged to all UW purchases if the item being purchased is used in the state of Washington.

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• Cardholders can initiate disputed transactions on-line up to 60 days from the JPMC statement date in which the transaction appears.

• When a cardholder wishes to dispute a transaction, they select the transaction, access the detail, and click the dispute button.

• By choosing the appropriate reason, PaymentNet will automatically supply information fields that are required to complete the dispute.

Disputes

Yellow Square Indicator

Once the JPMC has processed all required information, the yellow square indicator changes to a red square indicating that the transaction is currently in the dispute process.

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Enhanced Transaction DetailDepending on a merchant’s enhanced data capture abilities, PaymentNet can display Level I, II, and III data. If Level III information is available from the merchant, a green dollar icon appears next to the Trans ID on the Transaction List screen. By clicking on the icon, the Purchase Detail, including sales tax amounts and, if transmitted, line item details are displayed.

Enhanced Transaction Detail Screen

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1. From the Transaction List screen, in order to create a query, click on the Create Query button on the Transaction List screen.

Creating QueriesThe Query function enables you to view the transactions that meet your specified criteria. Queries are available on the Transaction List page as well as many other pages. This feature is available to all user roles.

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2. Select your choice of All or Any from the drop-down box.

3. In the first drop-down box, select the field to query.4. In the second drop-down box, select the variable of

the query.• Is between will create a range between two

dates or two amounts.• Contains is recommended for all text field

searches.5. Fill in the last box with the appropriate

information.

Creating Queries (cont.)

Click to add another line of criteria.

Field Variable

Value

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1. PaymentNet allows you to create a download file that can be imported into an Excel spreadsheet.

2. To create a download file, click on create export file located at the top of the Transaction List screen. You can view or download it by navigating to the Available Downloads Files Page.

Creating an Export File

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3. The file is downloaded into a zipped format. Save the file to a location on your computer using your existing zipping utility.

4. Open a spreadsheet program. From the “File” menu, click open. Locate & select the file in the “Open” box. Select “All Files” from the “Files of Type” drop down box. Click on the downloaded file in the window and then click the open button. Follow “Text Import Wizard” directions. Your downloaded file is now in a spreadsheet format.

Creating an Export File (cont.)

Note: A transaction that has been split across multiple budgets or object codes will show a separate row for each segment of the split.

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1. Click on the menu drop down box, scroll down to Reporting, or the reconciler options of All Reporting or My Reporting (All Reporting pulls all cardholder data from the work unit) and press Go.

Creating the “Transaction Detail with Notes Report & Accounting Codes”

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2. There are four different categories of reports: – Cardholder – Transaction – Merchant – All

3. Selecting each option next to the category will display a different set of reports.

4. First, click on the “Transaction Detail with Notes Report & Accounting Codes” Report from the Transaction category of reports.

Creating the “Transaction Detail with Notes Report & Accounting Codes” Report (cont.)

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Inputting or Bypassing Report Criteria5. The report description will show fields that can

be used as criteria for narrowing down your report’s focus.

6. The next screen allows you to input criteria that will help limit the results of the report. However, you can click on and run a report without any restrictions.Cardholders need to select: Account Cycle - is equal to, and then select the desired

month for the report

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7. If you want to regularly run this report, you can click Save Report Criteria at this point

8. Now, select the format you want the report generated in:

− Adobe PDF,− Microsoft Excel, − Microsoft Word

Creating the “Transaction Detail with Notes Report & Accounting Codes” Report (cont.)Generating the Report

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9. PaymentNet will automatically load the Available Download Files page. As soon as your report is ready, it will appear on this page. Depending on file size, most reports are available within a few seconds.

10.Click the Refresh button to access your report. You can also continue using PaymentNet and check back later.

11.When the file name appears, click on the desired report. It will then generate the report in whichever format you selected.

Creating the “Transaction Detail with Notes Report & Accounting Codes” Report (cont.)Accessing the Report

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12. To save the report, right mouse-click the report title. Select Save Target As and save the file on your system.

13. Reports can be added directly in the Schedule Auto Reports page. Auto Reports are scheduled for generation during off hours and can be accessed at a later time.


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• Using the PaymentNet Main Navigation Bar, select Employee Profile List to see your profile or if you are a reconciler or department administrator, a summary of cardholder information, such as budget defaults, employee addresses and cardholder status, etc

Displaying Employee Profiles

Please email [email protected]

if you need to change any profile information

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• Selecting the Merchant Profile List allows you to view contact information for any merchant where a UW ProCurement Card was used for payment

• In addition to the phone number column, phone numbers are also located in the “Merchant City” column

Merchant Profiles

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Contact Information

Carolyn DrebertFiscal Specialist IIFinancial [email protected]

u

Robert PattonFiscal Specialist IIFinancial Management206 [email protected]

u

ProCurement Card Helpline: 206-543-5252ProCurement Card Email: [email protected]

http://www.washington.edu/admin/procard/index.htm

David J. WrightDirector eCommerceFinancial [email protected]

Aris GempesawProCard AdministratorFinancial Management206-543-9183 [email protected]

Katherine WuCTS AdministratorFinancial Management206-543-0825, [email protected]

UW ProCurement Card Online Training Class

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