Small Purchase Charge Cardholder Refresher Training 2014 Photo

Small Purchase Charge Cardholder Refresher Training 2014 Photo by Karl Steinbrenner

Small Purchase Charge Cardholder Training Required annually for all Small Purchase Charge Cardholders Training consists of this presentation, scenarios, a quiz and a certificate you must print sign and send to AP for credit for taking this training. Failure to complete the training will result in a suspension of your card until training is complete If you have any question please contact Jennifer at 568 -7396 or Tanya at 568 -7395. Keep a notepad and pen handy! 2010 Charge Card Administration 2

Program Purpose The Small Purchase Charge Card (SPCC) Offers the opportunity to streamline procedures for procuring and paying for goods and services • Reduces the volume of accounts payable transactions • Reduces associated costs – Eliminates invoices – Consolidates multiple payments • Enables E-Commerce (e. VA) 2010 Charge Card Administration 3

Policies and Procedures CAPP Manual Topic 20355 – Purchasing Charge Card • Purchase card program details • Review cardholder section thoroughly • Obtain a copy from your Program Administrator JMU Financial Procedures Manual Section 4220 http: //www. jmu. edu/finprocedures/4000/4220. sht ml 2010 Charge Card Administration 4

Policies and Procedures The Bank of America VISA Purchase Cards are issued with your name and your agency’s name on them Cards expire 2 years from date of issue Monthly statements from Bank of America – No statement will be generated if there was no activity for the cycle period 2010 Charge Card Administration 5

Monthly Reconciliation Each month your spcc must be reconciled in People. Soft. You will receive an email when the file is ready in People. Soft. You will have approximately 10 days to reconcile. During this time there is also an open lab in case you have trouble reconciling, the date and time is in your monthly email. Reconciliation dates are posted for the year on the Accounts Payable website. 2010 Charge Card Administration 6

Monthly Reconciliation Credit Card Reconciliation Dates 2014 Dates of 2013 Credit Card Reconciliation in People. Soft January February March April May June July August September October November December 2008 Open on 17 th 19 th 17 th 18 th 17 th Charge Card Administration Close at 5 pm on 29 th 26 th 27 th 28 th TBA 29 th 27 th 26 th 29 th 24 th TBA 7

Policies and Procedures Purchase Card Use and Misuse • To be used “For Official Use Only • Purchases must be prudent and benefit the Commonwealth of Virginia • Accountability expectations have increased • Cardholders, supervisors/reviewers, and PAs will all be held accountable for card misuse • Personal purchases are not allowed • The purchase card can not be used for travel related expenses such as lodging or food, you can however put air/rail tickets and conference fees on the spcc. • If you misuse your card it will be suspended or revoked 2010 Charge Card Administration 8

Policies and Procedures Industry Restrictions Cards may have these restrictions placed on them : • • • Fraud Gas/Oil Car Rental Restaurant/Food Accommodations – May be removed by your Program Administrator if requested by your supervisor through an email to Jennifer or Tanya – May be removed on a temporary or permanent basis 2010 Charge Card Administration 9

Policies and Procedures Sales Tax • Sales tax is not to be charged on any purchase that is tax exempt • You must ensure you are not charged sales tax on tax exempt purchases If you were charged Sales Tax in error: - Contact the vendor ASAP - Request that the vendor issue a credit for the sales tax amount - Sales tax charges CANNOT be disputed with Bank of America Janet Marston in Accounts Payable runs a sales tax report each month and you are required to give her documentation on the sales tax credit. 2010 Charge Card Administration 10

Policies and Procedures Contact Information Contact your Program Administrator any time you have the following: • Your telephone number changes • Your mailing address changes • Your Email address changes • If you are leaving employment • If your job responsibilities change • If you are going on an extended leave of absence 2010 Charge Card Administration 11

Policies and Procedures Invoice Payment If an invoice is past due and you can pay by the card • Contact your Program Administrator • Program Administrator will contact DOA for approval prior to you charging the invoice to your card • If not approved by DOA, invoice will have to paid through Accounts Payable 2010 Charge Card Administration 12

Policies and Procedures Card Security • NEVER share your card! • NEVER share your full account number with anyone other than the vendor you are doing business with! • NEVER fax, email (even in an attachment), or mail your full account number! • NEVER photocopy your card! • Keep your card in a secure location at all times! • If your card is lost or stolen call Bank of America and your Program Administrator IMMEDIATELY! 2010 Charge Card Administration 13

Policies and Procedures Purchase Log/Coversheet – – All cardholders must maintain a purchase log All bills and receipts must be attached Both you and your supervisor/reviewer must sign Be on the lookout for incorrect or questionable charges – Follow internal policies and procedures Gift Card/Gift Certificate Purchases – Only allowed in certain instances, please contact Jennifer or Tanya before making these purchases. 2010 Charge Card Administration 14

Cardholder Resources BOA Works for Cardholders can perform the following functions using Works: – View and print statement information – File Disputes – Print a PDF file version of your bill Bank of America Cardholder Customer Service • Telephone: 1 -888 -449 -2273 • Available 24 hours/day, 7 days/week • Activate Cards • Report lost/stolen cards • Dispute transactions 2010 Charge Card Administration 15

JMU Contact Information Jennifer Dellinger phone: 540 -568 -7396 email: dellinjx@jmu. edu Tanya Shifflett phone: 540 -568 -7395 email: shiffltl@jmu. edu 2010 Charge Card Administration 16

Quiz Question 1 Which of the following is NOT a restriction placed on new SPCC? 2008 A. Fraud B. Gas/Oil C. Restaurants D. Retail Charge Card Administration 17

Quiz Question 1 Wrong answer, please try again 2008 Charge Card Administration 18

Quiz Question 2 Is your supervisor required to sign your monthly reconciliation? Yes, they are required to sign each month 2008 No, your supervisor doesn’t have to sign each month Charge Card Administration 19

Quiz Question 2 Wrong answer, please try again 2008 Charge Card Administration 20

Quiz Question 3 I will be held responsible for misuse on my Small Purchase Charge Card. True, if there is misuse on my SPCC I will be held responsible as well as my supervisor and the university Program Administrator. 2008 False, I have no responsibility for misuse on my card. Charge Card Administration 21

Quiz Question 3 Wrong answer, please try again 2008 Charge Card Administration 22

Quiz Question 4 Which of the following is allowable using the SPCC? I am allowed to share my SPCC with others in my office I am allowed fax my full account number to a vendor for payment I am allowed to pay for air and rail tickets for official university travel on my SPCC I am allowed to make personal charges on my SPCC 2008 Charge Card Administration 23

Quiz Question 4 Wrong answer, please try again 2008 Charge Card Administration 24

Quiz Question 5 Is reconciliation in People. Soft required monthly? Yes, if I have charges on my SPCC I must reconcile my card in the People. Soft Finance System 2008 No, it doesn’t matter if my charges are reconciled in People. Soft or not monthly Charge Card Administration 25

Quiz Question 5 Wrong answer, please try again 2008 Charge Card Administration 26

**CONGRATULATIONS** You have completed your annual training for the SPCC. Please print out this certificate and mail to Accounts Payable at MSC 5712 or scan and email to spcc@jmu. edu. If you fail to return this page by April 15, 2014 card will be suspended. __________________ Cardholder Signature Date __________________ Printed Cardholder Name Trouble Printing Click: On A/P website under FORMS heading please click on Blank Forms and choose the 1 st Word document to open. 2010 Charge Card Administration 27