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Purchasing Cards

Purchasing Cards. TRAINING FOR NEW CARDHOLDERS. February 2011. Knowledge Base for New Cardholders. WSU PURCHASING BASICS. FACTS ABOUT WSU PCARDS. PCARD PROGRAM WHO’S WHO. Organization of the Roles. Option 1 Option 2. Roles and Responsibilities Form. Summary of Responsibilities.

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Purchasing Cards

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  1. Purchasing Cards TRAINING FOR NEW CARDHOLDERS February 2011

  2. Knowledge Base for New Cardholders

  3. WSU PURCHASING BASICS

  4. FACTS ABOUT WSU PCARDS

  5. PCARD PROGRAM WHO’S WHO

  6. Organization of the Roles Option 1 Option 2 Roles and Responsibilities Form

  7. Summary of Responsibilities

  8. Cardholder Responsibilities Card Security Keep the card in locked file or safe when not in use. Protect the PCard account number from compromise and unauthorized use. Communication with JPMCTelephone: JPMorgan Chase: 800-270-7760 ACCESS CODE = _________ or __________ Email: beware of phishing emails.Problems & questions: 509-335-9527or purchasing.card@wsu.edu

  9. Cardholder Responsibilities Appropriate TransactionsCardholders must avoid purchases that are prohibited by BPPM 70.08, including those which exceed or circumvent limits of the PCard account. • SINGLE TRANSACTION LIMIT _______ • MONTHLY CREDIT LIMIT __________ • TRANSACTIONS PER DAY __________ • MERCHANT CATEGORY CODES • DIRECT BUY LIMIT

  10. Merchant Category Code Blocks Transactions with merchants in these categories will be declined: • Airlines, Air Carriers Airports, Airport TerminalsTravel Agencies and Tour Operators Transportation ServicesPassenger Railways Banks, ATMs Wire Transfer, Money OrdersFurriers And Fur ShopsJewelry Stores Watch, Clock & Jewelry RepairDating & Escort Services Betting including Lottery Tickets

  11. Cardholder Responsibilities Provide merchant with complete Shipping Address Washington State UniversityATTN: Name of Person Placing OrderBuilding and Room No.Street AddressCity, Town and Zipcode • Know Billing Address – may be required online • Washington State University • Purchasing Services • PO Box 641020 • Pullman WA 99164-1020

  12. Cardholder Responsibilities Itemized Receipt for Each TransactionOriginal and from merchant – including • Name of merchant • Date of purchase • Description of goods or service • Quantities received • Unit prices

  13. Reasons for Decline • A Spending Limit Exceeded • Number of Transactions per Day Exceeded • Incorrect Card Expiration Date • Incorrect or missing 3-digit Security Code GETTING HELP WITH DECLINES During WSU business hours, contact Purchasing Services Otherwise, call JPMC at 800-270-7760. This number is printed on the back of the PCard. You’ll be asked for an ACCESS CODE, or last 4 digits of SSN

  14. Transaction limits include tax and shipping costs when charged by Merchant. Examples: $3300 Dell laptop computer– declines because Dell charges tax $3499 Newegg.com 12 monitors– approved; out of state vendor When an out-of-state Merchant does not charge Washington sales/use tax, WSU pays “compensatory tax” directly to the State of Washington. The University is NOT tax exempt. Tax and Shipping

  15. Certain goods and services are unallowable for purchase with the WSU PCard, due to State regulations, University policies and risk factors. Warning: In each revision of BPPM 70.08, the list of purchases that are unallowable may be revised. Written requests for exceptions can be considered for unusual circumstances. Address such requests to PCard Program Administrator at purchasing.card@wsu.edu. Appropriate Transactions

  16. BPPM 70.08 Restrictions Accounts Payable issues violation notices for prohibited purchases. These purchases violate WSU business policy BBPM 70.08 please turn to the policy handout Pages 5 and 6

  17. Prohibited Purchases • Items for personal use. Violations are to be reported and cardholdermust immediately reimburse WSU by personal check. • Food and meals, catering services and alcoholic beverages. • Request an exception to purchase food for research or instruction. Subobject 03ac or 03br • Light refreshments are allowable, if paid with appropriate funding source and all requirements of BPPM 70.31 are met. • Pizza is not a light refreshment.

  18. Prohibited Purchases • Travel expenses: airfare and any other form of transportation, lodging, lodging reservations. • Hotel meeting rooms are allowable. • Conference registration fees are allowable if lodging is not included. • Gasoline and diesel are not allowed. • Cash advances • Entertainment; which includes event tickets

  19. Prohibited Purchases • Printing, copying and related services. • Refer to See BPPM 80.05, and watch for policy revisions. • In Pullman, do not outsource services provided by University Publishing, ie business cards, other print jobs, binding and copying. • Telephone calls, calling cards, any expense relatedto employee-owned cell phones, prepaid cell phones and cell phone minutes. • Gifts, except as allowable under 17A funds. Documentation must meet all the requirements of BPPM 70.33. Gift cards require policy exception.

  20. Prohibited Purchases • Weapons and ammunition • Radioactive materials, controlled substances • Vehicles, boats or any other equipment with title. Also tax exempt research equipment and any type of equipment purchased with trade-in credit • Household moving expenses • Donations

  21. Prohibited Purchases • Purchases from other WA State agenciesand WA State institutions are now allowable. • Purchases from other WSU Departments (ie Creamery, CDPE, Athletics, Parking Services) • Purchases to be coded to accounts belonging to Registered Student Organizations. These are 6680 budgets. Refer to BPPM 70.18. • Payments to individuals, employees, studentsIncorporated merchants are preferred. • Contracts and lease payments

  22. Delegated Purchasing • Limited delegated use of theWSU PCard is allowed. Cardholdermay authorize and instruct another department employee to make a transaction • A PCard Check-out Record entry is required when other members of department make a purchase with the PCard. • Cardholder must provide a letter of delegation and careful instructions for use of the card. • The cardholder is responsible for all transaction made on his/her PCard.

  23. The Purchasing CardDELEGATED USE http://www.wsu.edu/~forms/PDF/BPPM/70-08-14.pdf http://www.wsu.edu/~forms/PDF/BPPM/70-08-15.pdf

  24. If Your PCard is Lost or Stolen • Call 800-270-7760 JPMorganChase Visa 24/7 Customer Service to cancel the card. • Call 509-335-3541 WSU PCard Administrator • Notify the Approving Official for your PCard account ACT IMMEDIATELY TO PREVENT FRAUD

  25. PCard Account Maintenance

  26. Resources for Program Participants http://purchasing.wsu.edu/Purcard http://purchasing.wsu.edu/Purcard

  27. Program Administration The Purchasing Card Program is administered from Purchasing Services, and supported by Accounts Payable. Key contacts:

  28. Consequences of Misuse • Written warning to Cardholder, possibly with copies to Reconciler, Approving Official, Department Chair or Director. • Card suspension or cancellation • Retraining • Report of violation to appropriate Vice President and/or Internal Audit • Termination of employment • Recovery actions, as permitted by law • Criminal prosecution

  29. What Auditors Examine

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