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Comprehensive training on PCard usage, limits, fraud prevention, and compliance requirements for university staff. Learn about split transactions, restrictions, and additional documentation. Contact Compliance Office for assistance.
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PCardOffice Michelle Turner Compliance Supervisor mturner21@uco.edu (405) 974-2337 ADM 109 Terri Liskey Compliance Specialist tliskey@uco.edu (405) 974-2499 Lora Robnett Compliance Specialist lrobnett@uco.edu (405) 974-2493
Overview of Training • PCard Checklist • Training Requirements • Cardholder Responsibilities • Card Limits • Fraud • Split Transactions • Card Restrictions • PaymentNet PCard Training
PCard Checklist • Fill out the PCard Application Form • Attend PCard Training • Request Login Access for Staples Advantage • Request Access for Amazon Business • Login to PaymentNet to Setup Account • Bookmark UCO PCard & PaymentNet Websites
Training Requirements • Classroom Instruction 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. • 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. • If your PCard is used by another individual, your card will be suspended for a minimum of 30 days.
PCard Limits • Single Transaction Purchase Limit: $2,499 • Limit per Billing Cycle: $5,000 • Cycle starts with the 6th of every month and goes through the 5th 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. • 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. • 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 Coordinator IMMEDIATELYupon identifying that a lost or stolen card has been compromised. • As a matter of security, please notify the Compliance Supervisorif you will be out of the office for an extended period of time (more than one week). • 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 circumvent the cardholder’s PCard limit. • This is against State law. • 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. • If total purchase amount can be anticipated the purchases must be combined and a Purchase Order used for the total amount.
Split Transactions • Pay particular attention to whether or not someone else in your department is making a purchase from the same vendor on the same date. • If this occurs, the total amount of both purchases cannot exceed the $2,499 PCard limit. To do so would be considered a split transaction, even if that was not the intention.
PCard Restrictions • Alcoholic Beverages • Cash Advances • Computers/Tablets/Software • eBay Purchases • Financial Instruments • Fixed Assets of $2,500 or More • Gasoline • Gift Certificates/Gift Cards • Items Charged to an “A” Org • Individual Memberships • Office Supplies from an • Off-Contract Vendor • Direct Payments to Services such as PayPal/Google • Personal Purchases (Cakes, Cards, Gifts) • Phones/Phone Cards • Postage Stamps • Printers/Scanners/Fax Machines • Off-Contract University Rentals • Tobacco Products • Toner/Ink • Travel Expenses (Other than Hotel Purchases)
Additional Documentation • The following items are allowed on your PCard, but require additional documentation with your monthly statement: • Meals & Refreshments • Registration for Conferences/Meetings • Hotels • Awards & Trophies (Must provide documentation of annual event) • Clothing & Other Items for Employees • 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 PRIORto the purchase. • For estimated cost, estimate high and include enough to cover a 15% 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 per person.
Hotel Documentation • Hotels are allowed on your PCard only if you have had hotel training. • Hotel training can be set up by contacting the Compliance Specialist, Lora Robnett, for a one-on-one. • The additional required documentation must include a detailed, zero-balance receipt and conference material(s) stating the designated conference hotel and/or overflow hotel. • If there is not a conference designated hotel, then the hotel used must be equal to or less than the GSA rate. • Local hotels cannot be paid for using your PCard.
Sales Tax • All PCard purchases are tax exempt in the State of Oklahoma. • The tax exempt number is embossed on the bottom of your PCard. • 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 15% of the meal’s cost (before-tax). Remember, all PCard purchases are tax free. • Cardholders will be responsible for reimbursing the University for any amount exceeding the 15% limit.
Delivery of Goods • PCard purchases that require a delivery of goods MUSTshow evidence that said purchase is being delivered to the cardholder at a University address. • 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. • 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). • 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.
Activating the PCard • To activate your PCard, go to https://www.paymentnet.jpmorgan.com/ and log in for the first time. • Security responses will be the 1st four letters of your mother’s maiden name or the last four digits of your Banner ID number. • You will need to set up a new PIN. • When using the PIN for the first time with the chip, it must be tried several times before the PIN is linked to the PCard. • Organizational ID: oklauco (not case-sensitive)
Statement of Account Portrait • Once the report link turns blue, you will need to print out the statement and sign the statement. Have the financial manager for any orgs that are charged on said statement sign as well. • Attach all receipts and accompanying documentation to the statement and email it to the PCard office at pcard@uco.edu .
Signatures • A financial manager or department chair must sign the monthy statement. • Signature stamps are NOT allowed on a statement, but a statement may be signed electronically.
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 PCard
Cardholder Responsibilities • Transactions are confirmed and coded correctly in PaymentNet on a weekly basis • PCard statement is ran at the end of each cycle • Statements are compiled and maintained, containing appropriate receipts and additional documentation • Submitting requested, additional documentation to PCard office in a timely manner
Questions? For further training questions please email lrobnett@uco.eduor tliskey@uco.edu
