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Small Purchase Charge CardCardholder RefresherTraining
2014
2010 Charge Card Administration 2
Small Purchase Charge Card Cardholder Training
Required annually for all Small Purchase Charge Card Cardholders
Training consists of this presentation, scenarios, a quiz and a certificate you must print sign and send to AP for credit for taking this training. Failure to complete the training will result in a suspension of your card until training is complete
If you have any question please contact Jennifer at 568-7396 or Tanya at 568-7395.
Keep a notepad and pen handy!
2010 Charge Card Administration 3
The Small Purchase Charge Card (SPCC)
Offers the opportunity to streamline procedures for procuring and paying for goods and services
• Reduces the volume of accounts payable transactions• Reduces associated costs
– Eliminates invoices– Consolidates multiple payments
• Enables E-Commerce (eVA)
Program Purpose
2010 Charge Card Administration 4
Policies and ProceduresCAPP Manual Topic 20355
– Purchasing Charge Card• Purchase card program details• Review cardholder section thoroughly• Obtain a copy from your Program
Administrator
JMU Financial Procedures ManualSection 4220http://www.jmu.edu/finprocedures/4000/4220.shtml
2010 Charge Card Administration 5
Policies and Procedures
The Bank of America VISA Purchase Card
Cards are issued with your name and your agency’s name on them
Cards expire 2 years from date of issueMonthly statements from Bank of
America – No statement will be generated if there
was no activity for the cycle period
Monthly Reconciliation
Each month your spcc must be reconciled in PeopleSoft. You will receive an email when the file is ready in PeopleSoft. You will have approximately 10 days to reconcile. During this time there is also an open lab in case you have trouble reconciling, the date and time is in your monthly email. Reconciliation dates are posted for the year on the Accounts Payable website.
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Monthly Reconciliation
Open on Close at 5pm onJanuary 17th 29th
February 17th 26thMarch 17th 27thApril 17th 28thMay 19th 28thJune 17th TBAJuly 17th 29th
August 18th 27thSeptember 17th 26th
October 17th 29th
November 17th 24th
December 17th TBA
2008 Charge Card Administration 7
Credit Card Reconciliation Dates 2014Dates of 2013 Credit Card Reconciliation in PeopleSoft
2010 Charge Card Administration 8
Policies and ProceduresPurchase Card Use and Misuse• To be used “For Official Use Only
• Purchases must be prudent and benefit the Commonwealth of Virginia
• Accountability expectations have increased
• Cardholders, supervisors/reviewers, and PAs will all be held accountable for card misuse
• Personal purchases are not allowed
• The purchase card can not be used for travel related expenses such as lodging or food, you can however put air/rail tickets and conference fees on the spcc.
• If you misuse your card it will be suspended or revoked
2010 Charge Card Administration 9
Policies and ProceduresIndustry Restrictions
Cards may have these restrictions placed on them :
• Fraud• Gas/Oil• Car Rental• Restaurant/Food• Accommodations
– May be removed by your Program Administrator if requested by your supervisor through an email to Jennifer or Tanya
– May be removed on a temporary or permanent basis
2010 Charge Card Administration 10
Policies and ProceduresSales Tax
• Sales tax is not to be charged on any purchase that is tax exempt
• You must ensure you are not charged sales tax on tax exempt purchases
If you were charged Sales Tax in error:- Contact the vendor ASAP- Request that the vendor issue a credit for the sales tax
amount- Sales tax charges CANNOT be disputed with Bank of
AmericaJanet Marston in Accounts Payable runs a sales tax report each month
and you are required to give her documentation on the sales tax credit.
2010 Charge Card Administration 11
Policies and Procedures
Contact Information
Contact your Program Administrator any time you have the following:
• Your telephone number changes
• Your mailing address changes
• Your Email address changes
• If you are leaving employment
• If your job responsibilities change
• If you are going on an extended leave of absence
2010 Charge Card Administration 12
Policies and Procedures
Invoice Payment
If an invoice is past due and you can pay by the card
• Contact your Program Administrator
• Program Administrator will contact DOA for approval prior to you charging the invoice to your card
• If not approved by DOA, invoice will have to paid through Accounts Payable
2010 Charge Card Administration 13
Policies and ProceduresCard Security• NEVER share your card!• NEVER share your full account number with
anyone other than the vendor you are doing business with!
• NEVER fax, email (even in an attachment), or mail your full account number!
• NEVER photocopy your card!• Keep your card in a secure location at all
times!• If your card is lost or stolen call Bank of
America and your Program Administrator IMMEDIATELY!
2010 Charge Card Administration 14
Policies and ProceduresPurchase Log/Coversheet
– All cardholders must maintain a purchase log– All bills and receipts must be attached– Both you and your supervisor/reviewer must
sign – Be on the lookout for incorrect or questionable
charges– Follow internal policies and procedures
Gift Card/Gift Certificate Purchases
– Only allowed in certain instances, please contact Jennifer or Tanya before making these purchases.
2010 Charge Card Administration 15
Cardholder Resources BOA Works for Cardholders
Cardholders can perform the following functions using Works:– View and print statement information– File Disputes– Print a PDF file version of your bill
Bank of America Cardholder Customer Service • Telephone: 1-888-449-2273• Available 24 hours/day, 7 days/week• Activate Cards• Report lost/stolen cards• Dispute transactions
JMU Contact Information
Jennifer Dellingerphone: 540-568-7396email: [email protected]
Tanya Shifflettphone: 540-568-7395email: [email protected]
2010 Charge Card Administration 16
Quiz Question 1
Which of the following is NOT a restriction placed on new SPCC?
2008 Charge Card Administration 17
A. Fraud
C. Restaurants D. Retail
B. Gas/Oil
Quiz Question 1
Wrong answer, please try again
2008 Charge Card Administration 18
Quiz Question 2
Is your supervisor required to sign your monthly reconciliation?
2008 Charge Card Administration 19
Yes, they are required to sign each month
No, your supervisor doesn’t have to sign each month
Quiz Question 2
Wrong answer, please try again
2008 Charge Card Administration 20
Quiz Question 3
I will be held responsible for misuse on my Small Purchase Charge Card.
2008 Charge Card Administration 21
True, if there is misuse on my SPCC I will be held responsible as well as my supervisor and the university Program Administrator.
False, I have no responsibility for misuse on my card.
Quiz Question 3
Wrong answer, please try again
2008 Charge Card Administration 22
Quiz Question 4
Which of the following is allowable using the SPCC?
2008 Charge Card Administration 23
I am allowed to share my SPCC with others in my office
I am allowed to pay for air and rail tickets for official university travel on my SPCC
I am allowed to make personal charges on my SPCC
I am allowed fax my full account number to a vendor for payment
Quiz Question 4
Wrong answer, please try again
2008 Charge Card Administration 24
Quiz Question 5
Is reconciliation in PeopleSoft required monthly?
2008 Charge Card Administration 25
Yes, if I have charges on my SPCC I must reconcile my card in the PeopleSoft Finance System
No, it doesn’t matter if my charges are reconciled in PeopleSoft or not monthly
Quiz Question 5
Wrong answer, please try again
2008 Charge Card Administration 26
2010 Charge Card Administration 27
**CONGRATULATIONS**
You have completed the annual SPCC Cardholder Refresher Training for 2014. Please go to this linkwww.jmu.edu/financeoffice/training/Certificate-refresher.pdf and print out the certificate to send into Accounts Payable. All certificates are due in Accounts Payable by April 15th, 2014.
Thank You.