Procurement Card (P-Card) Training

Program

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Purpose of Procurement Card Program

• Provide increased purchasing flexible to departments for small/medium purchases

• Reduce Paperwork and improve operational efficiencies by eliminating the need for requisitions

Type of Procurement Card Program

VISA Card

Issued by JP Morgan/Chase Commercial Card Solutions

Can be used with merchants that accept VISA credit cards

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Process How to get a P-Card?• Department head/Org manager submits an

application authorizing the issuance of a card• Department head submits the type of usage,

spending limits, valid default accounting data and reviewer/approvals designation

• Reviewed by GC for correct Chartfield information

Who can get a P-Card?• Anyone authorized by department head based

on individual duties and responsibilities

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Benefits

What are the Benefits of a P-Card ?• Reduce invoices• Reduce the need for employee

reimbursements• Purchases are made faster and more

flexible• Streamlines the acquisition process• Delegated Procurement authority

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Checklist

Once the card has been issued:• Verify if MD/DC Tax exempt ID number

on top front of card• Verify your information • Activate your card• No Payroll Signature, Note back of

Card as: “Ask for ID”

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Cardholder Responsibilities

• Submit statements to the Procurement office before the 18th of each month

• Utilize the card for business purposes ONLY• Protect the card from theft and/or misuse• Reconcile charges in a timely manner with correct

chartfield(s)• Be aware of department’s budget and regulations• Don’t pay sales & use tax• Submit statements with second reviewer approval’s

signature• Maintain all receipts through the fiscal year

following the date of purchase• Notify the Purchasing Department of any Billing

Discrepancies/indicated on statement6

Monthly Statements

• If there is activity, Cardholder will receive a P-Card statement from JP Morgan Chase by the 10th of each month

• Cardholder will reconcile the monthly statement with their original receipts

• Cardholder can be given the ability to retrieve P-Card statements via JP Morgan Chase payment net online system (shown on next page)

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CUA Restricts all Cards from Being Used for the Following Transactions:

• Computers and laptops (regardless of price)

• Hazardous Materials• Wireless Telecommunication

Devices(contact CPIT)• Alcoholic Beverages• Gift Cards• Donations• Automotive Repairs • Pharmacy & Drugstores• Employee Moving Expenses• Jewelry/Precious Metals• PayPal• Travel / Entertainment/Food

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PaymentNet Login

Procurement Services (202) 319-5044

www.paymentnet.com 9

Penalties for Violating Procurement Card Policy

• First Offense- The Procurement Office will send an email or written notice of policy violation or misuse of Procurement Card.

• Second Offense- The Procurement Office will issue a warning notification of 30 day suspension of Procurement Card. (copies are sent to department supervisor)

• Third Offense- The Procurement office will issue a CANCELLATION letter to the card holder and cancel the card. (copies are sent to department supervisor)

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Lost or Stolen P-Cards During Business Hours:- Notify the P-Card Program office

IMMEDIATELY-Notify University Public Safety Office (202)

319-5111-Notify your Departments Supervisor

After Hours: - Notify JP Morgan Chase 24 Hour services

directly at 1-800-270-7760. - Replacement card will be mailed to

Procurement Office within three (3) business days

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Canceling a P-Card • The department manager/head is

responsible for notifying the P-Card coordinator regarding any change in a Cardholder’s employment status

• P-Card is returned to the P-Card coordinator

• Cardholder must reconcile any outstanding transactions

• Notify P-Card coordinator if the cardholder is on an extended leave of absence (sabbatical)

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Questions

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