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Duquesne University has a Procurement Card Program (PCard and PCard PLU$) to provide a convenient means for making purchases using a credit card. Our program provides a “One Card” solution for the university. We provide one credit card that functions as two programs. Cardholders have the option of making general small dollar purchases (PCard), travel and entertainment (PLU$), or both, depending on departmental requirements. We can structure the program to meet the needs of the cardholder. The PCard/PLU$ is a MasterCard issued by JPMorgan Chase (JPMC). Transactions are managed through the JPMC PaymentNet Web site. After a transaction is processed at the point of sale, it is sent to JPMC PaymentNet. Depending on the type of spend, PCard or PLU$, the transaction is posted to the appropriate default account code in PaymentNet (721005 or 791020). Cardholders use PaymentNet to view, approve, reallocate budgets (if necessary), and print monthly transaction reports. Transactions are posted twice monthly to the university General Ledger. Transaction logs are reconciled against a JPMorgan Chase Statement of Account that is issued monthly. Using the PCard/PLU$ eliminates many purchase orders, authorized payments, check requests, petty cash transactions, and personal reimbursements. Allowing employees the independence of direct purchasing makes it necessary to establish administrative polices and procedures to define responsibilities. This document provides instruction for using the PCard/PLU$. Procurement Card : JPMorgan Chase MasterCard issued to a Duquesne University employee for the purpose of making authorized purchases on the University's behalf. The Procurement Card program consists of two options: PCard (general purchases) or PLU$ (general purchases and travel and entertainment.) PaymentNet : The JPMorgan Chase Web site used to manage card transactions. Cardholder: University employee whose name appears on the PCard/PLU$ and who is accountable for all charges made with that card. Default Account Number: Department budget number that is assigned to a PCard/PLU$. This is the budget number designated by the cardholder on the application form. Two account codes are attached to the Default Account Number: PCard charges will default to account code 721005. Travel and Entertainment charges will default to account code 791020. Transaction : A credit card charge placed on the PCard/PLU$. Monthly Transaction Limit: The maximum amount that can be placed on a card during a monthly billing cycle. Single Transaction Limit : The maximum amount that can be charged at any one transaction. The default limit for PCard charges is $2,000. There is no single transaction limit for Travel and Entertainment charges. JPMorgan Chase Statement of Account : A list of all transactions charged to the cardholder's account during a monthly billing cycle. JPMorgan Chase mails this statement directly to the cardholder each month. This is a memo statement and is used to reconcile card activity. This is not a bill. Transaction Log : A report printed from PaymentNet by the cardholder for each billing cycle. This log lists all charges for the billing cycle. Transaction Logs are mandatory and are to be made available to the Purchasing Department and Internal Auditor when periodic reviews and audits are conducted. There are two reports in PaymentNet that function as transaction logs: Department Transaction Detail Report w-notes and Transaction Detail with notes sorted by T&E. Transaction Notes: A written description of the purpose of each charge entered into PaymentNet by the Cardholder. Transaction notes are mandatory. Support Documentation : The sales receipt, invoice, packing list, credit receipt, etc. for each charge. This information must be kept on file along with the Transaction Log and JPMorgan Chase Statement of Account. 1. Send a written or email request to Linda Roos, Assistant Director of Purchasing (roos@duq.edu) or email to pcard@duq.edu. 2. The Purchasing Department will send a Procurement Card Application to the prospective Cardholder. 3. The following fields within the form must be completed:
4. The Procurement Card Application must be signed by the prospective Cardholder and the Cardholder’s Supervisor then returned to the Purchasing Department for processing. 5. Once the application has been processed and the credit card has been issued by JPMorgan Chase, the cardholder will be contacted by the Purchasing Department to schedule PCard/PLU$ training. Training sessions are mandatory. Cardholders will not receive their card until they attend training. PCard/PLU$ policies and procedures as well as instruction on the JPMorgan Chase PaymentNet Web site will be discussed at training. At the completion of the training session, each cardholder is required to sign a Cardholder Agreement Form before they receive their card. Back
to Top 1. Cardholder must activate their credit card account by calling the 800 number appearing on the front of their card. 2. Cardholder is responsible for all charges that appear on their card. It is also the cardholder’s responsibility to safeguard their card number against use by unauthorized individuals. 3. Charges for an item CANNOT BE SPLIT into separate payments in order to circumvent the single transaction limit. 4. Improper use of the PCard/PLU$ can be considered misappropriation of University funds which may result in disciplinary action, up to and including termination. 5. The PCard/PLU$ CANNOT be used for the following (list is not all inclusive).
1. Procurement cards are not transferable from one person to
another! When a cardholder no longer needs a PCard/PLU$ or
leaves the University, Purchasing must be contacted (by
email or memo) to cancel the
account and the card must be returned to Purchasing (cut
card in half).
2. When making purchases by TELEPHONE, give
the merchant the account number and tax exemption number which is printed
on the front of the PCard.
3. If placing an order by FAX, include all information as outlined above with the exception of the card number. Indicate on the fax that the merchant is to confirm order with cardholder. Credit card number should be given to supplier at this time. 4. If placing an order over the INTERNET, cardholders need to be aware that only one billing address is recognized by credit card companies. When setting up an account with an Internet vendor, cardholders should enter the following address for “billing”
5. Items being delivered by UPS, RPS, FedEx, DHL, Airborne, etc. are to be sent to:
6. Always retain boxes, containers, special packaging, etc. until you are certain you are keeping the merchandise. Some items cannot be returned without the original packaging material.
1. The cardholder is responsible for arranging returns and credits. 2. If merchandise is to be exchanged, the cardholder is responsible for returning the item and obtaining a replacement as soon as possible. 3. If the merchandise is to be returned for credit, verify the price that is to be credited to the PCard/PLU$ account. 4. Verify which party is to pay for any return shipping charges. 5. When a credit appears in PaymentNet, it must be reviewed, reallocated (if needed) and a transaction note entered into PaymentNet. The transaction note is to include a reference to the original purchase transaction. 6. All the paperwork from the original purchase and the return/exchange is to be kept together as supporting documentation. 7. Cash cannot be accepted for returned items. All returns must be credited to the PCard/PLU$ account. TRANSACTION
MANAGEMENT 1. Credit card slips, invoices, packing lists etc must be kept as support documentation for each transaction. 2. PCard transactions default against the 721005 account code. Once transactions appear in PaymentNet, it is the cardholder’s responsibility to review the charge, reallocate budget (if required,) and enter a transaction note into PaymentNet for each transaction.
3. At the end of each billing cycle, cardholders must print the transaction log (Department Transaction Detail Report w-Notes report from PaymentNet.) Attach support documentation to this report.
4. Each Statement of Account along with the corresponding transaction log and support documentation must be kept on file in the cardholder’s department.
TRANSACTION MANAGEMENT PCard PLU$ Travel & Entertainment (T&E) Transactions: 1. Credit card slips, airline ticket verifications, car rental documents, hotel receipts, etc. must be kept as support documentation. 2. T & E charges default in PaymentNet against the 791020 account code. Once transactions appear in PaymentNet, it is the cardholder’s responsibility to review the charge, reallocate budget (if required) and enter a transaction note into PaymentNet for each transaction. Internal Revenue Service (IRS) regulations require the following information be reported for all travel and entertainment expenses. This information should appear in the online PaymentNet notes:
3. If a transaction charge or credit does not appear in PaymentNet, check to see if it appears on the JPMorgan Chase Statement of Account. If the charge or credit does not appear within 60 days, the cardholder must notify the Purchasing Department. 4. Travelers must submit a the PaymentNet report Transaction Detail with Notes sorted by T&E to Accounts Payable within 30 days of receiving the JPMorgan Chase Statement of Account on which their travel and entertainment expenses appear.
5. Note: Cardholders with both PCard and T&E transactions only need to send to Accounts Payable the original receipts for T & E expenses. Original receipts for PCard charges remain with the Cardholder. The following steps are to be followed if a cardholder finds an unauthorized charge or a discrepancy on their JPMorgan Chase Statement of Account. 1. Contact the merchant to resolve the error. If the merchant agrees an error was made, a credit will be issued.
2. If the merchant does not agree that an error was made, the transaction is to be disputed on line with PaymentNet.
3. Maintain all documentation regarding the disputed charge with the corresponding JPMorgan Statement of Account and PaymentNet Transaction Detail report. 4. The Electronic dispute process is limited to 200 days from the purchase date. If the dispute is not resolved within that time frame, it becomes void and the merchant retains payment. 1. It is the Cardholder’s responsibility to keep their PCard/PLU$ card and account number secure at all times 2. Keep the Card in a secure location. 3. Do not write the account number where it can easily be seen. 4. Keep reports and transaction logs filed. 5. Do not fax the card number to merchants. 6. Use discretion when allowing someone to use your card. 7. Keep a list of everyone authorized to use the card. 8. If you suspect fraudulent use, notify JPMorgan Chase immediately then call Purchasing.
1. If a card is lost, stolen or damaged, the Cardholder must IMMEDIATELY notify JPMorgan Chase at 1-800-270-7760. Representative are available 24 hours a day. 2. Notify Purchasing after reporting the incident to JPMorgan Chase. 3. A new card will be issued to the Cardholder. 4. A card that is found after being reported lost or stolen must be cut in half and returned to Purchasing. 5. A damaged card should also be cut in half and returned to Purchasing.
1. Cardholders transferring to a new position within the same department can continue to use the same card with Department Head approval.
2. Cardholders transferring to a new department may continue to use their existing PCard/PLU$ credit card if authorized by the Department Head.
CARDHOLDER SEPARATION FROM THE UNIVERSITY 1. Before leaving the University, cardholders must give their PCard/PLU$ and corresponding transaction reports and support documentation to the Department Head. 2. The Department Head is then to contact the Purchasing Department so the account can be reconciled and the PCard/PLU$ cancelled. 3. If the Cardholder is also the Department Head, the card, transaction
reports and support documentation must be given to the cardholder’s
immediate supervisor who will contact Purchasing to reconcile the account
and cancel the card. 1. Immediately notify Linda Roos (ext. 6359) or Lisa Newell (ext. 1722). 2. Cut the card in half and return to the Purchasing Department. 3. JPMorgan Chase will be notified and the PCard/PLU$ account will be closed. 4. All Transaction Detail reports, support documentation and JPMorgan
Chase Statements of Accounts must be retained for (3) years. Retention
of support documentation for restricted and grant accounts
must comply with University and granting authority regulations. 1. Contact the Purchasing Department (ext. 1722) for a copy of the PCard/PLU$ Maintenance form or print the form from the Web site. This for is used to increase or decrease card limits for PCard and PCard PLU$. 2. Return the completed form to the Director of Purchasing and Support
Services, Room 1002 Rockwell Hall. In the event of a PCard/PLU$ credit card emergency, contact JPMorgan Chase immediately, and then call the Purchasing Department (ext. 6594 or 1722) as soon as reasonably possible.
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