Small Purchase Charge Card Cardholder Refresher Training 2012

1. Small Purchase Charge CardCardholder RefresherTraining2012 Welcome to the Commonwealth of Virginia, Department of Accounts� Small Purchase Charge Card Cardholder refresher training. Welcome to the Commonwealth of Virginia, Department of Accounts� Small Purchase Charge Card Cardholder refresher training.

2. 2010 Charge Card Administration 2 Small Purchase Charge Card Cardholder Training Required annually for all Small Purchase Charge Card Cardholders Training consists of this presentation, scenarios 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 suspention 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! This training is designed for those small purchase charge card cardholders who have had their card for more than a year. At the end of the training you will a fill out a certificate. Please print the certificate and mail to Accounts Payable by April 30th to receive credit for taking the course. Failure to mail the certificate in and take the training will result in your card being suspended until the training is completed.This training is designed for those small purchase charge card cardholders who have had their card for more than a year. At the end of the training you will a fill out a certificate. Please print the certificate and mail to Accounts Payable by April 30th to receive credit for taking the course. Failure to mail the certificate in and take the training will result in your card being suspended until the training is completed.

3. 2010 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 Purchase charge cards offer the opportunity to streamline procedures for procuring and paying for small dollar goods and services. The purchase card program reduces the volume of accounts payable transactions and the associated costs by eliminating vendor invoices and consolidating multiple vendor payments into one monthly payment. With the advent of e-commerce, the purchase card has become the preferred method of payment for many purchases. Web-based purchases, particularly through eVA, are encouraged and will continue to grow in use as suppliers are added. The end result of using the purchase card as a tool for procurement and payment is the elimination of multiple steps and a smoother transaction flow. In addition, the purchase card contractor (currently Bank of America) provides cardholders with an online account management system to assist you in managing your purchase card account. Purchase charge cards offer the opportunity to streamline procedures for procuring and paying for small dollar goods and services. The purchase card program reduces the volume of accounts payable transactions and the associated costs by eliminating vendor invoices and consolidating multiple vendor payments into one monthly payment. With the advent of e-commerce, the purchase card has become the preferred method of payment for many purchases. Web-based purchases, particularly through eVA, are encouraged and will continue to grow in use as suppliers are added. The end result of using the purchase card as a tool for procurement and payment is the elimination of multiple steps and a smoother transaction flow. In addition, the purchase card contractor (currently Bank of America) provides cardholders with an online account management system to assist you in managing your purchase card account.

4. 2010 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 The CAPP Manual Topic 20355, Purchasing Charge Card, contains important detailed information about the purchase card program. It is important for every purchase cardholder to review the section pertaining to cardholder responsibilities thoroughly. A copy of the CAPP Topic 20355 may be obtained from your agency�s Program Administrator. James Madison has it�s own financial procedures manual. Please refer to section 4220 http://www.jmu.edu/finprocedures/4000/4220.shtml for up dates.The CAPP Manual Topic 20355, Purchasing Charge Card, contains important detailed information about the purchase card program. It is important for every purchase cardholder to review the section pertaining to cardholder responsibilities thoroughly. A copy of the CAPP Topic 20355 may be obtained from your agency�s Program Administrator. James Madison has it�s own financial procedures manual. Please refer to section 4220 http://www.jmu.edu/finprocedures/4000/4220.shtml for up dates.

5. 2010 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 Cards are issued with your name and your agency�s name embossed on the card and the cards will expire in two years from the date of issue. You can obtain your monthly statement online two (2) days after cycle close by using Bank of America�s Works system. Some agencies have paper bills being generated which are sent via US Mail. If you do not have any activity for a cycle period you will not receive a bill.Cards are issued with your name and your agency�s name embossed on the card and the cards will expire in two years from the date of issue. You can obtain your monthly statement online two (2) days after cycle close by using Bank of America�s Works system. Some agencies have paper bills being generated which are sent via US Mail. If you do not have any activity for a cycle period you will not receive a bill.

6. 2010 Charge Card Administration 6 Policies and Procedures Cycle Dates for 2012 Start End 12/16/2011 1/13/2012 1/14/2012 2/15/2012 2/16/2012 3/15/2012 3/16/2012 4/13/2012 4/14/2012 5/15/2012 5/16/2012 6/15/2012 6/16/2012 7/13/2012 7/14/2012 8/15/2012 8/16/2012 9/14/2012 9/15/2012 10/15/2012 10/16/2012 11/15/2012 11/16/2012 12/14/2012 12/15/2012 1/15/2013 Here are the current year's cycle dates. Please keep these dates handy for easy reference. Here are the current year's cycle dates. Please keep these dates handy for easy reference.

7. 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. 2010 Charge Card Administration 7 Each month you are required to reconcile your monthly charges in the PeopleSoft finance system. Each month around the 16th or 17th you will receive an email letting you know the file is ready and how long it will be available to reconcile. During this time there is an open lab in the IT Training center to help you with your reconciliation. The date and time of the open lab will be in your email you receive each month. If you ever have any questions you can contact Jennifer or Tanya.Each month you are required to reconcile your monthly charges in the PeopleSoft finance system. Each month around the 16th or 17th you will receive an email letting you know the file is ready and how long it will be available to reconcile. During this time there is an open lab in the IT Training center to help you with your reconciliation. The date and time of the open lab will be in your email you receive each month. If you ever have any questions you can contact Jennifer or Tanya.

8. 2010 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 The purchase card is �For Official Use Only�. Purchases must be prudent and directly benefit the Commonwealth of Virginia. Accountability expectations have significantly increased with regards to the purchase card program. Cardholders, supervisors, reviewers as well as Program Administrators may all be held accountable for inappropriate purchases and purchase card misuse. The purchase card may not be used for personal purchases at any time for any reason. Even though the cardholder may pay the Commonwealth back or intends to pay the Commonwealth back the amount of the purchase, it may be considered a fraudulent act. The purchase card is not to be used for travel related expenses, such as food and lodging, while traveling for business. The purchase card can not be used for prohibited transactions such as obtaining a cash advance or paying for alcoholic beverages. Adverse personnel action may be taken against the cardholder, as well as their supervisor or reviewer and Program Administrator, in the event it is determined that a purchase card was misused. If you have any questions regarding the nature of your purchase and whether or not it is allowable under the policies and procedures of the purchase card program, please contact your Program Administrator BEFORE you make the purchase. The purchase card is �For Official Use Only�. Purchases must be prudent and directly benefit the Commonwealth of Virginia. Accountability expectations have significantly increased with regards to the purchase card program. Cardholders, supervisors, reviewers as well as Program Administrators may all be held accountable for inappropriate purchases and purchase card misuse. The purchase card may not be used for personal purchases at any time for any reason. Even though the cardholder may pay the Commonwealth back or intends to pay the Commonwealth back the amount of the purchase, it may be considered a fraudulent act. The purchase card is not to be used for travel related expenses, such as food and lodging, while traveling for business. The purchase card can not be used for prohibited transactions such as obtaining a cash advance or paying for alcoholic beverages. Adverse personnel action may be taken against the cardholder, as well as their supervisor or reviewer and Program Administrator, in the event it is determined that a purchase card was misused. If you have any questions regarding the nature of your purchase and whether or not it is allowable under the policies and procedures of the purchase card program, please contact your Program Administrator BEFORE you make the purchase.

9. 2010 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 Your card is automatically restricted from being used at the following types of vendors: bars and nightclubs, pawn shops, dating and escort services, massage parlors, and betting establishments. Your card is also automatically restricted from being used for cash access, food stamps, fines, and bail or bond payments. Do not even think about attempting to use your card at any of these establishments or for any of these purposes. There are 4 additional industry restrictions that may be placed on Purchase Cards. The restriction tables are as follows: Gas/Oil � includes service stations and automated fuel dispensers Car Rental � includes for all car rental agencies Restaurant/Food � includes all restaurants including fast food, bakeries, package stores Accommodations � includes hotels, motels, resorts and time shares These additional industry restrictions can be removed by your Program Administrator on a permanent or temporary basis. Please contact your Program Administrator for more information regarding the removal of an industry restriction. Your card is automatically restricted from being used at the following types of vendors: bars and nightclubs, pawn shops, dating and escort services, massage parlors, and betting establishments. Your card is also automatically restricted from being used for cash access, food stamps, fines, and bail or bond payments. Do not even think about attempting to use your card at any of these establishments or for any of these purposes. There are 4 additional industry restrictions that may be placed on Purchase Cards. The restriction tables are as follows: Gas/Oil � includes service stations and automated fuel dispensers Car Rental � includes for all car rental agencies Restaurant/Food � includes all restaurants including fast food, bakeries, package stores Accommodations � includes hotels, motels, resorts and time shares These additional industry restrictions can be removed by your Program Administrator on a permanent or temporary basis. Please contact your Program Administrator for more information regarding the removal of an industry restriction.

10. 2010 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 Sales Tax should not be charged on your purchases since you are exempt from State taxes on most of your purchases. It is your responsibility as a cardholder to ensure that you are not charged sales tax on any tax-exempt purchases. If you discover that you were charged sales tax in error, you must contact the vendor right away to request a credit back to your purchase card in the amount of the tax. Be sure to document on your charge card record the date, time, and name of the person you spoke with at the vendor in case the credit is not processed and follow-up is required. Sales tax charges cannot be disputed with Bank of America. All sales tax issues must be resolved with the vendor directly. It is imperative that you advise vendors prior to the sale if your purchase qualifies to be tax exempt. Sales Tax should not be charged on your purchases since you are exempt from State taxes on most of your purchases. It is your responsibility as a cardholder to ensure that you are not charged sales tax on any tax-exempt purchases. If you discover that you were charged sales tax in error, you must contact the vendor right away to request a credit back to your purchase card in the amount of the tax. Be sure to document on your charge card record the date, time, and name of the person you spoke with at the vendor in case the credit is not processed and follow-up is required. Sales tax charges cannot be disputed with Bank of America. All sales tax issues must be resolved with the vendor directly. It is imperative that you advise vendors prior to the sale if your purchase qualifies to be tax exempt.

11. 2010 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 You must contact your Program Administrator anytime you have changes to your contact information such as your telephone number, mailing address, or email address. It is critical that your Program Administrator have current contact information in case there is a need to contact you right away concerning your card. If you do not provide your Program Administrator with up to date information, you may not receive your monthly statement or Bank of America may not be able to contact you in the event fraudulent activity is discovered on your account. Please advise your Program Administrator if you are leaving employment, your job responsibilities change, or you will be going out on an extended leave of absence as these are additional circumstances where the card must be suspended or cancelled in order to maintain card security. If you have any changes please email Jennifer or Tanya, their email addresses are dellinjx@jmu.edu or shiffltl@jmu.edu You must contact your Program Administrator anytime you have changes to your contact information such as your telephone number, mailing address, or email address. It is critical that your Program Administrator have current contact information in case there is a need to contact you right away concerning your card. If you do not provide your Program Administrator with up to date information, you may not receive your monthly statement or Bank of America may not be able to contact you in the event fraudulent activity is discovered on your account. Please advise your Program Administrator if you are leaving employment, your job responsibilities change, or you will be going out on an extended leave of absence as these are additional circumstances where the card must be suspended or cancelled in order to maintain card security. If you have any changes please email Jennifer or Tanya, their email addresses are dellinjx@jmu.edu or shiffltl@jmu.edu

12. 2010 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 If you have received an invoice for payment of goods and/or services, the invoice is past due and the vendor wants to have you pay for the past due invoice by the card, contact your Program Administrator to request permission. The Program Administrator will then contact Department of Accounts (DOA) for approval PRIOR to you charging the invoice. If DOA does not approve the payment via charge card, your agency will have to pay for the invoice via Check or EDI. If you have received an invoice for payment of goods and/or services, the invoice is past due and the vendor wants to have you pay for the past due invoice by the card, contact your Program Administrator to request permission. The Program Administrator will then contact Department of Accounts (DOA) for approval PRIOR to you charging the invoice. If DOA does not approve the payment via charge card, your agency will have to pay for the invoice via Check or EDI.

13. 2010 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! You are not allowed to share your card. You must never hand your card or give your card number to another employee to use to place an order. It is crucial to maintain the highest level of security where the Purchase Card is concerned. You are never to give your full account number to anyone other than the vendor you are doing business with. You are never to fax, email (including as part of an attachment), or mail your entire card number to anyone for any reason due to security risks. You must never photocopy your card. Your purchase card must be kept in a secure, yet accessible location at all times. If your card is lost or stolen contact Bank of America and your Program Administrator IMMEDIATELY! You are not allowed to share your card. You must never hand your card or give your card number to another employee to use to place an order. It is crucial to maintain the highest level of security where the Purchase Card is concerned. You are never to give your full account number to anyone other than the vendor you are doing business with. You are never to fax, email (including as part of an attachment), or mail your entire card number to anyone for any reason due to security risks. You must never photocopy your card. Your purchase card must be kept in a secure, yet accessible location at all times. If your card is lost or stolen contact Bank of America and your Program Administrator IMMEDIATELY!

14. 2010 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. Note: the following information is a requirement of DOA; however, JMU has an exception. Our exception is that we don�t have to have a separate purchase log from what is printed out after reconciliation. As a cardholder you must maintain a purchase log of all purchases made using the Bank of America VISA purchase card. The purpose of this log is to document your purchases and to aid you in your monthly reconciliation of charges to your Bank of America statement each month. During your monthly reconciliation in PeopleSoft you will print out a log and coversheet, these must be fax or scanned and emailed to AP monthly. All bills and receipts must be attached to the log and you must sign and date your log once your reconciliation is complete. Your supervisor or designated reviewer must review, approve, and sign and date your completed coversheet as well. You must follow your agency�s internal policies and procedures as to when and where to send your completed logs each month. The purchase of gift cards and/or gift certificates is only allowed in certain instances. Before ever making one of these purchases please contact Jennifer Dellinger at 568-7396 or Tanya Shifflett at 568-7395. Note: the following information is a requirement of DOA; however, JMU has an exception. Our exception is that we don�t have to have a separate purchase log from what is printed out after reconciliation. As a cardholder you must maintain a purchase log of all purchases made using the Bank of America VISA purchase card. The purpose of this log is to document your purchases and to aid you in your monthly reconciliation of charges to your Bank of America statement each month. During your monthly reconciliation in PeopleSoft you will print out a log and coversheet, these must be fax or scanned and emailed to AP monthly. All bills and receipts must be attached to the log and you must sign and date your log once your reconciliation is complete. Your supervisor or designated reviewer must review, approve, and sign and date your completed coversheet as well. You must follow your agency�s internal policies and procedures as to when and where to send your completed logs each month. The purchase of gift cards and/or gift certificates is only allowed in certain instances. Before ever making one of these purchases please contact Jennifer Dellinger at 568-7396 or Tanya Shifflett at 568-7395.

15. 2010 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 Bank of America Works is an excellent tool to assist you with managing your account online 24 hours a day, 7 days a week. Using Works you have the ability to view your billed transactions. You can also go online using Works and print a PDF file version of your bill to use as official documentation for your monthly reconciliation so that you may complete your reconciliation sooner than if you waited for your paper bill to arrive in the mail. Contact your Program Administrator for disputes. Please monitor your activity closely as disputes must be filed within 60 calendar days of the transaction post date according to Bank of America VISA Card policy. All cardholders are automatically set up with a Works user account. Bank of America also provides you with Cardholder Customer Service that is available 24 hours a day, 7 days a week. You can call the Cardholder Customer Service number, which can be found on the back of your card, for assistance with items such as activating a card, reporting a card lost or stolen, or disputing a transaction. Bank of America Works is an excellent tool to assist you with managing your account online 24 hours a day, 7 days a week. Using Works you have the ability to view your billed transactions. You can also go online using Works and print a PDF file version of your bill to use as official documentation for your monthly reconciliation so that you may complete your reconciliation sooner than if you waited for your paper bill to arrive in the mail. Contact your Program Administrator for disputes. Please monitor your activity closely as disputes must be filed within 60 calendar days of the transaction post date according to Bank of America VISA Card policy. All cardholders are automatically set up with a Works user account. Bank of America also provides you with Cardholder Customer Service that is available 24 hours a day, 7 days a week. You can call the Cardholder Customer Service number, which can be found on the back of your card, for assistance with items such as activating a card, reporting a card lost or stolen, or disputing a transaction.

16. JMU Contact Information Jennifer Dellinger phone: 540-568-7396 email: dellinjx@jmu.edu Tanya Shifflett phone: 540-568-7395 email: shiffltl@jmu.edu 2010 Charge Card Administration 16 You can contact your JMU Program Administrators at any time. We are always here to help. Jennifer Dellinger phone 540-568-7396 or Tanya Shifflett phone 540-568-7395.You can contact your JMU Program Administrators at any time. We are always here to help. Jennifer Dellinger phone 540-568-7396 or Tanya Shifflett phone 540-568-7395.

17. 2010 Charge Card Administration 17 **CONGRATULATIONS** You have completed your annual training for the SPCC. Please print out this certificate and mail to Accounts Payable at MSC 5712 or scan and email to spcc@jmu.edu. If you fail to return this page by April 30, 2012 card will be suspended. ___________________________________ Cardholder Signature Date ___________________________________ Printed Cardholder Name Trouble Printing Click: On A/P website under FORMS heading please click on Blank Forms and choose the 1st Word document to open. You have completed the Small Purchase Charge Card Cardholder training presentation. In order to receive credit for taking this training you must print off this certificate and mail to Accounts Payable at MSC 5712. Training certificate must be received by April 30, 2011 or your card will be suspended. You have completed the Small Purchase Charge Card Cardholder training presentation. In order to receive credit for taking this training you must print off this certificate and mail to Accounts Payable at MSC 5712. Training certificate must be received by April 30, 2011 or your card will be suspended.