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Procurement Card (P-Card) Training Program

Procurement Card (P-Card) Training Program. 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

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Procurement Card (P-Card) Training Program

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  1. Procurement Card (P-Card) Training Program

  2. 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

  3. 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

  4. 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

  5. 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”

  6. 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

  7. 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)

  8. 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

  9. PaymentNet Login Procurement Services (202) 319-5044 www.paymentnet.com

  10. 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)

  11. 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

  12. 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)

  13. Questions

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