Welcome to ProCard Training

Welcome toProCard Training

Purchasing Goods & Servicesat Mesa State College

Purchases of $1,000 or less• Use your Pro Card• Reallocate on Payment Net

Purchases greater than $1000• Contact Purchasing for

available options

The Pro Card is the preferred method of payment for small dollar purchases. It is cost-effective for the College and provides individuals the ability to purchase directly for their campus departments.

Activate Your Card

• Use the last 4 digits of your 700 number even though recording will ask for last 4 digits of your social security number.

This is an INDIVIDUAL card,not a department card.

Do not share card Information.

Billing Cycle

• 16th of the month through the 15th of the following month

• Cardholder limit is refreshed every month on the 16th

Report Lost or Stolen Card Immediately

• Call 800-316-6056• Inform JPMorgan Chase that it is a “purchasing

card”• Contact MSC Purchasing Department

MSC is liable for ALL charges made on a card until it is reported lost or stolen.

• Maintain the security and integrity of the ProCard– Please note that JPMorgan Chase will never e-mail

you requesting personal or account information• IMMEDIATELY report a lost or stolen card

– Your department is liable for all charges until card is reported lost or stolen

• Know and follow the Code of Ethics published by the State of Colorado

Cardholder Responsibilities

• Make authorized purchases for your department• Purchase allowable goods and services for your

department• Make sure all purchases are Tax Exempt• Make purchases in compliance with the Procurement

Card Program Handbook• Sign the Cardholder Agreement


• Resolve problems with a merchant• Maintain original source documentation for all

purchases• Maintain ProCard order log• Obtain Approving Official signature for each billing

cycle• Turn in all ProCard records to next level supervisor

upon leaving employment


Selecting a Merchant

• Check for State Price Agreement• Do they accept MasterCard?• Will they honor our Tax Exempt status?

DO NOT purchase goods from these types of merchants – transactions will be denied• Banks, ATM’s, financial institutions• Travel related merchants

– Airlines, auto rental, hotel• Automotive and transportation merchants

– Auto dealers, auto parts store• Eating establishments

– Restaurants, bars, nightclubs, fast food

Selecting a Merchant

Excluded Transactions

Personal Purchases• Contact Accounts

Payable Department• Will be asked to

reimburse MSC immediately

Cash or Cash-like Transactions• Cash refunds for card

purchases• Cash refunded for Sales

Tax adjustment• Gift Cards


Split Purchases• Transaction split into

two charges on` card to circumvent card limits or purchase order requirements

Furniture• Per State Statute must

be purchased through Colorado Correctional Industries

• Purchasing can assist with purchase


Inappropriate Purchases• Restaurant meals• Travel related expenses• Vehicle expenses• Allowing others to use your card• Reoccurring charges• Unauthorized purchases


Computers & Software• Must be pre-authorized

by IT Department

Flowers & Gifts• Violates fiscal policy• Take up collection and

pay cash for this type of purchase

• Requires an Official Function Form• Keep with Procard Records

Food Vendor Purchases

• Purchase must be Tax Exempt• Check for MSC discounts• Give your name as it appears on the card• Backorders cannot be charged to card until

shipped– Cardholder must manage backorders

• Request itemized documentation– Description of item– Cost of item

Placing the Order

• Give accurate delivery information– Your name needs to be on address label– Delivery address

1260 Kennedy Ave– Billing address

1100 North Ave• We do not allow COD deliveries

Placing the Order

Tracking Orders

• ProCard Order Log– Each order must be logged– Helps with follow-up on late deliveries, order

problems, partial shipments

Log Sheet

Documentation Requirements

Every transaction MUST have valid and complete source documentation

from the merchant


• Valid source documentation may be– A receipt and card transaction slips from the

vendor– A packing slip from the delivery– Order forms for dues, subscriptions, registrations– An invoice showing credit card payment


• Documentation must include– Vendor identification (name of vendor)– Date of purchase– Description and quantity of each item purchased– Total cost of the order– Per item cost if available from the vendor– Cardholder name or account number


• If original documentation is lost, contact merchant directly to provide replacement

• If merchant did not provide documentation, contact them directly to provide it

Receive and Inspect Goods

• Inspect all goods IMMEDIATELY– If there is a problem, contact merchant – Keep notes regarding resolution

Returns and/or Exchanges• Make arrangements with merchant before

shipping a return• Merchant must credit return to ProCard – Do not

allow merchants to refund in check or cash• In the case of an exchange merchant must refund

original purchase and charge for new transaction• Document details, including name of person you

spoke with and date

Disputes

• Try resolution with merchant directly first• Formal disputes– Complete and sign written form– Use PaymentNet– Must be filed with JPMorgan Chase within 60 days– JPMorgan Chase will credit account and

investigate charge

Statement of Account

• Will be sent to cardholder for any cycle in which there was account activity

• Cardholder must reconcile statement with order log and source documentation for each billing cycle

Approving Official

• Statement must be reviewed by designated Approving Official

• Approving Official must sign Order Log• Approving Official signature must be obtained

by the 15th of the following month• It is the cardholder’s responsibility to get

Approving Official signature

• Cardholder’s responsibility to maintain in an orderly format

• Maintain for Three Years

• When Leaving employment or termination records are to be delivered to the next level supervisor

Procard Record Management

Audit

• Audits are selected at random• If selected for Audit you must provide– ProCard Order Log– Statement of Account– All source documentation

Violations and Consequences• Failure to provide original documentation– Show what is purchased– Show that it is paid– Authorization for purchase– Receipts must be itemized

• Personal purchases• Split purchases• Inappropriate purchases• Cash or cash-like transactions

Consequences of Misuse• Written warning• Additional training• ProCard revocation• Investigation leading to termination and/or

criminal prosecution

Human error and patterns of chronic abuse will be taken into consideration

The following violation types can result in a written warning and/or additional training:• Split Purchases• Inappropriate Purchases• Chronic Lack of Documentation• Reimbursed Personal Purchase • Non-compliance with Procard Policies

Procard will not be revoked if there is no history of chronic violations

ProCard will be revoked for the following violation types:• Unreimbursed Personal Purchase• Cash or Cash-type Transaction

Second Offense of any violation is cause to revoke card

PaymentNetwww5.paymentnet.com

Logging inOrganization ID – soc1876User ID – 700XXXXXXmscPass Phrase - newpassword

PaymentNet

• Transactions• Statements

• Reports• User Profile

Welcome Page From here the card holder can access:

PaymentNet

Cardholder transactions can be • Managed – Reallocated• Queried• Authorizations/Declines can be viewed• Statement can be viewed

Payment NetReallocating Transactions

• Transaction reallocation is how ProCard transactions are “mapped” into Banner and your budget

• It is the cardholder’s responsibility to reallocate in a timely manner

• Transactions can be reallocated as soon as they are listed on PaymentNet

• Mapping is completed twice monthly– 1st – 15th of the month– 16th – Last day of month


• Transactions not reallocated in a timely manner will be allocated to the supply line(6201) of the cardholder’s default ORG

• Reminder e-mail will be sent to those who have charges not reallocated when the mapping process begins– Please reallocate immediately; one un-reallocated charge

holds up the entire mapping process


Each transaction line can be clicked to make reallocations

PaymentNetReallocating Charges

Clicking on a transaction will bring you to this

screen


Use the drop-down

box to select the correct account for the charge

to be posted


Although the ORG field defaults to

your main ORG, if you’ve been given authorization to

purchase for another ORG you

can change it here


Activity Codes are entered here –

this field is only to be used for

Banner Activity Codes

Transaction Notes go here – NOT Activity Code field


You can split the transaction allocation by adding lines• Transaction

can be split by percentage or amount


Once you have clicked the add line button the reallocation lines appear underneath the transaction detail.


Once you have completed your reallocation click “Save” – you will see a green check mark at the top of the screen stating that the information was saved successfully

PaymentNetAuthorizations & Declines

This list will provide information to the cardholder as to why a charge was declined

PaymentNetDisputing a Charge

To dispute a charge electronically click the “Dispute” button

PaymentNetDisputing a Charge

The dispute screen will appear click “Submit” to

submit form to JPMorgan Chase

Thank You!Please sign the cardholder agreement

Welcome to ProCard Training

Documents

Transcript of Welcome to ProCard Training