UW ProCurement Card Online Training For Comprehensive Instructions, Go to the Online UW ProCurement Card Training Manual:

http://f2.washington.edu/fm/ps/how-to-buy/procard/training/manual

Getting Started

What is a UW ProCurement Card?

The University of Washington ProCurement Card is a Visa charge card for faculty and staff. Its function is confined to UW business purchases only, and should never be used for travel or personal expenditures. 2

Getting Started The UW ProCurement Card is designed to:  expand purchasing options  streamline the small dollar purchasing process

 reduce the use of petty cash funds  reduce the number of requests for special checks  eliminate the need to use personal funds

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Getting Started How to Get a UW ProCurement Card UW Staff & Faculty  Discuss the need for a UW ProCard with your department administrator

University of Washington Medical Center  UWMC ProCard applications must be approved by UWMC Accounting.

Harborview Medical Center  All cardholders using HMC budgets must have prior approval from HMC

Finance. Please contact Cathi Silva ([email protected]) for more information.

Fill out an online application: http://f2.washington.edu/fm/ps/how-to-buy/procard/howtoapply 4

ProCard Maintenance JPMorgan Chase Passwords  An email is sent to

cardholders providing card activation information.  Save this information

because you will need it whenever you contact JP Morgan Chase regarding your account.

Card renewal notification and instruction is sent to cardholder at least 2 weeks before the expiration month.

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ProCard Maintenance ProCard Security Caution must be exercised in keeping account numbers secure & confidential  Card sharing is strongly discouraged  You will lose your fraud protection!  Keep documents with account number information in a secure location Beware of all requests for Credit Card information  Don’t reply to unsolicited email requests Only use reputable vendors Report lost/stolen cards immediately to JPMorgan Chase and UW ProCard Services Cancel unused ProCards

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ProCard Maintenance Modifying Limits or Defaults  Transaction limit increases 



Monthly or Per single transaction

 Card default modifications such as:    

Budgets Object codes Merchant blocks or Employee profile information

All requests for temporary or permanent modifications needs to be emailed to ProCard Services ([email protected]) 7

ProCard Maintenance Lost, Stolen or Canceled Cards  Lost or stolen cards must be reported

immediately to JP Morgan Chase and then to UW ProCurement Card Services  Need to cancel a card? 



Send email notification to ProCurement Card Services Destroy and dispose of the card

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Purchasing with the ProCard What can the ProCard purchase? The UW ProCurement Card is for official UW business only and in most circumstances can be used to purchase any item as long as it doesn't exceed the single transaction limit for the card; and is an approved department expense allowable on a budget you have authority to use.

$3,500.00 maximum

Per transaction

NEVER SPLIT A PURCHASE TO GET UNDER THE $3,500 TRANSACTION LIMIT 9

Purchasing with the ProCard Single Transaction Limit Increases  Transactions above $3500 requires approval   



ProCard Services Equipment Inventory Office (equipment) Purchasing Services, if exceeds $5K Department Administrator

 Send all requests via email to [email protected]  Cardholder Name

 Item Description  Merchant Name  Transaction amount  Budget and Obj Code  Sole source justification for transactions over $5K http://f2.washington.edu/fm/ps/how-to-buy/procard/changing-card-limits-and-defaults

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Purchasing with the ProCard Sample of items that can be purchased:  Conference registrations  Materials & Supplies  Advertising placements (no monetary limit when pre-approved)

 Subscriptions  Books  Express Mail

• Food (when allowed by budget) • Event Planning expenses up to $10,000 (when pre-approved) • Printing or copying • Memberships • Utilities • Research tools & supplies • Software

Procurement Guide: • Recommended Purchase Method – know the best way to purchase • Contract Management System (CMS) – use the available contracts 11

Purchasing with the ProCard PROHIBITED purchases: ▪ Travel ▪ Personal Services (requiring 1099 reporting) ▪ Hazardous materials ▪ Weapons (Praxair/Airgas is allowed) ▪ Facility maintenance and repair ▪ Goods/Services from other UW depts.

….and also blocked vendors: ▪ Jewelry stores ▪ Furriers

▪ Gambling establishments ▪ Financial Institutions (ATM’s)

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Purchasing with the ProCard Restricted Items

Stop and research purchasing guidelines for food & chemicals

All UW purchasing guidelines apply for UW ProCurement Card purchases.

To help ensure a safe environment and conformance to various health and safety regulations, an approval from or a notice to Environmental Health & Safety is requested when a purchase is made for certain services, equipment and materials.

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Purchasing with the ProCard How about travel expenses? The UW ProCurement Card must never be used for travel expenses. Never use it for airfare, lodging, rental cars or per diem meals.

NO, NO, NO!!!

 Conference registrations may

be charged to the ProCurement Card.

 It is permissible to use the

ProCurement Card if the packaged registration includes lodging and or meals.

Any options that are offered beyond the packaged registration must not be included in the charge to the card.

Except… Conference Registrations 14

Purchasing with the ProCard Machinery and Equipment (M& E) Tax Exemption • Machinery & Equipment Tax Exemption (M&E) is not available when using a ProCard.

• Use eProcurement or PAS requisition for M&E tax exempt purchases.

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Purchasing with the ProCard Purchasing Obstacles • When asked for an address by a merchant, always provide them with the address that is in your employee profile at your online JPMorgan Chase PaymentNet account. • Your department address.

Purchase declines? Call JPMC customer service at: 1-800-270-7760 or UW ProCurement Card Services at: 206-543-5252

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Purchasing with the ProCard Purchasing Benefits

Most purchases made at University Book Store using a UW ProCurement Card receive a 10% patronage discount at the time of the sale.

10% discount At University Book Store

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Purchasing with the ProCard Receiving Purchases

• Match freight delivered with the freight bill • Sign the delivery receipt

• Contact vendor or shipper for resolution of damaged items

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Purchasing Regulations Department Policies  Delegation of Purchasing Authority 

 

Cardholder must be authorized to acquire goods & services Follow GIM 14 authorization requirements for grants Establish pre-purchase approval procedures

 Adhere to ethical guidelines

 Use fair purchasing practices 

Bid or sole source above $5,000

 Do not sign any supplier’s agreement

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Department Policies Department Roles, Responsibilities & Configuration • One individual can fulfill several administrative roles, but not all roles • Departments need a role configuration that constitutes separation of duty. • Demonstrate separation of duty functions with signatures

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Department Policies  Establish strong & understandable purchasing

controls  Maintain accurate & complete records 

  

UW Transaction Detail with Notes & Accounting Codes report signed by cardholder & reviewer Transaction approvals Invoices or Receipts Packing Slips

 Original source documentation must be

retained for 6 years by the department, NOT the cardholder

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Department Policies • Departments must establish their own ProCard policies – – – –

Need to address timeliness of duties Establish separation of duty functions Incorporate key elements of internal control Document department policies

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Department Policies Internal Controls

• Internal control is all of the policies and procedures management uses to achieve the following goals – – – –

Safeguard University assets Ensure compliance Promote efficient and effective operations Management responsibility

• Internal Control Framework – – – – –

Control environment Risk assessment Monitoring & reviewing Information & communication http://www.washington.edu/admin/finacct/office/internalcontr ol/frame.html 23

Department Policies Internal Control Best Practices • Authorization – Approve, view, reconcile – Know what you are authorizing – Timely

• Documentation – Format of source documents and retention

• Reconciliation – Ensure transactions are authorized and matched the documentation

• Security – Limit access to records and assets

• Separation of Duties – Should be clearly defined , assigned, and documented 24

Managing Expenditures Budget Access • Cardholders have division budget access (ex: 2-54-01-22-00-0) • Reviewer I have budget access to the entire parent organization code/College/Department (ex: 2-54-00-00-00-0) • Reviewer II’s have budget access to the entire campus

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Managing Expenditures Transaction Viewing Access • Cardholders can view only their transactions • Reviewer access is created to view all transactions in an org code/division • Reviewer II access allows transaction viewing into sub org codes/divisions • Access can’t be created to view specific individuals, only org codes/divisions 26

Managing Expenditures Cardholder: • • •

• •

Performs the first online review of their transactions Performs assigned editing functions as designated by department administrator Enters item description and when appropriate purchase status information into the transaction note box Check review boxes only when purchasing cycle is closed Provide purchasing documentation & JPMC “UW Transaction Detail with Notes Report and Accounting Codes” to reconciler

The purchase cycle is closed when it is determined that the correct amount was charged and the item was received in acceptable condition.

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Managing Expenditures Reviewer I or II: • Fulfills second level reviews on transactions • Performs final edit of all budget and object codes • Maintains original purchasing documentation in a central location for all department cardholders – Six year retention cycle is required for original source documents 28

Managing ProCard Expenditures Reconciling Best Practice  ProCurement Card Services offers transaction reconciliation

guidelines and recommendations.  ProCard website: http://f2.washington.edu/fm/ps/how-to-buy/procard/reconciling/reconciling-transactions

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JP Morgan Chase PaymentNet Access to your UW ProCurement Card Account

 Go to UW ProCurement Card

website  From the quick links menu,

click the ProCard PaymentNet Connect Link  Enter your UW NetID and

password to access your ProCurement Card account http:// f2.washington.edu/fm/ps/how-tobuy/procard

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Using JPMC PaymentNet Welcome to Your JP Morgan Chase Online Account

Click PaymentNet to: •Review & edit transactions •Run reports •Manage your account

Your JPMC Home page has Visa payment dates and in “Links” you’ll find vital information to assist in managing your UW ProCard account. 31

Using JPMC PaymentNet 3 User Roles • Role 0 (Cardholders)—Views only their transactions. – Cardholder can match transactions with receipts, reassign accounting codes, split transactions, dispute transactions and create queries and reports.

• Role 1 (Reviewer I)—Views all transactions within their division. – Reviewer I can perform the same functions as a cardholder but can also do it for all cardholders in the division.

• Role 2 (Reviewer II)— Views all transactions within their division and the sub levels off of that division. – Reviewer II can perform the same functions as a cardholder but can also do it for all cardholders in the division and its sub levels. 32

Using JPMC PaymentNet Navigating PaymentNet • To view transactions, click the PaymentNet button on the JPMC welcome page

• The drop-down menu navigates through all of PaymentNet’s screens – – – –

•

Transaction List Reporting Employee Profile List Merchant Profile List

To sort data by category, click on one of the underlined column headings 33

Using JPMC PaymentNet Transaction List Screen • The Transaction List screen enables users to review transactions that have been posted. • The transaction information shown includes general transaction data, as well as account code information. • Access to transactions depends on the user role access levels.

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Using JPMC PaymentNet Reviewing Transactions • Using the checkboxes (which are viewable on the Transaction List and Transaction Detail Record screens), cardholders can match transactions with receipts and click “Cardholder.” • Reviewers can click “Reviewer”

• If you have a food approval form for food transactions, click “Food Form 1798”. Note: Only the “Rev” box needs to be checked to identify department review compliance 35

Using JPMC PaymentNet Transaction Detail Screen • To view the detail of an individual transaction, click the blue text of any transaction on the “Transaction Listing” screen. • Users may assign accounting codes to each transaction, split transaction to multiple accounting codes, dispute transactions, and review or approve transactions from the Transaction Detail screen. 36

Using JPMC PaymentNet Assign Accounting Codes From the Transaction Detail screen, accounting codes can be reallocated using drop-down selection boxes

Split Transactions to Multiple Accounting Codes • Click the split button & select the number of splits • To edit a particular row, click “edit row” and when done “save row” • Edit additional rows and when finished click “save split”.

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Using JPMC PaymentNet The “Add Use Tax” Column

The “Add Use Tax” box communicates to PAS. • A checked “Add Use Tax” box tells the system to charge the purchase a Washington State Use tax. • A blank “Add Use Tax” box tells the system NOT to charge the purchase a Washington State Use tax.

Always depend on receipts to determine if tax has already been assessed

Vendors residing in Washington are responsible for collecting taxes, ProCard users only need to be concerned about out of state merchants.

• It is the responsibility of UW employees to ensure that tax is charged to all UW purchases if the item being purchased is used in the state of Washington. 38

Using JPMC PaymentNet Disputes • Cardholders can initiate disputed transactions on-line up to 60 days from the JPMC statement date in which the transaction appears. • When a cardholder wishes to dispute a transaction, they select the transaction, access the detail, and click the dispute button. • By choosing the appropriate reason, PaymentNet will automatically supply information fields that are required to complete the dispute. Yellow Square Indicator

Once the JPMC has processed all required information, the yellow square indicator changes to a red square indicating that the transaction is currently in the dispute process. 39

Using JPMC PaymentNet Enhanced Transaction Detail Depending on a merchant’s enhanced data capture abilities, PaymentNet can display Level I, II, and III data. If Level III information is available from the merchant, a green dollar icon appears next to the Trans ID on the Transaction List screen. By clicking on the Enhanced Transaction Detail Screen icon, the Purchase Detail, including sales tax amounts and, if transmitted, line item details are displayed. 40

Using JPMC PaymentNet Creating Queries The Query function enables you to view the transactions that meet your specified criteria. Queries are available on the Transaction List page as well as many other pages. This feature is available to all user roles.

1. From the Transaction List screen, in order to create a query, click on the Create Query button on the Transaction List screen. 41

Using JPMC PaymentNet Creating Queries (cont.) Click to add another line of criteria.

Field

2. 3. 4.

5.

Variable

Value

Select your choice of All or Any from the drop-down box. In the first drop-down box, select the field to query. In the second drop-down box, select the variable of the query. • Is between will create a range between two dates or two amounts. • Contains is recommended for all text field searches. Fill in the last box with the appropriate information. 42

Using JPMC PaymentNet Creating an Export File 1. PaymentNet allows you to create a download file that can be imported into an Excel spreadsheet. 2. To create a download file, click on create export file located at the top of the Transaction List screen. You can view or download it by navigating to the Available Downloads Files Page.

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Using JPMC PaymentNet Creating an Export File (cont.) 3. The file is downloaded into a zipped format. Save the file to a location on your computer using your existing zipping utility. 4. Open a spreadsheet program. From the “File” menu, click open. Locate & select the file in the “Open” box. Select “All Files” from the “Files of Type” drop down box. Click on the downloaded file in the window and then click the open button. Follow “Text Import Wizard” directions. Your downloaded file is now in a spreadsheet format. Note: A transaction that has been split across multiple budgets or object codes will show a separate row for each segment of the split. 44

Using JPMC PaymentNet Creating the “Transaction Detail with Notes Report & Accounting Codes” 1.

Click on the menu drop down box, scroll down to Reporting, or the reconciler options of All Reporting or My Reporting (All Reporting pulls all cardholder data from the work unit) and press Go.

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Using JPMC PaymentNet Creating the “Transaction Detail with Notes Report & Accounting Codes” Report (cont.) 2.

3. 4.

There are four different categories of reports: – Cardholder – Transaction – Merchant – All Selecting each option next to the category will display a different set of reports. First, click on the “Transaction Detail with Notes Report & Accounting Codes” Report from the Transaction category of reports. 46

Using JPMC PaymentNet Creating the “Transaction Detail with Notes Report & Accounting Codes” Report (cont.) Inputting or Bypassing Report Criteria 5. The report description will show fields that can be used as criteria for narrowing down your report’s focus. 6. The next screen allows you to input criteria that will help limit the results of the report. However, you can click on and run a report without any restrictions. Cardholders need to select: Account Cycle - is equal to, and then select the desired month for the report 47

Using JPMC PaymentNet Creating the “Transaction Detail with Notes Report & Accounting Codes” Report (cont.) Generating the Report 7. 8.

If you want to regularly run this report, you can click Save Report Criteria at this point Now, select the format you want the report generated in: − − −

Adobe PDF, Microsoft Excel, Microsoft Word

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Using JPMC PaymentNet Creating the “UW Transaction Detail with Notes Report & Accounting Codes” Report (cont.) Accessing the Report 9. PaymentNet will automatically load the Available Download Files page. As soon as your report is ready, it will appear on this page. Depending on file size, most reports are available within a few seconds. 10. Click the Refresh button to access your report. You can also continue using PaymentNet and check back later. 11. When the file name appears, click on the desired report. It will then generate the report in whichever format you selected. 49

Using JPMC PaymentNet Creating the “UW Transaction Detail with Notes Report & Accounting Codes” Report (cont.) 12. To save the report, right mouse-click the report title. Select Save Target As and save the file on your system. 13. Reports can be added directly in the Schedule Auto Reports page. Auto Reports are scheduled for generation during off hours and can be accessed at a later time.

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Using JPMC PaymentNet Displaying Employee Profiles • Using the PaymentNet Main Navigation Bar, select Employee Profile List to see your profile or if you are a reconciler or department administrator, a summary of cardholder information, such as budget defaults, employee addresses and cardholder status, etc

Please email [email protected] if you need to change any profile information 51

Using JPMC PaymentNet Merchant Profiles • Selecting the Merchant Profile List allows you to view contact information for any merchant where a UW ProCurement Card was used for payment • In addition to the phone number column, phone numbers are also located in the “Merchant City” column

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ProCard Contact Information ProCurement Card Helpline: 206-543-5252 ProCurement Card Email: [email protected] http://f2.washington.edu/fm/ps/how-to-buy/procard

Aris Gempesaw

Carolyn Drebert

ProCard Administrator Financial Management 206-543-9183 [email protected]

Fiscal Specialist II Financial Management 206-685-6505 [email protected]

Katherine Wu

Robert Patton

CTS/TCard Administrator Financial Management 206-543-0825 [email protected]

Fiscal Specialist II Financial Management 206-685-6673 [email protected]

Procurement Customer Service 206-543-4500 [email protected]

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