PCard Training PCard Office ADM 109 Terri Liskey

PCard Training

PCard Office ADM 109 Terri Liskey Theresa Smith Compliance Specialist tliskey@uco. edu tsmith 99@uco. edu (405) 974 -2499 (405) 974 -2493

Overview of Training PCard Training § § § § § PCard Checklist Training Requirements Cardholder Responsibilities Card Limits and Fraud Split Transactions Additional Documentation Hotel Prohibited Purchases Payment. Net

PCard Checklist § Fill out the PCard Application Form https: //www. uco. edu/offices/financial-services/assets/pcardapplication-form. pdf § Attend PCard Training § Request Login Access for Staples Advantage https: //www. uco. edu/offices/financial-services/assets/request-for -staples-advantage. pdf § Request Access for Amazon Business https: //www. uco. edu/offices/financial-services/assets/request-for -amazon-business-login. pdf § Login to Payment. Net to Setup Account § Bookmark UCO PCard & Payment. Net Websites

Training Requirements § Instructor Led Training for First-Time Cardholders § PCard Refresher Course Every Two Years § Financial Manager Training Every Two Years

PCard Usage § PCards are assigned to individual employees, NOT departments. ü Only the individual assigned to a PCard is authorized to use said PCard. § PCards are NOT to be loaned to another individual, nor should your card number be given out to another individual under any circumstances. ü If your PCard is used by another individual, your card will automatically be suspended for a minimum of 30 days.

PCard Limits § Single Transaction Purchase Limit: $2499 § Limit per Billing Cycle: $5, 000 ü Cycle starts with the 6 th of every month and goes through the 5 th of the following month ***It is your responsibility to make sure you have funds in your budget before making a purchase.

PCard Fraud § Cardholders are responsible for contacting JP Morgan and disputing any charges that may appear on a statement that was not made by said cardholder. ü JP Morgan may be contacted via the number on the back of your PCard, or at 1 -800 -270 -7760. § If there is a transaction dispute on your statement, you must let the PCard office know within 45 days of the charge occurring. ü If you are aware of a disputed transaction, please notify us as soon as the transaction is identified.

Lost or Stolen Cards § Cardholders are responsible for contacting the Compliance Specialist IMMEDIATELY upon identifying that a lost or stolen card has been compromised. § As a matter of security, please notify the Compliance Specialist if you will be out of the office for an extended period of time (more than one week). ü If possible, provide the dates that you will be out. This will allow the PCard office to temporarily suspend your card until your return.

Split Transactions § Multiple transactions within a short period of time that are made to go above the cardholder’s PCard single purchase limit. This is against State law. ü Splitting transactions to avoid established card limits is not allowed, and will result in card suspension and/or revocation.

Split Transactions § This can occur even when purchases are for two or more different orgs, two different orders, two different events, two different programs, or charges split between a PCard and a Purchase Order. ü If total purchase amount can be anticipated the purchases must be combined and a Purchase Order issued for the total amount. ü If this occurs, the total amount of both purchases cannot exceed the single purchase limit. To do so

Additional Documentation § The following items are allowed on your PCard, but require additional documentation with your monthly statement: ü ü Meals & Refreshments Registration for Conferences/Meetings Hotels Awards & Trophies (Must provide documentation of annual event) ü Clothing & Other Items for Employees ü OIT Approval for Software and Licenses ü University Communications Approval for Social Media & advertising § The State of Oklahoma requires employees that receive clothing and other items to pay taxes on anything above $50 per calendar year.

Meals & Refreshments (MERF) § Meals and refreshments are allowed on your PCard, but only with a MERF filled out PRIOR to the purchase. ü For estimated cost, estimate high and include enough to cover a 20% tip.

Prepayment of Registration § Prepayment of Registration form MUST be signed by Conference official. § This is to be signed BEFORE the conference. § One form per conference and not person.

Hotel Documentation § Hotels are allowed on your Pcard, however, the Individual Travel card should be the primary payment method for individual travel expenses. § Faculty traveling with students must use the Group Travel card. § Travelers must provide a personal credit card at the time of check-in to cover incidentals, parking, room service, etc.

Reservations § Double-check that dates of hotel reservations align with the conference agenda. § Authorize the total amount of the hotel at the time of the reservation. § Have the receipt e-mailed to you and verify that the reservation dates, names, and room rates are correct.

Reservations § E-mail a copy of the receipt to the traveler(s) to confirm the reservation and payment. § If the hotel requires a resort fee, you may add this to the room rate. § Only the hotel room itself and any applicable out-of-state taxes (including resort fees, assessments, etc. ) may be paid on the PCard.

Reservations § A cancellation/refund policy must be stated in the reservation confirmation sent to you. § The cancellation/refund policy must be submitted with the Pcard documentation.

Hotel Documentation § The additional required documentation must include a detailed, zero-balance receipt and conference material(s) stating the designated conference hotel and/or overflow hotel. ü If there is not a conference designated hotel, then the hotel used must be equal to or less than the GSA rate. ü Local hotels cannot be paid for using your PCard.

Additional Documentation § If there any unauthorized hotel charges on your PCard, you as the cardholder are responsible for contacting the hotel and requesting an explanation and/or credit. § If the hotel is unwilling to credit your PCard, you must collect the funds from the traveler(s) and make a deposit back into the organization that was charged. ü Make a copy of the charges and get a receipt from the Bursar’s office to show that the charge has been paid back to the University.

Security § Never e-mail your PCard number, unless you have been sent a secure link from the hotel. You may send the information via Fax. ü In order to know if a link is secure, look for one of two things. First, the link’s URL should read https: //, rather than http: //. Secondly, there should be a closed lock symbol on the right or left hand side of the URL (depending on which browser you use). § Follow all PCard security policies and procedures when making hotel transactions.

Sales Tax § All PCard purchases are tax exempt in the State of Oklahoma. ü The tax exempt number is embossed on the bottom of your PCard. ü Cardholders will be responsible for reimbursing the University for any tax paid on a transaction within the State of Oklahoma.

Tips on Meals § Tips on purchases of meals cannot exceed 20% of the meal’s cost (before-tax). Remember, all PCard purchases are tax free. ü Cardholders will be responsible for reimbursing the University for any amount exceeding the 20% limit.

Delivery of Goods § PCard purchases that require a delivery of goods MUST show evidence that said purchase is being delivered to the cardholder at a University address. ü This can be on the receipt or as a separate shipping invoice, but remember a detailed receipt is required for every PCard purchase.

Delivery of Goods § Large purchases, such as office furniture, refrigerators, and TVs, can be delivered but they must come directly to your location and not to Facilities. If the large item is delivered to Facilities you will be responsible for making sure the item gets delivered to the correct location. ü Facilities cannot put together any purchases that require assembly, as this would void the warranty on said purchases.

Delivery of Goods § Best Practice: When merchandise is delivered to your office, have someone other than the cardholder receive the merchandise and verify the item(s) and quantity received. The packing slip should then be signed and dated by the person receiving said item(s). ü This can be done by someone else in the same room, different room, or different department.

Detailed Receipt § Every transaction must include a detailed receipt. Which includes what was purchased, shipping (if applicable), and a breakdown of cost. § When providing a restaurant receipt, you must include the itemized receipt and not just the amount with tip receipt.

Prohibited Purchases § § § Alcoholic Beverages Cash Advances e. Bay Purchases Financial Instruments Fixed Assets of $2, 500 or More § Gasoline § Gift Certificates/Gift Cards § Individual Memberships § Office Supplies over $49 from an Off-Contract Vendor § Personal Purchases (Cakes, Cards, Gifts) § Phones/Phone Cards § Postage Stamps § Printers/Scanners/Fax Machines § Toner/Ink § Off-Contract University Rentals § Tobacco Products

Activating the PCard § To activate your PCard, go to https: //www. paymentnet. jpmorgan. com/ and log in for the first time. ü User ID is the first part of your UCO email address ü Security responses will be the last four digits of your Banner ID number or 1 st four letters of your mother’s maiden name. ü You will need to set up a new PIN.

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Payment. Net Once the report link turns blue, you may print out the statement for your records.

PCard Approval System § To access the approval system to upload and submit receipts: ü Enter in your browser: pcard. uco. edu ü Enter your UCO credentials and click Login ü Click the Statement Summary/ Upload receipts link ü Select the date range based on the correct Cycle date and click submit * Cycle dates run from the 6 th of the current month to the 5 th (9/6/19 -10/5/19) ü Select the correct transaction and click

PCard Approval System ü Select: Choose File and find the file on your computer ü Click Upload or Submit and verify the preview receipt matches the transaction details ü Click Validated after you have verified the receipt ü Return to the statement summary to upload any additional receipts ü Click Home to return to the main screen

PCard Approval System ü All documentation must be uploaded as a PDF file. ü All documentation must be uploaded as one file. The upload of a new document will replace the previous upload. ü All additional documentation MUST be uploaded with the detailed receipts. ü Documentation uploaded after the final cycle upload will be considered late and an automatic violation.

Cardholder Responsibilities § PCard purchases are only made by individual whose name is listed on the card. § PCard is kept in a safe, secure location when not in use. § Training is kept up-to-date as required. § Only allowable purchases of supplies and services within provided limits are made with the Pcard.

Cardholder Responsibilities § Transactions are confirmed and coded correctly in Payment. Net on a weekly basis. § PCard transactions are uploaded at the end of each cycle. § Statements are compiled and maintained, containing appropriate receipts and additional documentation. § Submit requested, additional documentation to the PCard office in a timely manner.

Questions? For further training questions please email tliskey@uco. edu or tsmith 99@uco. edu For more information search for: Procurement on the UCO website and select the: PCard tab. https: //www. uco. edu/offices/financial-services/procurement/pcard