Welcome to ProCard Training
description
Transcript of Welcome to ProCard Training
![Page 1: Welcome to ProCard Training](https://reader035.fdocuments.us/reader035/viewer/2022062521/56816978550346895de16b5f/html5/thumbnails/1.jpg)
Welcome toProCard Training
![Page 2: Welcome to ProCard Training](https://reader035.fdocuments.us/reader035/viewer/2022062521/56816978550346895de16b5f/html5/thumbnails/2.jpg)
Purchasing Goods & Servicesat Mesa State College
Purchases of $1,000 or less• Use your Pro Card• Reallocate on Payment Net
Purchases greater than $1000• Contact Purchasing for
available options
The Pro Card is the preferred method of payment for small dollar purchases. It is cost-effective for the College and provides individuals the ability to purchase directly for their campus departments.
![Page 3: Welcome to ProCard Training](https://reader035.fdocuments.us/reader035/viewer/2022062521/56816978550346895de16b5f/html5/thumbnails/3.jpg)
Activate Your Card
• Use the last 4 digits of your 700 number even though recording will ask for last 4 digits of your social security number.
This is an INDIVIDUAL card,not a department card.
Do not share card Information.
![Page 4: Welcome to ProCard Training](https://reader035.fdocuments.us/reader035/viewer/2022062521/56816978550346895de16b5f/html5/thumbnails/4.jpg)
Billing Cycle
• 16th of the month through the 15th of the following month
• Cardholder limit is refreshed every month on the 16th
![Page 5: Welcome to ProCard Training](https://reader035.fdocuments.us/reader035/viewer/2022062521/56816978550346895de16b5f/html5/thumbnails/5.jpg)
Report Lost or Stolen Card Immediately
• Call 800-316-6056• Inform JPMorgan Chase that it is a “purchasing
card”• Contact MSC Purchasing Department
MSC is liable for ALL charges made on a card until it is reported lost or stolen.
![Page 6: Welcome to ProCard Training](https://reader035.fdocuments.us/reader035/viewer/2022062521/56816978550346895de16b5f/html5/thumbnails/6.jpg)
• Maintain the security and integrity of the ProCard– Please note that JPMorgan Chase will never e-mail
you requesting personal or account information• IMMEDIATELY report a lost or stolen card
– Your department is liable for all charges until card is reported lost or stolen
• Know and follow the Code of Ethics published by the State of Colorado
Cardholder Responsibilities
![Page 7: Welcome to ProCard Training](https://reader035.fdocuments.us/reader035/viewer/2022062521/56816978550346895de16b5f/html5/thumbnails/7.jpg)
• Make authorized purchases for your department• Purchase allowable goods and services for your
department• Make sure all purchases are Tax Exempt• Make purchases in compliance with the Procurement
Card Program Handbook• Sign the Cardholder Agreement
Cardholder Responsibilities
![Page 8: Welcome to ProCard Training](https://reader035.fdocuments.us/reader035/viewer/2022062521/56816978550346895de16b5f/html5/thumbnails/8.jpg)
• Resolve problems with a merchant• Maintain original source documentation for all
purchases• Maintain ProCard order log• Obtain Approving Official signature for each billing
cycle• Turn in all ProCard records to next level supervisor
upon leaving employment
Cardholder Responsibilities
![Page 9: Welcome to ProCard Training](https://reader035.fdocuments.us/reader035/viewer/2022062521/56816978550346895de16b5f/html5/thumbnails/9.jpg)
Selecting a Merchant
• Check for State Price Agreement• Do they accept MasterCard?• Will they honor our Tax Exempt status?
![Page 10: Welcome to ProCard Training](https://reader035.fdocuments.us/reader035/viewer/2022062521/56816978550346895de16b5f/html5/thumbnails/10.jpg)
DO NOT purchase goods from these types of merchants – transactions will be denied• Banks, ATM’s, financial institutions• Travel related merchants
– Airlines, auto rental, hotel• Automotive and transportation merchants
– Auto dealers, auto parts store• Eating establishments
– Restaurants, bars, nightclubs, fast food
Selecting a Merchant
![Page 11: Welcome to ProCard Training](https://reader035.fdocuments.us/reader035/viewer/2022062521/56816978550346895de16b5f/html5/thumbnails/11.jpg)
Excluded Transactions
Personal Purchases• Contact Accounts
Payable Department• Will be asked to
reimburse MSC immediately
Cash or Cash-like Transactions• Cash refunds for card
purchases• Cash refunded for Sales
Tax adjustment• Gift Cards
![Page 12: Welcome to ProCard Training](https://reader035.fdocuments.us/reader035/viewer/2022062521/56816978550346895de16b5f/html5/thumbnails/12.jpg)
Excluded Transactions
Split Purchases• Transaction split into
two charges on` card to circumvent card limits or purchase order requirements
Furniture• Per State Statute must
be purchased through Colorado Correctional Industries
• Purchasing can assist with purchase
![Page 13: Welcome to ProCard Training](https://reader035.fdocuments.us/reader035/viewer/2022062521/56816978550346895de16b5f/html5/thumbnails/13.jpg)
Excluded Transactions
Inappropriate Purchases• Restaurant meals• Travel related expenses• Vehicle expenses• Allowing others to use your card• Reoccurring charges• Unauthorized purchases
![Page 14: Welcome to ProCard Training](https://reader035.fdocuments.us/reader035/viewer/2022062521/56816978550346895de16b5f/html5/thumbnails/14.jpg)
Excluded Transactions
Computers & Software• Must be pre-authorized
by IT Department
Flowers & Gifts• Violates fiscal policy• Take up collection and
pay cash for this type of purchase
![Page 15: Welcome to ProCard Training](https://reader035.fdocuments.us/reader035/viewer/2022062521/56816978550346895de16b5f/html5/thumbnails/15.jpg)
• Requires an Official Function Form• Keep with Procard Records
Food Vendor Purchases
![Page 16: Welcome to ProCard Training](https://reader035.fdocuments.us/reader035/viewer/2022062521/56816978550346895de16b5f/html5/thumbnails/16.jpg)
• Purchase must be Tax Exempt• Check for MSC discounts• Give your name as it appears on the card• Backorders cannot be charged to card until
shipped– Cardholder must manage backorders
• Request itemized documentation– Description of item– Cost of item
Placing the Order
![Page 17: Welcome to ProCard Training](https://reader035.fdocuments.us/reader035/viewer/2022062521/56816978550346895de16b5f/html5/thumbnails/17.jpg)
• Give accurate delivery information– Your name needs to be on address label– Delivery address
1260 Kennedy Ave– Billing address
1100 North Ave• We do not allow COD deliveries
Placing the Order
![Page 18: Welcome to ProCard Training](https://reader035.fdocuments.us/reader035/viewer/2022062521/56816978550346895de16b5f/html5/thumbnails/18.jpg)
Tracking Orders
• ProCard Order Log– Each order must be logged– Helps with follow-up on late deliveries, order
problems, partial shipments
![Page 19: Welcome to ProCard Training](https://reader035.fdocuments.us/reader035/viewer/2022062521/56816978550346895de16b5f/html5/thumbnails/19.jpg)
Log Sheet
![Page 20: Welcome to ProCard Training](https://reader035.fdocuments.us/reader035/viewer/2022062521/56816978550346895de16b5f/html5/thumbnails/20.jpg)
Documentation Requirements
Every transaction MUST have valid and complete source documentation
from the merchant
![Page 21: Welcome to ProCard Training](https://reader035.fdocuments.us/reader035/viewer/2022062521/56816978550346895de16b5f/html5/thumbnails/21.jpg)
Documentation Requirements
• Valid source documentation may be– A receipt and card transaction slips from the
vendor– A packing slip from the delivery– Order forms for dues, subscriptions, registrations– An invoice showing credit card payment
![Page 22: Welcome to ProCard Training](https://reader035.fdocuments.us/reader035/viewer/2022062521/56816978550346895de16b5f/html5/thumbnails/22.jpg)
Documentation Requirements
• Documentation must include– Vendor identification (name of vendor)– Date of purchase– Description and quantity of each item purchased– Total cost of the order– Per item cost if available from the vendor– Cardholder name or account number
![Page 23: Welcome to ProCard Training](https://reader035.fdocuments.us/reader035/viewer/2022062521/56816978550346895de16b5f/html5/thumbnails/23.jpg)
Documentation Requirements
• If original documentation is lost, contact merchant directly to provide replacement
• If merchant did not provide documentation, contact them directly to provide it
![Page 24: Welcome to ProCard Training](https://reader035.fdocuments.us/reader035/viewer/2022062521/56816978550346895de16b5f/html5/thumbnails/24.jpg)
Receive and Inspect Goods
• Inspect all goods IMMEDIATELY– If there is a problem, contact merchant – Keep notes regarding resolution
![Page 25: Welcome to ProCard Training](https://reader035.fdocuments.us/reader035/viewer/2022062521/56816978550346895de16b5f/html5/thumbnails/25.jpg)
Returns and/or Exchanges• Make arrangements with merchant before
shipping a return• Merchant must credit return to ProCard – Do not
allow merchants to refund in check or cash• In the case of an exchange merchant must refund
original purchase and charge for new transaction• Document details, including name of person you
spoke with and date
![Page 26: Welcome to ProCard Training](https://reader035.fdocuments.us/reader035/viewer/2022062521/56816978550346895de16b5f/html5/thumbnails/26.jpg)
Disputes
• Try resolution with merchant directly first• Formal disputes– Complete and sign written form– Use PaymentNet– Must be filed with JPMorgan Chase within 60 days– JPMorgan Chase will credit account and
investigate charge
![Page 27: Welcome to ProCard Training](https://reader035.fdocuments.us/reader035/viewer/2022062521/56816978550346895de16b5f/html5/thumbnails/27.jpg)
Statement of Account
• Will be sent to cardholder for any cycle in which there was account activity
• Cardholder must reconcile statement with order log and source documentation for each billing cycle
![Page 28: Welcome to ProCard Training](https://reader035.fdocuments.us/reader035/viewer/2022062521/56816978550346895de16b5f/html5/thumbnails/28.jpg)
Approving Official
• Statement must be reviewed by designated Approving Official
• Approving Official must sign Order Log• Approving Official signature must be obtained
by the 15th of the following month• It is the cardholder’s responsibility to get
Approving Official signature
![Page 29: Welcome to ProCard Training](https://reader035.fdocuments.us/reader035/viewer/2022062521/56816978550346895de16b5f/html5/thumbnails/29.jpg)
• Cardholder’s responsibility to maintain in an orderly format
• Maintain for Three Years
• When Leaving employment or termination records are to be delivered to the next level supervisor
Procard Record Management
![Page 30: Welcome to ProCard Training](https://reader035.fdocuments.us/reader035/viewer/2022062521/56816978550346895de16b5f/html5/thumbnails/30.jpg)
Audit
• Audits are selected at random• If selected for Audit you must provide– ProCard Order Log– Statement of Account– All source documentation
![Page 31: Welcome to ProCard Training](https://reader035.fdocuments.us/reader035/viewer/2022062521/56816978550346895de16b5f/html5/thumbnails/31.jpg)
Violations and Consequences• Failure to provide original documentation– Show what is purchased– Show that it is paid– Authorization for purchase– Receipts must be itemized
• Personal purchases• Split purchases• Inappropriate purchases• Cash or cash-like transactions
![Page 32: Welcome to ProCard Training](https://reader035.fdocuments.us/reader035/viewer/2022062521/56816978550346895de16b5f/html5/thumbnails/32.jpg)
Consequences of Misuse• Written warning• Additional training• ProCard revocation• Investigation leading to termination and/or
criminal prosecution
Human error and patterns of chronic abuse will be taken into consideration
![Page 33: Welcome to ProCard Training](https://reader035.fdocuments.us/reader035/viewer/2022062521/56816978550346895de16b5f/html5/thumbnails/33.jpg)
The following violation types can result in a written warning and/or additional training:• Split Purchases• Inappropriate Purchases• Chronic Lack of Documentation• Reimbursed Personal Purchase • Non-compliance with Procard Policies
Procard will not be revoked if there is no history of chronic violations
![Page 34: Welcome to ProCard Training](https://reader035.fdocuments.us/reader035/viewer/2022062521/56816978550346895de16b5f/html5/thumbnails/34.jpg)
ProCard will be revoked for the following violation types:• Unreimbursed Personal Purchase• Cash or Cash-type Transaction
Second Offense of any violation is cause to revoke card
![Page 35: Welcome to ProCard Training](https://reader035.fdocuments.us/reader035/viewer/2022062521/56816978550346895de16b5f/html5/thumbnails/35.jpg)
PaymentNetwww5.paymentnet.com
Logging inOrganization ID – soc1876User ID – 700XXXXXXmscPass Phrase - newpassword
![Page 36: Welcome to ProCard Training](https://reader035.fdocuments.us/reader035/viewer/2022062521/56816978550346895de16b5f/html5/thumbnails/36.jpg)
PaymentNet
• Transactions• Statements
• Reports• User Profile
Welcome Page From here the card holder can access:
![Page 37: Welcome to ProCard Training](https://reader035.fdocuments.us/reader035/viewer/2022062521/56816978550346895de16b5f/html5/thumbnails/37.jpg)
PaymentNet
Cardholder transactions can be • Managed – Reallocated• Queried• Authorizations/Declines can be viewed• Statement can be viewed
![Page 38: Welcome to ProCard Training](https://reader035.fdocuments.us/reader035/viewer/2022062521/56816978550346895de16b5f/html5/thumbnails/38.jpg)
Payment NetReallocating Transactions
• Transaction reallocation is how ProCard transactions are “mapped” into Banner and your budget
• It is the cardholder’s responsibility to reallocate in a timely manner
• Transactions can be reallocated as soon as they are listed on PaymentNet
• Mapping is completed twice monthly– 1st – 15th of the month– 16th – Last day of month
![Page 39: Welcome to ProCard Training](https://reader035.fdocuments.us/reader035/viewer/2022062521/56816978550346895de16b5f/html5/thumbnails/39.jpg)
Payment NetReallocating Transactions
• Transactions not reallocated in a timely manner will be allocated to the supply line(6201) of the cardholder’s default ORG
• Reminder e-mail will be sent to those who have charges not reallocated when the mapping process begins– Please reallocate immediately; one un-reallocated charge
holds up the entire mapping process
![Page 40: Welcome to ProCard Training](https://reader035.fdocuments.us/reader035/viewer/2022062521/56816978550346895de16b5f/html5/thumbnails/40.jpg)
Payment NetReallocating Transactions
Each transaction line can be clicked to make reallocations
![Page 41: Welcome to ProCard Training](https://reader035.fdocuments.us/reader035/viewer/2022062521/56816978550346895de16b5f/html5/thumbnails/41.jpg)
PaymentNetReallocating Charges
Clicking on a transaction will bring you to this
screen
![Page 42: Welcome to ProCard Training](https://reader035.fdocuments.us/reader035/viewer/2022062521/56816978550346895de16b5f/html5/thumbnails/42.jpg)
PaymentNetReallocating Charges
Use the drop-down
box to select the correct account for the charge
to be posted
![Page 43: Welcome to ProCard Training](https://reader035.fdocuments.us/reader035/viewer/2022062521/56816978550346895de16b5f/html5/thumbnails/43.jpg)
PaymentNetReallocating Charges
Although the ORG field defaults to
your main ORG, if you’ve been given authorization to
purchase for another ORG you
can change it here
![Page 44: Welcome to ProCard Training](https://reader035.fdocuments.us/reader035/viewer/2022062521/56816978550346895de16b5f/html5/thumbnails/44.jpg)
PaymentNetReallocating Charges
Activity Codes are entered here –
this field is only to be used for
Banner Activity Codes
Transaction Notes go here – NOT Activity Code field
![Page 45: Welcome to ProCard Training](https://reader035.fdocuments.us/reader035/viewer/2022062521/56816978550346895de16b5f/html5/thumbnails/45.jpg)
PaymentNetReallocating Charges
You can split the transaction allocation by adding lines• Transaction
can be split by percentage or amount
![Page 46: Welcome to ProCard Training](https://reader035.fdocuments.us/reader035/viewer/2022062521/56816978550346895de16b5f/html5/thumbnails/46.jpg)
PaymentNetReallocating Charges
Once you have clicked the add line button the reallocation lines appear underneath the transaction detail.
![Page 47: Welcome to ProCard Training](https://reader035.fdocuments.us/reader035/viewer/2022062521/56816978550346895de16b5f/html5/thumbnails/47.jpg)
PaymentNetReallocating Charges
Once you have completed your reallocation click “Save” – you will see a green check mark at the top of the screen stating that the information was saved successfully
![Page 48: Welcome to ProCard Training](https://reader035.fdocuments.us/reader035/viewer/2022062521/56816978550346895de16b5f/html5/thumbnails/48.jpg)
PaymentNetAuthorizations & Declines
This list will provide information to the cardholder as to why a charge was declined
![Page 49: Welcome to ProCard Training](https://reader035.fdocuments.us/reader035/viewer/2022062521/56816978550346895de16b5f/html5/thumbnails/49.jpg)
PaymentNetDisputing a Charge
To dispute a charge electronically click the “Dispute” button
![Page 50: Welcome to ProCard Training](https://reader035.fdocuments.us/reader035/viewer/2022062521/56816978550346895de16b5f/html5/thumbnails/50.jpg)
PaymentNetDisputing a Charge
The dispute screen will appear click “Submit” to
submit form to JPMorgan Chase
![Page 51: Welcome to ProCard Training](https://reader035.fdocuments.us/reader035/viewer/2022062521/56816978550346895de16b5f/html5/thumbnails/51.jpg)
Thank You!Please sign the cardholder agreement