Pcard Program Cardholder Training

1. Pcard Program Cardholder Training WELCOME!

2. Training Agenda • Overview of Program • Definitions for Purchasing Card • Policies & Procedures • PaymentNet System Training • Questions & Answers

3. Program Overview • P-card is accepted wherever credit cards are accepted. • Online reconciliation process allows for high levels of control over your account. • P-card is intended for almost all small dollar purchases that would otherwise require submission of a purchase requisition. • P-card should be used for repetitive purchases that will not exceed a $2,000 to $3,000 total in a given calendar year. • P-card Policies & Procedures are strictly enforced and audited by both Purchasing and Internal Audit Departments!

4. Quick Definitions of P-Card Terminology • P-Card- Credit card issued to you by the Purchasing Department for small dollar purchases • PaymentNet- The Bank’s online tool you will use for reconciliation • Electronic Statement & Payment- Online option at PaymentNet site for viewing and printing statements • MCC- A four digit numeric Merchant Commodity Code; assigned by Visa to each merchant

5. Policies & Procedures • ACTIVATING YOUR CARD Activation codes will be supplied to you during this training session today. SAVE THIS INFORMATION!! Social Security Number? Mother’s Maiden Name?!! These are terms the bank uses; Temple University uses the security code you supplied on your application & the last 4 digits of your TUID. We do not know, ask for, or utilize your SS# or Mother’s maiden name!

6. Policies & Procedures BILLING CYCLE • Each billing cycle starts the 21st of the month and ends the 20th of the following month. • You may review charges for a current cycle at any time during that cycle, but MUST review them ALL by the close of business on the 21st. (It is for this reason that Purchasing highly recommends that you mark the 21st of each month on your calendar to do a ‘final sweep’) • After the 21st of a particular month, you will no longer see the ‘old’ charges when you log in. You will only see charges for the current billing cycle. • The bank will send out reminder emails every other Monday to cardholders that have made charges. This is a courtesy email only. You will NOT receive an email every time you have a transaction to review, and must check before and/or on the 21st of each month.

7. Policies & Procedures UNALLOWABLE PURCHASES Listed on the last page of the Policies & Procedures and available on Purchasing’s website. Cannot use P-card for merchants with whom Temple University already has contract pricing, including: …Or for On-campus vendors with whom the University has contracts, for example classes taken at any Temple Campus or: …Or for Travel Conference registration: Yes…Hotel Rooms: NO

8. Policies & Procedures UNALLOWABLE PURCHASES Sustainability Policy …mandates that University employees may purchase only appliances and equipment that are Energy Star Certified when that rating exists within a particular product category.  Please review the Department of Sustainability website for more information: www.temple.edu/sustainability.

9. Policies & Procedures • Standard Purchasing Card limit • $2,000 per transaction is the University maximum • Splitting of transactions to meet single limit requirement is PROHIBITED! • Only a cardholder may make transactions on their card • See User Access Form to allow another to review your transactions (user still may NOT use your card). • Contact Anna to suspend your card if you take a leave of absence, or to cancel your card if you leave the Department or University. • Purchasing cards are to be used for Business Purposes only!

10. Policies & Procedures DECLINES A decline may occur for many reasons. As the cardholder, you must contact the bank to determine the reason for a decline. • Call the # on the back of your card. • Be prepared to supply two access numbers that you are receiving today and have been asked to save for future. • Bank will only speak to the cardholder. • If the bank advises that the ‘MCC code is blocked’, obtain from them the 4-digit code as Purchasing will need it. • If the decline is an MCC code, contact Purchasing to lift the block on that code. Purchasing will lift the block if the purchase is allowable. Purchasing cannot change transaction/monthly limits without authorized approval (signature authorization)

11. Policies & Procedures DECLINESCONTINUED Example in which Purchasing may be contacted to assist: MCC BLOCKS Visa classifies merchants, not individual commodities, by a 4-digit MCC. Suppose you wish to purchase a plaque, but your card is declined. The bank advises you that the MCC is closed to your card because the firm also sells jewelry (which would be an unallowable gift purchase). Since your intent was to purchase an allowable item, you should contact Purchasing so that we may have the block lifted. The vendor can then re-run the charge. Please note, if Purchasing determines that your desired transaction does not qualify as allowable, We cannot lift the block.

12. Policies & Procedures SALES TAX Temple University is officially classified as an Instrumentality of the Commonwealth of Pennsylvania. As such, we are exempt from sales tax in PA and in many other states, as listed on Appendix A of your policies. • IF a vendor charges you sales tax but should not have, you will need to contact them to have that tax credited back to your card. • A Vendor may require proof of our exempt status. We are NOT issued a # by the state, like some other entities. Purchasing DOES have formal documents for each state in which we are exempt. We can fax the appropriate form to the vendor, or, if you are going to the store, we can give their form directly to you. • Purchasing must monitor sales tax charges and will contact you if sales tax was charged to your card. Please keep in mind that it is your responsibility to ensure that your card is not charged tax for transactions in exempt states. Need a Sales Tax Exempt Certificate? Email Anna; stewarta@temple.edu or Call Purchasing’s Receptionist at 1-7685. Please have ready the vendor name, address, fax number, and any applicable order reference information!

13. Policies & Procedures AUDITS • Purchasing & Internal Audits will perform periodic random audits on card accounts to ensure compliance to the Purchasing Card Policies & Procedures. • You MUST keep receipts and back-up documentation of all paperwork related to each transaction performed on your card. • You MUST keep your card in a secure location • You MUST review all transactions that post to your paymentnet account (discussion of paymentnet to follow herein). • You MUST reply to inquiry emails, to avoid adverse action being taken against your account, as per the P-card policies & procedures. • Internal Audits • Internal Audits will audit the P-card program twice a year. If they contact you to set up an appointment, you will be asked to present your receipts and back up documentation. • Purchasing Department Audits • Purchasing will audit transactions on a monthly basis. If your transaction is selected, you will receive an email requesting specific information. It will be your responsibility to respond to the email in a timely manner.

14. PaymentNet System Training Monthly Reconciliation Process LOGGING IN: Lowercase letters only! • Login • www.paymentnet.com • Enter Org ID • Enter User ID • Enter Pass Phrase • Click Log In Now

15. Forgot Your Pass Phrase Cardholders will be sent a 16 digit Computer Generated Pass Phrase via email once email address is verified in the system Enter: Organization ID User ID E-Mail Address

16. PaymentNet Welcome Screen To review your transactions, choose PAYMENTNET. To review a statement from a previous period, choose ELECTRONIC STATEMENT

17. Transaction List Screen To view more detail click anywhere along the row. If the charge is correctly allocated, click the Reviewed box & a check mark will appear and stay.

18. Transaction Detail Notice options to ‘save’, ‘split’ to different cost centers or ‘dispute’ questionable charges. All cost centers tied to your Pcard will be available in this drop down menu. Default account code values appear with every transaction. Cardholders can change or correct default information as needed.

19. Splitting Transactions Program Administrators set the number of splits available up to 99.

20. Disputing Transactions • Transaction Dispute icon: click to view the detail for a dispute Color of Icon: • Yellow: Dispute has been initiated • Red: Dispute has been received and is being worked by the Dispute Resolution Team

21. Questions & Answers