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Temple Purchasing Card (TPC) Program Welcome!

Temple Purchasing Card (TPC) Program. Training Agenda Overview of TPC Program Activating your TPC Using your TPC Reviewing activity on your TPC Questions

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Page 1: Temple Purchasing Card (TPC) Program. Training Agenda Overview of TPC Program Activating your TPC Using your TPC Reviewing activity on your TPC Questions

Temple Purchasing Card (TPC) Program

Welcome!

Page 2: Temple Purchasing Card (TPC) Program. Training Agenda Overview of TPC Program Activating your TPC Using your TPC Reviewing activity on your TPC Questions

Training Agenda

• Overview of TPC Program• Activating your TPC• Using your TPC• Reviewing activity on your TPC• Questions and Answers

Page 3: Temple Purchasing Card (TPC) Program. Training Agenda Overview of TPC Program Activating your TPC Using your TPC Reviewing activity on your TPC Questions

TPC OverviewThe Temple Purchasing Card (TPC) functions just like your personal credit card,

but is for business use only.

• Allows for easy and fast small-dollar purchasing– Eliminates the need to request small dollar purchase orders.– Can be used for repetitive purchases (up to about $5,000 with a merchant per year).

• 24 hour website and phone support from JP MorganChase (Bank) allows for high levels of control over your account

• Cardholders must adhere to program policies, procedures, and responsibilities.

Page 4: Temple Purchasing Card (TPC) Program. Training Agenda Overview of TPC Program Activating your TPC Using your TPC Reviewing activity on your TPC Questions

Activating your TPC

Activation codes are on your TPC envelope – SAVE THIS INFORMATION!

These codes are how you ID yourself EVERY time you call JP MorganChase about your TPC

Social Security Number?

Mother’s Maiden Name??!!We do not utilize your Social Security Number or Mother’s Maiden Name!

When prompted by the bank for this information, supply the codes given to you today.

Page 5: Temple Purchasing Card (TPC) Program. Training Agenda Overview of TPC Program Activating your TPC Using your TPC Reviewing activity on your TPC Questions

Using your TPC

• Overview• Unallowable Purchases• Sustainability Policy• Declines Policy• Sales Tax Policy

Page 6: Temple Purchasing Card (TPC) Program. Training Agenda Overview of TPC Program Activating your TPC Using your TPC Reviewing activity on your TPC Questions

Using your TPC Overview

• $2,000 PER TRANSACTION LIMIT.– Splitting of transactions to meet single limit requirement is PROHIBITED!

• The Cardholder is responsible for all transactions on their TPC.– User access may be granted to another individual to review transactions online.

• TPCs must be kept in a secure location.– Contact Tarah Morris to have your card suspended when on leave and cancelled upon

leaving a department or the University.– Card number should never be emailed or faxed and should only be used online if via a

secure site (address should have “https:” prefix)

• ALL transactions must be reviewed in Paymentnet.

• TPCs are to be used for Business Purposes only.

Page 7: Temple Purchasing Card (TPC) Program. Training Agenda Overview of TPC Program Activating your TPC Using your TPC Reviewing activity on your TPC Questions

Using your TPC Unallowable Purchases

The TPC is not appropriate for the following types of purchases:Suppliers with whom Temple

University already has contract pricing, such as Tumarketplace

Showcased Suppliers.

Intra-departmental & on-campus vendor purchases (ex.

Copy Center, Bookstores)

Travel, Entertainment, Food, Alcohol, Gifts

These and other restrictions are listed under TPC Policies and Procedures on Purchasing’s website – http://www.temple.edu/purchasing

Cardholders are encouraged to contact the TPC Administrator, Tarah Morris, at 7-2015Before attempting to make any questionable charges.

Page 8: Temple Purchasing Card (TPC) Program. Training Agenda Overview of TPC Program Activating your TPC Using your TPC Reviewing activity on your TPC Questions

Using your TPC Sustainability Policy

The Sustainability Policy mandates that University employeesmay purchase only appliances and equipment that are EnergyStar Certified when that rating exists within a particular productcategory.

In keeping with Sustainability best practices, as well as existing University contracts,Space Heaters, Air Conditioners, Hot Plates, Incandescent Light Bulbs, Coffee Service,

Bottled Water and the like should NOT be purchased on your TPC.

Please review the Department of Sustainability website for more information:http://www.temple.edu/sustainability

Page 9: Temple Purchasing Card (TPC) Program. Training Agenda Overview of TPC Program Activating your TPC Using your TPC Reviewing activity on your TPC Questions

Using your TPC Declines Policy

A decline may occur for many reasons – the Cardholder must call the bank to determine

The reason for a decline.

• Be prepared to identify yourself using your ID codes!

• If the bank advises that there is a block on the merchant, please contact theTPC Administrator, Tarah Morris, at 7-2015 to discuss lifting the block (if allowable).

Page 10: Temple Purchasing Card (TPC) Program. Training Agenda Overview of TPC Program Activating your TPC Using your TPC Reviewing activity on your TPC Questions

Using your TPC Sales Tax Policy

• Temple University is officially classified as an Instrumentality of the Commonwealth of Pennsylvania. As such, we are exempt from tax in PA and in many other states, as listed in Appendix A of the TPC Card Policies and Procedures on Purchasing’s website.

• For sales-tax exempt purchases:– At point of sale, Cardholder must communicate to merchant that the purchase is for Temple

University, a sales tax exempt entity, to avoid being charged sales tax.• If a merchant charges sales tax, Cardholder must contact merchant to have that tax credited

back to your account.• If merchant requires proof of tax exempt status, the Purchasing Department can forward

the appropriate form to a merchant upon your request.– Need a sales Tax Exempt Certificate? Email [email protected] with

State/Commonwealth, Merchant’s Name, Address, Fax Number, and any applicable order reference information.

• Purchasing must monitor sales tax charges and will attempt to contact you if sales tax was charged to your card.

• Keep in mind that it is your responsibility to ensure that your card is not charged tax for transactions in exempt status.

Page 11: Temple Purchasing Card (TPC) Program. Training Agenda Overview of TPC Program Activating your TPC Using your TPC Reviewing activity on your TPC Questions

Reviewing Activity On Your TPC

• Audits Policy• Billing Cycle• PaymentNet.com System Reconciliation Process– PaymentNet Transactions– Transaction List Screen– Transaction Detail– Splitting Transactions– Disputing Transactions

Page 12: Temple Purchasing Card (TPC) Program. Training Agenda Overview of TPC Program Activating your TPC Using your TPC Reviewing activity on your TPC Questions

Reviewing Activity On Your TPCBilling Cycle

Monday Tuesday Wednesday Thursday Friday Saturday Sunday

1 2 3

4 5 6 7 8 9 10

11 12 13 14 15 16 17

18 19 20 21 22 23 24

25 26 27 28 29 30 31

Billing CycleEnds

New BillingCycle Begins Final Review

Day(for cycle that just

ended)

Cycles start the 21st of a month and end the 20th of the following month

Charges can be reviewed throughout the month but all MUST be marked as reviewed

by the close of business on the 21st.

After a billing cycle closes, the

transactions from that cycle will move from Paymentnet to

Electronic Statements

You will NOT receive an email every time

you have a transaction (only courtesy emails every-other-Monday from the Bank, which do not coincide with a

billing cycle).

Page 13: Temple Purchasing Card (TPC) Program. Training Agenda Overview of TPC Program Activating your TPC Using your TPC Reviewing activity on your TPC Questions

Reviewing Activity On Your TPCPaymentNet.com System Reconciliation Process

• Go to www.paymentnet.com• Enter Org ID• Enter User ID - lowercase• Enter Pass Phrase•Click “Login Now >”

Page 14: Temple Purchasing Card (TPC) Program. Training Agenda Overview of TPC Program Activating your TPC Using your TPC Reviewing activity on your TPC Questions

Reviewing Activity On Your TPCPaymentNet.com System Reconciliation Process

To review your transactions, choose PAYMENTNET

To review a statement from a previous period, choose ELECTRONIC STATEMENT

Page 15: Temple Purchasing Card (TPC) Program. Training Agenda Overview of TPC Program Activating your TPC Using your TPC Reviewing activity on your TPC Questions

Reviewing Activity On Your TPCPaymentNet.com System Reconciliation Process

Transactions List Screen

If the charge is correctly allocated, click the Reviewed

box and a check mark will appear

and stay

To Edit or View more detail, click on a charge

Page 16: Temple Purchasing Card (TPC) Program. Training Agenda Overview of TPC Program Activating your TPC Using your TPC Reviewing activity on your TPC Questions

Reviewing Activity On Your TPCPaymentNet.com System Reconciliation Process

Transaction Detail

All FOAPALs tied to your TPC card will be available in this drop

down menu.

Default account code values appear with every transaction.

Cardholders can change default

information as needed.

Notice options to “save,” “split,” to different FOAPALs or “dispute” questionable charges.

Page 17: Temple Purchasing Card (TPC) Program. Training Agenda Overview of TPC Program Activating your TPC Using your TPC Reviewing activity on your TPC Questions

Reviewing Activity On Your TPCPaymentNet.com System Reconciliation Process

Transaction Detail

Program Administrators set the number of splits available up to 99.

Page 18: Temple Purchasing Card (TPC) Program. Training Agenda Overview of TPC Program Activating your TPC Using your TPC Reviewing activity on your TPC Questions

Reviewing Activity On Your TPCPaymentNet.com System Reconciliation Process

Disputing Transactions

Try to resolve with merchant first

Yellow: Dispute has been initiated

Red: Dispute has been received and is being worked on by the

Dispute Resolution Team.

Page 19: Temple Purchasing Card (TPC) Program. Training Agenda Overview of TPC Program Activating your TPC Using your TPC Reviewing activity on your TPC Questions

Questions & Answers