Pcard

University of Dayton is committed to providing the university community with a method of purchasing goods and services directly from suppliers through the issuance of a Purchasing Card (Pcard).  Each card issued to a user will be assigned a maximum dollar amount permissible per transaction (default $3,000) and a maximum dollar amount permissible per month (default $5,000).  Purchases must be made in accordance with the Purchasing Policies and Procedures.

The Pcard program is administered by the Procurement and Payable Services Department.  Contact Pcard Coordinator (Brett we need PCard Coordinator to hyperlink to About Us in all sections) for application form and additional information.

The PCard is a Visa purchasing card available for faculty and staff, designed to reduce the use of petty cash funds and small dollar purchasing using purchase orders and eliminate the use of personal funds.  All PCard users are required to abide by University purchasing regulations and must complete mandatory PCard training. The decision to apply for a PCard will be approved by the employees department.

immediately to JP Morgan Chase Customer Service and UD's Pcard Coordinator.  Prompt reporting of any such charge will help to prevent the University from being held responsible.vent the University from being held responsible.

Pcard Issuance

An employee will first need to complete a PCard Application form including cardholder manager signature.  By signing this application the Cardholder and their manager acknowledges that the employee's responsibilities require the purchase of goods and services and both agree to adhere to the guidelines established in this manual.

 The cardholder's personal credit is not affected by the use of this card.  A credit history is not run on the individual applying for the card, nor does the issuance of the card appear on a personal credit report.

Once the Pcard has been issued, the Cardholder will meet with the Pcard Coordinator to pick up their Pcard and to sign a Pcard Cardholder Agreement to acknowledge the receipt of the Pcard.

Lost, Stolen or Misplaced Pcard

During normal business hours, contact the Pcard Coordinator.

Outside of normal business hours, contact JPMorgan Chase Customer Service at:  800-270-7760  

In order to avoid University liability for fraudulent transactions it is extremely important to act promptly (within 72 hours).

 After notifying the bank, the account number (Pcard) will no longer be valid.  A new Pcard should be issued within 48 hours of notice.

Changes in Pcard holder Information

Address changes, default fund/account number changes, name changes, etc. can be made using the Account Maintenance Form. Some changes may require issuance of a new Pcard.

Cardholder Responsibilities

The procurement card (PCard) cardholder is responsible and accountable for the following:

Purchases
  • When making purchases, the Cardholder must ensure that:
  • The best possible price is obtained
  • Any applicable warranty cards are completed
SALES  TAX
  • The Pcard does allow for the exemption of Sales Tax. However, it is up to the Cardholder to bring this to the attention of the supplier upon making the purchase. If needed, contact Purchasing for a Sales Tax Exemption Certificate. 
  • Select the best supplier, product/service specification, quality, quantity price negotiation, freight charges, delivery requirements, ordering, expediting, amendments, returns, etc. 
  • The custody, control and use of the PCard as detailed in the PCard application.
  • Ensure that the general ledger funds and accounts being charged are properly funded to meet the required payment of the monthly statement.
  • Ensure the accuracy of the shipments and communicate with the supplier regarding any discrepancies, arranging for the return of any goods ordered or shipped in error, found to be defective, requiring repair or replacement, obtaining appropriate credit documentation.
  • Cardholder agrees that the PCard will only be used to transact University business and will not be used for personal purchases.
  • Online review of transactions will be done by the end of the calendar month.
  • Cardholder and/or department also agrees to retain PCard transaction receipts in accordance with the records retention policy.
  • The PCard must be kept secured at all times.
  • Upon request from the UD PCard Coordinator or delegate, the cardholder must return the PCard immediately.
  • The cardholder, upon transfer from the department or termination of employment from the University, must return their PCard to their supervisor and notification for immediate cancellation to the PCard Coordinator.
  • Within ten (10) days upon transfer or employment termination, a reconciliation of the PCard account must be completed to ensure payment approval for all outstanding purchase(s).
  • Ensure any applicable warranty cards are completed.
  • Indicate tax exemption to the supplier at the time of purchase.
  • Document a valid business purpose for every PCard transaction.
  • Cardholders are required to submit a PCard audit package to the Office of Internal Audit by the 10th of the following month. Failure to submit timely reports may result in suspension or termination of the card.  Mismanagement of the PCard may result in disciplinary action up to and including employment termination from the University.

Ineligible Expenses

PCards may not be used to purchase certain items or services.  The following expenses are not permitted on the PCard, inclusive but not restricted to: 

  • Non-business related or personal expenses, including medical expenses and child or pet care expenses
  • A single purchase greater than $3,000 (Note: Where possible, purchases should be processed via Runway.)
  • Purchases from University departments that accept credit cards, i.e. Bookstore, UD Dining Services, Flyer Spirit (Note: All University on campus purchases should follow internal transfer of funds process via the “Requisition for On Campus Services” form.)
  • Computer hardware/software (Note: All hardware/software should be aligned with the UD IT Buyer to advise on proper payment method.)
  • Mobile devices or service plans (Note: University Telecom Department should handle all mobile service plans.)
  • Renovations, remodeling, and repairs on campus including hanging pictures or bulletins on walls (Note: Facilities Management and Auxiliary Services work request process should be followed.)
  • “Split” transactions, meaning one transaction that is split into multiple (2 or more) transactions to avoid exceeding the PCard limit 

PCard Receipt Requirements

Receipts are required for each PCard transaction and must include the supplier name, address, date of transaction, itemized description of the purchase and signature (when appropriate). Acceptable original receipts are as follows:

  • Invoices
  • Packing slips
  • Cash register receipts
  • Internet order forms

Documentation of Pcard Business Purpose

The business purpose for each transaction needs to be documented directly in PaymentNet. This is done by performing the following procedures: 

  1. Login to http://www.PaymentNet.jpmorgan.com
  2. In Menu, select transactions
  3. Then double-click on the transaction which you want to document
  4. A screen - Transaction Detail Record should appear.  At the bottom of the page there is a field Transaction Notes. Document the business purpose here.
  5. More specific business purposes are needed for certain transactions. Please do not just indicate the item purchased. The more descriptive you are, the less follow-up questions are needed.  This is especially important for items purchased without a clear University business purpose.   The more information, the better!

Notice the difference in business purposes provided for the following example:

Item purchased - Large duffel bag

  • INCORRECT “Large duffel bag” - This only describes the item purchased and does not indicate how it will be used and would require follow-up from the Internal Auditor
  • CORRECT “Large duffel bag purchased for the transportation of presentation equipment for the Internal Audit department” - This indicates the item purchased and how it will be used for University purposes.

Coding and Review of Pcard Transactions

The Cardholder is responsible for verifying (on-line) and correcting any general ledger fund/account numbers for each transaction charged against their Pcard.  All verifications/approvals must be made by month close, which is typically between the 2nd and 4th business day as indicated in PaymentNet or via email reminder from the PCard Coordinator. No further corrections will be made after this date. 

Water, coffee, break room supplies, flowers, special event/party supplies, etc for you department should be charged to sub-account 7360 (Guest Care), not supplies.  If you have questions regarding which account to charge, please contact the Controller's Office.

Monthly Pcard Audit Package

Cardholders are required to submit a Pcard audit package to the Office of Internal Audit in 1700 South Patterson Building, Room M2518 by the 10th of the following month.

 Audit packages should include the following items:

  1. PaymentNet Transaction Allocation report. See below for instructions for obtaining this report.
  2. Original receipts for transactions.  Please organize receipts in an order that allows for easy review (i.e., the same order as listed in the report).
  3. Name of the individual to whom questions should be addressed (if someone other than Cardholder).
  4. Specific campus location for the return of the audit package (this is not applicable for Pcards designated as Travel Cards)
  5. Audit packages will be delivered back to the Cardholder upon the completion of the audit procedures.

 Failure to submit timely reports may result in termination of the card.

Pcard Receipt Requirements

Acceptable original receipts:

  • Invoices
  • Packing slips
  • Cash register receipts
  • Internet order forms

Receipts must include the vendor name, address, date of transaction, itemized description of the purchase and signature (when appropriate).

If a pdf, fax, or e-mail is the only document that the vendor will provide, please indicate on the receipt.

Instructions for Running the PaymentNet Transaction Allocation report:

  1. Login to http://www.PaymentNet.jpmorgan.com
  2. In the Menu: Transactions drop-down box, select All Reporting
  3. For the "Select a Category", select Transaction
  4. Click on Transaction Allocation. Select the accounting cycle for the appropriate month and hit Process Criteria
  5. Proceed with report
  6. Select either Excel or pdf for the format of your report
  7. The report will then show up in the available download files. Click on the report and then print for Internal Audit
  8. Communication of Pcard Audit Results
  9. Questions to Cardholders on monthly review of audit packages will be communicated normally through e-mail or by phone call. 
  10. If audit procedures uncover any fraudulent usage, appropriate disciplinary action will be taken which could include termination of employment.
  11. Procedures for Disputed or Fraudulent Pcard Charges
  12. If you believe the merchant has charged you incorrectly or there is an outstanding quality or service issue, you must first contact the merchant and try to resolve the error or problem.  If you are able to resolve the matter directly with the merchant, and the error involved an overcharge, a credit adjustment should be requested and will appear on your next statement.  The Cardholder is responsible for obtaining any necessary authorization for a return from the vendor and for obtaining a credit receipt from the vendor.
  13. If the merchant disagrees that an adjustment is necessary, immediately contact Customer Service at 800-270-7760 (this number also appears on the back of your card) or through using the Dispute button on PaymentNet, as well as UD Pcard Coordinator.  Complete details of the dispute will need to be made in writing in order to research the item in question.  JP Morgan Chase must receive any charge dispute within 60 days of your statement date.  While pending resolution, JP Morgan Chase will credit your account for the amount of the disputed transaction.  Although JP  Morgan Chase acts as the arbitrator in any dispute, you should never assume that a dispute will be resolved in your favor.
  14. Using the online dispute button will prepopulate your dispute form and let you know what additional information is required.  It also marks the transaction so you know which transactions have been disputed.
  15. If the dispute is not resolved to your satisfaction, and you believe you have been unfairly treated by the merchant, please notify your manager and the UD Pcard Coordinator with the relevant details.
  16. Any fraudulent charge, i.e., a charge not authorized by yourself, must be reported immediately to JP Morgan Chase Customer Service and UD's Pcard Coordinator.  Prompt reporting of any such charge will help to prevent the University from being held responsible.

Contact Us

Procurement & Payable Services

River Campus M2518 
300 College Park 
Dayton, Ohio 45469 - 7022

937-229-2641 

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