To receive a Wesleyan Purchasing Card, the employee must complete an application and obtain required approvals from authorized department supervisor and cabinet members.  The default expense account number for cost allocation should be confirmed with your Fiscal Manager.

The standard monthly limit on a card is $2,500 per billing cycle.  The standard transaction limit is $1,000 for goods and services which are otherwise in accordance with Wesleyan terms, conditions, and policies.  Other limits may be available with appropriate Cabinet member and Finance authorization/approval. 

Submit completed application to Tami Sabo/Finance Office.  A completed application consists of  required applicant information, a designated default account number, and signatures of applicant, supervisor, and senior fiscal manager.  Once the Finance Office receives the required information, the standard processing time is 7-10 business days.    

III. Issuance of the Card                     

Newly issued P Cards will be mailed directly from JP Morgan Chase to the University’s Program Administrator in the Finance Office.  Cardholders will be contacted to pick up the Purchasing Card from the Finance Office, North College, 237 High Street, 4^th Floor, Room 423.

IV. Card Activation             

The cardholder is required to read the Purchasing Card Policies and Procedures prior to use of the card and comply with the terms set forth.  Purchasing Card Training Sessions are regularly scheduled and may be available upon request.  Contact the program administrator for details.

To activate the card, call the 800 number on the activation sticker found on the front of the card.  The Voice Response Unit at this number will ask for the cardholder’s account number, followed by a request for a security code, individual to the cardholder.  Use the last four digits of your Wesleyan Employee ID.  Once entered, the Voice Response Unit will give confirmation that the card has been successfully activated.  Remove the sticker and sign the card immediately after activation and secure in safe place.

V. Cash Advance Activation

Cardholders with a cash advance option may activate the option by calling 1-877-655-6837.  To create your 4-digit PIN number, provide the automated voice response system with your credit card number and last 4 digits of your WesID (not social security number).  Your PIN number will be effective one business day following the activation date.   

VI. The Purchase                   

The Purchasing Card may be used to purchase goods/services in person at a vendor’s site, over the phone or internet, via fax, or by mail. 

a.) When placing your order

·         Identify yourself as a Wesleyan employee.

·         Inform the supplier that you are using a Wesleyan Purchasing Card.

·         Provide the tax exempt status and tax exempt number listed on the front of your card.

·         Inform the supplier that they are not to send a bill or invoice to the University.

·         Provide Cardholder information (name, P Card number, expiration date).

·         Provide delivery address, including building and room number.

·         Provide description of goods/services to be ordered and confirm prices.

·         Confirm total order, including shipping and handling does not exceed your single purchase limit.

·         Obtain an original, itemized receipt from vendor.

·         If purchasing by phone or internet, be sure to retain statement/invoice when item is delivered.

·         Provide any other information necessary to make the purchase.

If a vendor you regularly use does not currently accept MasterCard, contact Olga Bookas, Procurement Manager at x2122 or obookas@wesleyan.edu. Specify the name, address and phone number of the supplier so the vendor may become MasterCard capable.

b.) Tax Exempt Status         

As a nonprofit institution of higher education, Wesleyan University may be eligible for exemption from Connecticut State Sales Tax, as well as sales tax in other applicable states.  Wesleyan’s Connecticut Sales Tax Exemption #00291 is printed on the front of your Purchasing Card.  This number should be given to vendors by the cardholders at the time of purchase.  If additional tax information is required by the vendor, contact Accounts Payable at ap@wesleyan.edu.

If sales tax is billed incorrectly to the cardholder’s account, it is the responsibility of the cardholder to dispute the charge. 

c.) Keeping a Transaction Log

Departments may wish to establish internal procedures that require each cardholder to keep a detailed monthly list (Transaction Log) of all charges made during each monthly billing period. A sample of the log has been provided for use (Transaction Log). Keeping a Transaction Log will assist the cardholder to keep track of what has been purchased and facilitate monthly reconciliation.  This may be helpful to cardholders, for example, who may be ordering items for different University staff and faculty members.

The Transaction Log should identify the cardholder, statement closing date, default account and the following information regarding each purchase:

Date of Purchase
Supplier(s)
Items and Quantity
Total Amount of Transaction
Receiver (yes/no)
Notes (different account to charge, disputed)

All receipts and packing slips should be maintained with the Transaction Log.

d.) Documentation & Receipts 

All charges must be supported by original receipts, invoices, or other vendor-generated document which includes the following information:

1.      Vendor Name and Address

2.      Date of charge

3.      Itemized list of goods/services purchased

4.      Amount of Charge

5.      Payment method

Examples of acceptable documentation include but are not limited to:

1.      original, itemized vendor generated sales receipts

2.      packing slips with dollar amount

3.      on-line order confirmation for internet purchases

4.      subscription or dues forms

5.      conference registration forms

Note:  All expenses require an explanation of business purpose on the statement or as an attachment.  However, per travel policy, any travel-related charge less than $20 does not require a receipt.  

If missing a receipt, indicate on the statement “missing receipt”.  Provide a brief description of charge and an explanation of business purpose.  Any charge not supported by an itemized, original receipt may be subject to personal reimbursement by cardholder.  Consistent missing receipts will result in the suspension of cardholder privileges or permanent cancellation of the card. 

e.) Business Meals

When the Purchasing Card is used for catering or business meals, it is mandatory that the business purpose of the meal be documented, as well as the names of the attendees, if fewer than 10.  It is assumed that if the Purchasing Card is used that the meal is a business meal, therefore "business meal" is not an acceptable business purpose. 

Refer to Travel & Other Expense Policy for additional information.

f.) Disputing a Transaction/Unauthorized Charges

The cardholder is responsible for reporting and following up with a vendor for any erroneous charges, defective merchandise, incorrect amounts, sales tax charges, duplicate charges, credits not processed, etc.  The cardholder should first contact the vendor to resolve any outstanding issues.  If successful, obtain a written confirmation of the credit from the vendor.  A credit should be received from the supplier within 30 days of the purchase.  If a credit is not received from the vendor within 30 days, the cardholder should formally dispute the purchase by contacting MasterCard customer service at 1-800-316-6056.  Credits will appear within 60 days of the dispute process. 

All unauthorized/fraudulent charges must be reported to customer service at 1-800-316-6056.  Have your account number and basic transaction information (vendor, dollar amount) ready.  JP Morgan requires cardholders to report a dispute within 60 days of the transaction date.   Any charges in dispute not reported to JP Morgan more than 60 days from the transaction date will have no recourse for restitution.

g.) Returning an Item

Items should be returned directly to the vendor by whichever means the vendor requires.  It is the cardholder’s responsibility to determine that proper credit is posted for any returned item.  

Cardholders may not receive cash back or in-store credits for any refunds or exchanges of items.  Such amounts must be credited back to the P Card account.  If a supplier mistakenly issues a refund check, funds must be submitted to the Finance Office within five (5) business days of receipt by the cardholder.

VII. Statement Reconciliation & Submission        

All cardholders with any purchasing activity are required to reconcile and submit their approved Purchasing Card Statement along with all receipts and supporting documentation within 21 working days after the close of each billing cycle to the Program Administrator, Tami Sabo/Finance Office.    

Statement Reconciliation Procedure

·         Receive statement after the close of each billing cycle ending the 20^th day of each month 

·         Review all charges and attach supporting receipts/invoices to statement 

·         Provide a brief description of all travel-related charges on the statement or as an attachment (destination, arrival date, departure date, purpose of travel, etc.)

·         Verify all pending credits were properly applied

·         Identify any disputed charges on the statement and note action taken

·         Identify any unauthorized charges on the statement and note action taken (Unauthorized charges must immediately be reported to JP Morgan at 1-800-316-6056)

·         Sign statement acknowledging all charges were authorized by the cardholder and made for the sole benefit of the University.

·         Forward statement to supervisor or designated approver for review and signature

·         Supervisors/designated approvers indicate their approval of all charges by their signature on the statement.

·         Forward reconciled, signed statement to the Finance Office according to submission deadline.

VIII. Smart Data Online (SDOL)    

Smart Data Online (SDOL) is JP Morgan’s web based system that provides transaction reporting, accounting information, and online review of cardholder records in real time.  Timely and regular review of your account through SDOL is recommended.  

SDOL & Reallocations

All purchases made with the P Card will default to the cardholder’s designated account number identified at the time of application.  If multiple accounts are used to settle Purchasing Card charges, users are able to make necessary account transfers through SDOL within the current billing cycle.  Users may also change object codes and include a business description.

Timing

Account transfers must occur during the current billing cycle, before the Finance Office imports charges and account codes to the University's Financial System (download).  The download occurs at least two days after the close of each billing cycle (20th of each month) and before month end.  The download date for the current billing cycle can be found under the "News" section on your SDOL home page.  Any required account transfers after the download must be made through a manual journal entry.  Cardholders and departments are responsible for accurate settlement of all P Card charges to the appropriate account number and object code. 

Reallocators

Cardholders may designate another staff member as a reallocator and request that staff member have access to his/her account within SDOL.  Cardholders must contact the Program Administrator of any changes in reallocation status.

IX. Lost or Stolen Cards      

Immediately report cards Lost/Stolen by calling JP Morgan customer service at 1-800-316-6056.  Cardholders must contact the P Card Administrator, Tami Sabo, as soon as possible at pcard@wesleyan.edu or x2958.

X. Card Cancellation                                  

Wesleyan University may suspend or cancel Cardholder privileges at any time for any reason.  The Cardholder will surrender the Card upon request, to any authorized agent of Wesleyan.  Use of the Card or account after notice of its cancellation may be fraudulent and may cause the University to take legal action against the Cardholder.

Cancellation of the card may result from:

1.      Voluntary/Involuntary Employment Termination

2.      Card Inactivity

3.      Employee transfer to another Department

4.      Unauthorized charges

5.      Card misuse/abuse

a.) Voluntary Termination

Employees terminating employment must notify the Finance Office as soon as possible prior to leaving the University.  Purchasing cards for such terminating employees will be canceled within 10 working days prior to termination date.  All outstanding statements and receipts should be submitted to the supervisor or forwarded to the Finance Office prior to termination.  After the card is closed, the card must be cut in half and forwarded to the cardholder's statement sign-off supervisor or to the Finance Office.

b.) Involuntary Termination

In the event of an involuntary termination, individuals with budget responsibility for the default account used on purchasing cards must immediately notify the Finance Office and take possession of the card. 

c.) Move to another Department

In the event that a cardholder transfers to another department within Wesleyan University, the card must be returned to the Finance Office prior to the date of the transfer.  A new application for a card must be completed with appropriate approvals and submitted to the Finance Office. 

d.) Card Misuse/Abuse

The card is a privilege representing the University’s trust in you to use University funds to obtain goods and services for the benefit of the University.  Personal purchases may not be made with the card.  The rights and privileges of the Card cannot be transferred, assigned, or used by anyone other than the Cardholder.  As the cardholder, you assume the responsibility for the protection and proper use of the Purchasing Card.

Misuse of the Purchasing Card include but are not limited to:

·         Lack of proper and timely reconciliation of individual cardholder account

·         Splitting an order to avoid single-purchase limit

·         Use of the card for items restricted by purchasing and travel policies

Abuse of the Card include but are not limited to:

·         Personal charges

·         Assignment or transfer of an individual card to another person

·         Use by a suspended or terminated employee

Improper use of the card will result in disciplinary action up to and including termination of employment.  In cases of cardholder abuse, the University reserves the right to deduct from amounts payable to the employee, including regular pay, an amount equal to the total of the improper purchases.   

The Finance Office may suspend or cancel the Card at any time for any reason.  The Cardholder will surrender the Card upon request, to any authorized agent of Wesleyan.  Use of the Card or account after notice of its cancellation may be fraudulent and may cause Wesleyan University to take legal action against the Cardholder.

XI. Expiration of Cards         

P Cards expire every two years, on the last day of the month embossed on the front of the card (expiration date).  Renewal cards are automatically mailed to the Finance Office within one (1) to three (3) weeks prior to the expiration date.  The cardholder will be notified when renewal cards arrive at the Finance Office.   

XII. Compliance Review            

To ensure the success of the P Card Program and to meet the audit and tax requirements of Wesleyan and various government agencies, the Finance Office will perform periodic audits to verify that items purchased have been received and that policies and procedures are being followed.  Failure to meet audit standards will result in the loss of P Card privileges. 

XIII. Summary Table of Responsibilities  

A successful P Card Program relies upon a system of internal controls designed around the roles and responsibilities of the cardholders, supervisors, and Finance.  The table below lists key responsibilities for both the cardholder and manager. Please review the entire table carefully so that both roles are understood. 

XIV. Key Contact List