Small Purchase Charge Card Cardholder Refresher Training 2014

1. Small Purchase Charge CardCardholder RefresherTraining2014

2. Small Purchase Charge Card Cardholder Training • Required annually for all Small Purchase Charge Card 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! Charge Card Administration

3. 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 (eVA) Program Purpose Charge Card Administration

4. 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.shtml Charge Card Administration

5. Policies and Procedures • The Bank of America VISA Purchase Card • 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 Charge Card Administration

6. Monthly Reconciliation • Each month your spcc must be reconciled in PeopleSoft. You will receive an email when the file is ready in PeopleSoft. 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. Charge Card Administration

7. Monthly Reconciliation Credit Card Reconciliation Dates 2014 Dates of 2013 Credit Card Reconciliation in PeopleSoft Charge Card Administration

8. 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 Charge Card Administration

9. 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 Charge Card Administration

10. 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. Charge Card Administration

11. 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 Charge Card Administration

12. 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 Charge Card Administration

13. 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! Charge Card Administration

14. 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. Charge Card Administration

15. Cardholder Resources • BOA Works for Cardholders • 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 Charge Card Administration

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

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

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

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

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

21. 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. False, I have no responsibility for misuse on my card. Charge Card Administration

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

23. 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 Charge Card Administration

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

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

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

27. **CONGRATULATIONS** • You have completed the annual SPCC Cardholder Refresher Training for 2014. Please go to this linkwww.jmu.edu/financeoffice/training/Certificate-refresher.pdf and print out the certificate to send into Accounts Payable. All certificates are due in Accounts Payable by April 15th, 2014. • Thank You. Charge Card Administration