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ProcurementCard1
No reimbursementneededNo checks to printNo checks to cashElectronic approvalprocessReceipts images arescannedView currenttransactions at anytime on the website View priortransactions/receiptsfor returns, vendorhistory, etc. No expense reports tohandwrite No math2
Budgetis not updated immediately fordepartment tracking Potential to not always get the best price,delivery, or quality Notification to central receiving ofpurchases Fraud risk3
Your card MUST be activated to work. Call the number on thesticker that is on your card. The last 4 digits of your social securitynumber is your activation code. If you have an issue or your card does not work, call the numberon the back of your MasterCard. When calling JPMorgan Chase you will need to supply them witha code before they will speak to you about your account. Thisnumber will also be the last 4-digits of your social securitynumber. To report your card lost or stolen, please call JPMorgan Chase at1-800-316-6056. This call must be placed immediately. Contactthe Controller’s office within 24 hours to also report the incident. Your default card limit is 5,000.4
Our billing cycle ends on the 4th of every month unless the 4th falls on aweekend, then it will be on the Friday before the 4th.If the transactions are not cleared by the deadline your card will beautomatically suspended until charges are cleared.Ohio Wesleyan University2014-2015 Procurement Card viewtransactions rovetransactions nsactions posted tothe general r 4November 14December 14January cle NameCycle Start DateCycle End DateApril 2014May 2014June 2014July 2014August ber 20145
POLICYREVIEW6
Cell phones or monthly cell phone service Controlled substances Donations Fines and penalties Gambling in any form Gift cards Guns, weapons, ammunition, or explosives Hazardous chemicals Illegal transactions Internet connectivity Personal items, services, or expenses 7
Office suppliesOffice FurniturePrinting and StationeryCatering on campusComputers and SoftwareGoods that require contractsProfessional ServicesPromotional MaterialsReplacement ItemsLong-term rentals (2 months or longer)Items to be capitalized – Items worth 5,000 or more8
Do NOT divide one purchase into two or more transactionsin order to stay within the transaction limits that have beendetermined by the supervisor.Do NOT receive cash back for refunds or exchanges; allamounts are to be credited directly to the credit card account.Do NOT allow others to use your card under anycircumstances. It is to be used by the cardholder whose nameappears on the card ONLY.ALL purchases made with Ohio Wesleyan procurement cardsmust be shipped to an Ohio Wesleyan University address.9
Ordering Online PitfallsKnow who and where you are ordering from. Watch delivery dates and in-stock availability. Check for preferred Vendors (Vendors we use all thetime that have provided us competitive pricing, nohassle free delivery, and a quality products). We have agreements with suppliers. Please be sureyou have access to our account pricing on websites. 10
Tips DON’T PAY SALES TAX – We are tax exempt and the formsare available on the Purchasing site. Purchasing.owu.edu.Delivery Address. The delivery address should be:Ohio Wesleyan UniversityCentral Receiving (Optional if there is room)Attn: Your Name (NOT optional-needed for centralreceiving)28 Hayes StreetDelaware, OH 4301511
E-mail notification will be sent when the cardholder statementis ready for review. Cardholder has 10 days to login to the website and review theaccount.Website: http://smartdata.jpmorgan.com/ 12
Assign account number to all legitimate charges.Attach receipts by uploading them into the system. Originalreceipts will remain with the cardholder.Enter business purpose.Submit E-mail to Authorized Approver after review.13
Meals and entertainment transactions require thefollowing additional information to be included inthe notes of the transaction on the website.o name of the evento date of the evento location of the evento business purposeo names (or description) of all those involved in the event14
Procurement transactions must clearly identify the itemsbeing purchased.All charge slips should be itemized, meaning they shouldinclude:o item descriptionso quantitieso unit costso the total costo the date of transaction15
Contact the vendor, and if after two weeks the vendor does notcorrect the inappropriate charge, the cardholder shouldcomplete a transaction dispute form on SDOL and send it toJPMorgan Chase. JPMorgan Chase will further investigate the disputed chargeand grant a provisional credit for disputed item during thecourse of the investigation.16
Do NOT allow others to use your card underany circumstances. It is to be used by thecardholder whose name appears on thecard ONLY.17
TRANSACTIONComputer Equipment and SoftwareConference FeesContracts for goods or servicesDonationsFood Service Invoices for On-site CateringFurnitureGift CardsInternet charges/Apple AppsItems to be CapitalizedLong-Term Rentals (2 months or longer)Office SuppliesPayments to individuals (consultants, sports officials, speakers)Printing and StationeryPromotional MaterialsReplacement Items from damages or lossSupplies over 5,000 (Lab Supplies, Books, etc.)Supplies under 5,000Travel (Auto Rental, Hotel Stays, Meals)MileageMETHOD OF PAYMENTPurchase RequisitionP-CardPurchase RequisitionCheck RequestApprove Vendor InvoicePurchase RequisitionCheck RequestReimbursementPurchase RequisitionPurchase RequisitionOnline Order Site of Preferred VendorCheck RequestPurchase Requisition or DuplicatingPurchase RequisitionPurchase RequisitionPurchase RequisitionP-Card or Purchase RequisitionP-CardSmartdata online “add cash transaction”18
Please keep in mind the followingturnaround times for purchase order andchecks. Urgent, last minute requests puteveryone else’s requests on hold. Pleaseplan ahead.› Purchase order turn around time: 7-10 days› Check request turn around time: 10 businessdays19
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Add Cash Transactions: All out of pocketsreimbursements should be entered in this system.26
Splitting Transactions27
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Please click the e-mail button when complete with yourreview to notify your supervisor that your report is readyfor approval.
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Outstanding account balances will no longer beavailable on the OWU Webportal.This process is all electronic now, therefore chargesmust be cleared by the deadline. If there is anoutstanding balance in the account associatedwith you card, your card may be suspended untilcharges are cleared.Also, your card will be monitored for unauthorizeduses based on our Policy. If the card is used for anunauthorized purpose, the card may betemporarily suspended.31
Account numbers must be completeand accurate. They must contain the correct expenseaccount. 32
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Purchase Orders encumber money rightaway. P-Card purchases do NOT! Please watch your budgets closely andcheck the budgets before spending. How do you check your budget? 38
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Type Smartdata.jpmorgan.com in any browser Click on Cardholder Self-Registration Your Account Number is your card number The Company Code is 88475123 41
If you have any questions, please refer tothe Procurement Card Policy, or contactthe Purchasing Office at 740-368-3377 orthe Accounting Office at 740-368-3360. Please sign your Cardholder Agreement Folder Review42
on the back of your MasterCard. When calling JPMorgan Chase you will need to supply them with a code before they will speak to you about your account. This number will also be the last 4-digits of your social security number. To report your card lost or stolen, please call JPMorgan Chase at 1-800-316-6056. This call must be placed immediately.
