Procurement Card

1. Procurement Card

2. Advantages • No reimbursement needed • No checks to print • No checks to cash • Electronic approval process • Receipts images are scanned • View current transactions at any time on the website • View prior transactions/receipts for returns, vendor history, etc. • No expense reports to handwrite • No math

3. Disadvantages • Budget is not updated immediately for department tracking • Potential to not always get the best price, delivery, or quality • Notification to central receiving of purchases • Fraud risk

4. Card Information • Your card MUST be activated to work. Call the number on the sticker that is on your card. The last 4 digits of your social security number is your activation code. • If you have an issue or your card does not work, call the number on the back of your MasterCard. • When calling JPMorgan Chase you will need to supply them with a code before they will speak to you about your account. This number will also be the last 4-digits of your social security number. • To report your card lost or stolen, please call JPMorgan Chase at 1-800-316-6056. This call must be placed immediately. Contact the Controller’s office within 24 hours to also report the incident. • Your default card limit is $5,000.

5. Cycle • Our billing cycle ends on the 4th of every month unless the 4th falls on a weekend, then it will be on the Friday before the 4th. • If the transactions are not cleared by the deadline your card will be automatically suspended until charges are cleared.

6. POLICY REVIEW

7. Unauthorized Transactions • Cell phones or monthly cell phone service • Controlled substances • Donations • Fines and penalties • Gambling in any form • Gift cards • Guns, weapons, ammunition, or explosives • Hazardous chemicals • Illegal transactions • Internet connectivity • Personal items, services, or expenses

8. Restricted Product Classes • Office supplies • Office Furniture • Printing and Stationery • Catering on campus • Computers and Software • Goods that require contracts • Professional Services • Promotional Materials • Replacement Items • Long-term rentals (2 months or longer) • Items to be capitalized – Items worth $5,000 or more

9. Purchases • Do NOT divide one purchase into two or more transactions in order to stay within the transaction limits that have been determined by the supervisor. • Do NOT receive cash back for refunds or exchanges; all amounts are to be credited directly to the credit card account. • Do NOT allow others to use your card under any circumstances. It is to be used by the cardholder whose name appears on the card ONLY. • ALL purchases made with Ohio Wesleyan procurement cards must be shipped to an Ohio Wesleyan University address.

10. Tips Ordering Online Pitfalls • Know who and where you are ordering from. • Watch delivery dates and in-stock availability. • Check for preferred Vendors (Vendors we use all the time that have provided us competitive pricing, no hassle free delivery, and a quality products). • We have agreements with suppliers. Please be sure you have access to our account pricing on websites.

11. Tips • DON’T PAY SALES TAX – We are tax exempt and the forms are available on the Purchasing site. Purchasing.owu.edu. • Delivery Address. The delivery address should be: Ohio Wesleyan University Central Receiving (Optional if there is room) Attn: Your Name (NOT optional-needed for central receiving) 28 Hayes Street Delaware, OH 43015

12. Monthly Statement Review • E-mail notification will be sent when the cardholder statement is ready for review. • Cardholder has 10 days to login to the website and review the account. • Website: http://smartdata.jpmorgan.com/

13. Monthly Statement Review • Assign account number to all legitimate charges. • Attach receipts by uploading them into the system. Original receipts will remain with the cardholder. • Enter business purpose. • Submit E-mail to Authorized Approver after review.

14. Documentation • Meals and entertainment transactions require the following additional information to be included in the notes of the transaction on the website. • name of the event • date of the event • location of the event • business purpose • names (or description) of all those involved in the event

15. Documentation Cont. • Procurement transactions must clearly identify the items being purchased. • All charge slips should be itemized, meaning they should include: • item descriptions • quantities • unit costs • the total cost • the date of transaction

16. Disputing a Charge • Contact the vendor, and if after two weeks the vendor does not correct the inappropriate charge, the cardholder should complete a transaction dispute form on SDOL and send it to JPMorgan Chase. • JPMorgan Chase will further investigate the disputed charge and grant a provisional credit for disputed item during the course of the investigation.

17. Security/Fraud Protection • Do NOT allow others to use your card under any circumstances. It is to be used by the cardholder whose name appears on the card ONLY.

18. New Procurement List • TRANSACTION METHOD OF PAYMENT • Computer Equipment and Software Purchase Requisition • Conference Fees P-Card • Contracts for goods or services Purchase Requisition • Donations Check Request • Food Service Invoices for On-site Catering Approve Vendor Invoice • Furniture Purchase Requisition • Gift Cards Check Request • Internet charges/Apple Apps Reimbursement • Items to be Capitalized Purchase Requisition • Long-Term Rentals (2 months or longer) Purchase Requisition • Office Supplies Online Order Site of Preferred Vendor • Payments to individuals (consultants, sports officials, speakers) Check Request • Printing and Stationery Purchase Requisition or Duplicating • Promotional Materials Purchase Requisition • Replacement Items from damages or loss Purchase Requisition • Supplies over $5,000 (Lab Supplies, Books, etc.) Purchase Requisition • Supplies under $5,000 P-Card or Purchase Requisition • Travel (Auto Rental, Hotel Stays, Meals) P-Card • Mileage Smartdata online “add cash transaction”

19. Timelines • Please keep in mind the following turnaround times for purchase order and checks. Urgent, last minute requests put everyone else’s requests on hold. Please plan ahead. • Purchase order turn around time: 7-10 days • Check request turn around time: 10 business days

26. Add Cash Transactions: All out of pockets reimbursements should be entered in this system.

27. Splitting Transactions

29. Please click the e-mail button when complete with your review to notify your supervisor that your report is ready for approval.

31. Clearing • Outstanding account balances will no longer be available on the OWU Webportal. • This process is all electronic now, therefore charges must be cleared by the deadline. If there is an outstanding balance in the account associated with you card, your card may be suspended until charges are cleared. • Also, your card will be monitored for unauthorized uses based on our Policy. If the card is used for an unauthorized purpose, the card may be temporarily suspended.

32. Account Numbers • Account numbers must be complete and accurate. • They must contain the correct expense account.

38. $$Budgets $$ • Purchase Orders encumber money right away. • P-Card purchases do NOT! • Please watch your budgets closely and check the budgets before spending. • How do you check your budget?

41. Logging In • Type Smartdata.jpmorgan.com in any browser • Click on Cardholder Self-Registration • Your Account Number is your card number • The Company Code is 88475123

42. Questions • If you have any questions, please refer to the Procurement Card Policy, or contact the Purchasing Office at 740-368-3377 or the Accounting Office at 740-368-3360. • Please sign your Cardholder Agreement • Folder Review