PCard Liaison Refresher Training

1. PCard Liaison Refresher Training 7/28/10 Karen Brookbanks, C.P.M., CPPB PCard Program Administrator

2. Introduction of FAQ’s • Would you be surprised to know that calls come into the PCard Office from Cardholders, Reconcilers, Approvers and Liaisons that do not know who their dept. PCard Liaison is? • It happens – yes, even some Liaisons seem to be unaware

3. Introduction of FAQ’s • What is the single transaction limit on my PCard? • Do I have any enhancements on my PCard? • Dept. PCard (when transfers occur – the individual needs to be aware of all limits and enhancements associated with the PCard) • Why is my PCard Declining? • This is something that the PCard Office can assist in determining cause

4. PCard Liaisons • Liaison Information • Located in PCard Policy 2.1.3 Liaison • Acts as Departmental Contact for PCard Administration • Is the designated signer on all documentation including but not limited to; change forms, delete forms, transfer forms and new applications • In addition departmental program changes • Except on their own PCard, Access or Role

5. Liaison Role • Applications and agreements • Forward to PCard Office • PCard Notification of Application submitted • Pass Phrase/Password on Application • Original Application Required • Maintains copies of cardholder applications, agreements, # of cards, files…

6. Liaison Role • Department contact for Lost or Stolen PCards and notifies the PCard Office • 1st point of contact • Assists in Cardholder/Responsible Cardholder notification for verification of transaction validity • JPMC 1.800.270.7760 after normal business hours, weekends, or when unable to reach PCard Administration • Pass Phrase • Last 4 digits of SS# = Last 4 digits of EMLP ID

7. Transactional Disputes or Fraud • Assists with cardholder process in resolving merchant issues/steps for dispute via JPMC PaymentNet • Fraud is Fraud and not disputable • What is a disputable transaction? • Reference PCard Policy 10.0 • What is a Fraudulent transaction? • Reference PCard Policy 11.0 • 11.1 Individual PCards • 11.2 Department PCards

8. Hub of Information • Disseminates information from PCard Administration to cardholder • Discussions within Departmental meetings • PCard Newsletter • Listserv notifications • Handles staff questions relating to PCard Program • Monitors Card Activity in Department

9. Card Storage/Safety • Store infrequently used PCards in a secure location • Reduced Limit = Reduced Risk • Determine actual need for the PCard • Options available • Suspension & Transfers • Individual PCards Temp. suspension during absence of Cardholder • i.e. Sabbatical leave, extended vacations, extended illness, etc.

10. Card Storage/Safety cont. • Suspension & Transfers • Department PCard • Holds Department PCard until Transfer paperwork has been processed • Holds Department PCard until RCH returns from extended vacation, extended absences, etc. • Reduced limits = Reduced Risk

11. Terminations, Transfers, Retirements • Physical Card Collection, Forms, Notifications, etc. • Cardholders • Dept. PCard RCH • Reconcilers • Approvers • Liaisons

12. Terminations, Transfers, Retirements cont. • Timely notification to the PCard Office • Reduction of Risk to the University

13. Traveling • Notification of Cardholder traveling out of the country on University Business • JPMC notations • Possible holds on PCards • Importance of Liaison

14. Problematic Cardholders • Advises the Department Head of problematic cardholders • Advises the Department Head of Misuse of a PCard • Reference PCard Policy 14.8 • References University Misuse of Assets Policy

15. Issues: Cardholders/RCH,Reconcilers, Approvers • Not turning in receipts • Self Disclosure issues • Violations • 14.1 Pyramiding • 14.2 Not Approved • 14.3 Not Reconciled • 14.4 Single Established PCard Limit Violation • 14.5 Unauthorized Sharing of a PCard

16. Issues: Cardholders/RCH,Reconcilers, Approvers cont. • Violations • 14.6 Purchase Rewards • 14.7 FSO Compliance • 14.8 University of Arizona’s Misuse of Assets Policy

17. Application Reminders/Tips • Original applications must be received in PCard Office • Faxed copies can begin the process • Original application must be received prior to release of the PCard • Be realistic in limits requested on application • Single transaction Amount • Monthly transaction Amount • Number of daily transactions • Number of monthly transactions

18. Application Reminders/Tips cont. • Policy Training/Exam for applicant • 4 weeks or cancellation of application • Enhancements at time of original applications • PCard Plus * online exam (reconcilers & approvers) • Legal Name in UAccess/ISW signature verification

19. Application Reminders/Tips cont. • Non-Home Department Card Issuance • Reference: Policy 2.3.6 • Effective July 31, 2009: Issuance of a PCard from another Department other than the Employees listed Department in UAccess/ISW will require submission of documentation from both Departments including acknowledgement of responsibilities associated with the PCard Transactions

20. Application Reminders/Tips cont. • Multi-Card Issuance • Reference 2.3.7 • Similar in nature to Non-Home Department card issuance

21. Refresher Cardholder Trainings • Please contact to us arrange a department refresher cardholder training • Karen Brookbanks 520.621.3288 • Dureen Berg 520.621.3099

22. Reminders • Ensure your cardholders know who you are and how to contact you, as well as how to reach the PCard Main number and JPMC Customer Service • Call the Main PCard number will general questions 520.626.9091 • PaymentNet Password resets • Status on applications

23. Reminders • PCard Administration is available to come out to your department and meet with you and your Reconcilers, Approvers, or Cardholders • Please don’t hesitate to contact the PCard Office

24. Additional Questions? • A certificate of Liaison Refresher Training attendance will be sent out to you via email and a copy retained in your Department’s Master file in the PCard Office • Thank you