PURCHASING CARD POLICY 

 

  1. OVERVIEW 

Wesleyan University offers two JPMorgan Chase PCards (Purchasing Card and Expense Card/OneCard), sponsored by MasterCard, to all eligible staff and faculty.  The PCard is the preferred method of payment for low dollar, routine University purchases of goods and services as well as University travel expenses.  See Section VII for prohibited transactions.  All departments within the University are expected to have at least one active PCard to process departmental expenses.  

Benefits to the Cardholder and University include 

Benefits to the Cardholder 

  • Provides control, flexibility and convenience over purchase and payment of goods/services 
  • Immediate payment to supplier may allow you to obtain goods/services faster and capture early payment discounts  
  • Eliminates need to use personal funds and process reimbursement requests  
  • Reduces need for Petty Cash  
  • Access to online transaction review in Workday  

Benefits to Wesleyan 

  • Reduces administrative costs associated with invoice processing 
  • Reduction of paperwork supporting the University's efforts toward "climate neutrality" 
  • Consolidation of vendor base to increase ability to negotiate competitive pricing and excellent customer service 
  • Enables departments and administration to focus on value-added activities 

Corporate Liability 

The PCard is issued in the name of and on behalf of Wesleyan University.  Although the employees' name appears on the card, Wesleyan is liable for all valid University-related charges and payments thereof.  There is no impact on the cardholder's personal credit history.  

University Use Only 

All purchases made with the card are subject to the University's current Travel and Other Expense Policy.  The card may only be used for purchases related to Wesleyan business.  Use of the card for personal purchases is strictly prohibited and subject to disciplinary action up to and including termination of employment.   

  1. THE APPLICATION 

To receive a PCard, the employee must complete an application online: 
 
For meal and travel related transactions, employees should complete the Expense Card Application 
 
For purchasing goods not related to meals or travel, employees should complete the Procurement Card Application. 

The standard monthly limit on the 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.  You may request a temporary increase by emailing pcardhelp@wesleyan.edu and copying your supervisor/chair on the request.  Other limits may be available with appropriate Cabinet member and Finance approval.   

The standard processing time for a new card is approximately 10 business days.  

III. ISSUANCE OF CARDS 

All newly issued PCards will be mailed directly from JPMorgan Chase to the employee.   

  1. 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.  PCard training sessions are available upon request.  Contact the program administrator at pcardhelp@wesleyan.edu for details.   

To activate your 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, you will receive confirmation that the card has been successfully activated.  Remove the sticker and sign the card immediately after activation and secure it in a safe place.  

  1. CASH ADVANCE 

If available, activate your cash advance option on your card by calling 1-877-967-1100.  Use the last 4 digits of your WESID (not SSN) to activate.  Follow the instructions on the automated voice response system.  The PIN# will be effective one business day following the activation date. 

Reconciling your Cash Advance 

An itemized reconciliation for cash advance withdrawals is required as a separate attachment to the related Expense Report in Workday along with all supporting receipts.  Include statement of business purposes, destination, and travel dates on your reconciliation.  Any excess funds not used must be deposited back toas a Cash Sale using the cost center reported on the Expense Report and the Revenue Category Reimbursement Clearing (RC00110).   

  1. THE PURCHASE 

The PCard may be used to purchase goods and services in person at the vendor's site, over the phone or internet.  See Section VII for prohibited transactions.  

When placing your order 

  • Identify yourself as a Wesleyan employee 
  • Inform the supplier that you are using a Wesleyan PCard 
  • 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, PCard number, expiration date) 
  • Provide delivery address, including building and room number 
  • Provide description of goods and services to be ordered and confirm prices 
  • Verify total order, including shipping and handling does not exceed your single purchase limit 
  • Obtain an original, itemized receipt from the 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 
  • Should you add a bullet about the billing address/zip? 

If a vendor you regularly use does not currently accept MasterCard, contact Olga Bookas, Director of Purchasing.  Provide name, address and phone number of the supplier so vendor may become MasterCard capable.  

State 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 CT Sales Tax Exemption #00291 is printed on the front of your PCard.  This number should be given to all U.S. vendors by the cardholders at the time of purchase.  If additional sales tax information is required by the vendor, contact Accounts Payable at aphelp@wesleyan.edu.  

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

Documentation and Receipts 

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

  • Vendor name and address 
  • Date of charge 
  • Itemized list of goods/services purchased 
  • Amount of charge 
  • Payment method 

Examples of acceptable documentation include, but are not limited to: 

  • original, itemized vendor generated sales receipts 
  • packing slips with dollar amount  
  • online order confirmation for internet purchases 
  • subscription or dues forms 
  • conference registration forms 

The Workday App has a convenient “Quick Expense” feature that provides the ability to electronically capture the supporting documentation and not have to maintain paper copies of receipts. 

*Note: All PCard expenses require a brief description of business purposes on the receipt/invoice, the Expense Report or Procurement Card Verification, or as a separate comment in the Expense Report or Procurement Card Verification.  

If missing a receipt, indicate on the statement "missing receipt".  Provide a list of items purchased and a brief description of the business purposes.  Any charge not supported by an itemized receipt may be subject to personal reimbursement by the cardholder.  Repeated missing receipts will result in the suspension of cardholder privileges and/or permanent cancellation of the card.  

Travel Expenses 

All travel expenses made with the PCard are governed by the University's Travel and Other Expense Policy.  Documentation for business purposes should include dates of travel, destination, and purpose of travel.  

Business Meals 

The feed from the credit card company substantiates that an expense exists and the dollar amount of the transaction.  As such, some receipts are not necessary to attach to expense reports where the transaction was paid with a University Travel and Expense Card.  Receipts are required for:  

  • All purchases over $20  
  • Lodging transactions, regardless of amount  
  • Business or Travel Meal transactions charged to a federal sponsored program, regardless of amount 

In addition, all business meals require a documented business purpose, including names of attendees if fewer than 10.  Any purchase of alcohol must be accounted for separately in the Expense Report.   

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, non-U.S. vendors, 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.  Credit should be received from the supplier within 30 days of the purchase.  If a credit is not received from the supplier 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.  JPMorgan requires cardholders to report a dispute within 60 days of the transaction date.  Any charges in dispute not reported to JPMorgan more than 60 days from the transaction date will have no recourse for restitution.  

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 credit for any refunds or exchanges of items.  Such amounts must be credited back to the PCard account.  If a supplier mistakenly issues a refund check, funds must be submitted as a Cash Sale within five (5) business days of receipt by the cardholder.  

VII. PROHIBITED TRANSACTIONS 

Payments to Foreign Suppliers

Payments to Foreign Suppliers via PCard must follow the same processes as payments made by check, direct deposit, wire, or cash advance.  Cardholders must contact International Compensation and Taxation (ICT) at ict@wesleyan.edu before processing a PCard payment to a Foreign Person/Supplier.

A Foreign Person/Supplier is:

  • a non-resident alien individual
  • foreign entity
  • foreign corporation
  • foreign partnership
  • foreign trust
  • foreign estate
  • any other person that is not a U.S. person

ICT monitors and approves payments to Foreign Persons, or for the benefit of Foreign Persons, for compliance with federal tax withholding regulations and applies the appropriate withholding and reporting to such payments.

Types of purchases from Foreign Suppliers that are subject to U.S. taxation include, but are not limited to:

  • "Right to Use" Intellectual Property/Royalty
    • Music
    • Images
    • Text/Articles
    • Software licenses
  • Cloud storage
  • Services performed in the U.S.

For instructions about how to pay a Foreign Supplier, see the New Supplier Setup Procedures. 

 
 
VIII. PCARD Reconciliation in Workday  

All cardholders are required to reconcile PCard transactions within 30 days of the transaction date by submitting a completed Expense Report or Procurement Card transaction in Workday.  Failure to do so will result in the suspension or permanent cancellation of your card 

Reviewing your current charges in Workday 

Users may view current PCard transactions in Workday by typing ‘Create Expense Report’ for Expense Card transactions or ‘Verify Procurement Card Transactions’ for Procurement Card transactions in the search box in Workday.    Those with Expense Cards can also utilize the convenient “Expenses Hub” in Workday.   

Submitting your PCard Transactions in Workday (Required within 30 days of the transaction date) 

PCard transactions are loaded into Workday on a daily basis.  

Complete reconciliation includes: 

  • reviewing and verifying all charges in Workday within 30 days of the transaction date 
  • attached valid itemized receipts/invoices to support all charges on the Expense Report or Procurement Card Verification  
  • provide business purpose for all charges or group all charges on the Expense Report or Procurement Card Verification  
  • business purpose for travel charges should include destination, travel dates, purpose of travel  
  • edit Cost Center and Worktags if necessary, prior to submitting the Expense Report or Procurement Card Verification  
  • verify all pending credits were properly applied 
  • identify any disputed charges on the voucher and note action taken  
  • Identify any unauthorized charges on the voucher and note action taken (unauthorized charges must immediately be reported to JPMorgan at 1-800-316-6056) 

When submitting your PCard Expense Report or Procurement Card Verification, the cardholder acknowledges that all charges were authorized and made for the sole benefit of the University.  If a user other than the cardholder submits a PCard Expense Report or Procurement Card Verification, Workday will route the Expense Report or Procurement Card verification to the cardholder for approval. 

All PCard Expense Report or Procurement Card Verification are routed for approval based on the cost center and worktags used.   

  1. LOST OR STOLEN PURCHASING CARDS

Immediately report Lost/Stolen cards by calling JPMorgan customer service at 1-800-316-6056.  Cardholders must also contact the PCard Administrator, Accounts Payable, as soon as possible by email at pcardhelp@wesleyan.edu.  

  1. 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: 

  • voluntary/involuntary employment termination 
  • card inactivity 
  • employee transfer to another department 
  • unauthorized charges 
  • card misuse/abuse 

Voluntary Termination 

Employees terminating employment must notify the Finance Office as soon as possible prior to leaving the University.  PCards for such terminating employees will be canceled within 10 working days prior to termination date.  All charges must be reconciled prior to termination.   

Involuntary Termination 

In the event of an involuntary termination, individuals with budget responsibility for the default cost center used on PCards must immediately notify pcardhelp@wesleyan.edu and take possession of the card.  

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 PCard.  

Misuse of the PCard include but are not limited to 

  • lack of proper and timely reconciliation of PCard transactions 
  • 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 regularly 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.  

  1. EXPIRATION OF CARDS

PCards 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 cardholder within three weeks prior to the expiration date.   

XII. PURCHASING CARD COMPLIANCE REVIEW  

To ensure the success of the PCard 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 PCard privileges.  

XIII. SUMMARY TABLE OF RESPONSIBILITIES 

CARDHOLDER RESPONSIBILITIES 

MANAGEMENT RESPONSIBILITIES 

Comply with all applicable Wesleyan Procurement and Travel Policies. 

Be correctly identified and listed on the Wesleyan PCard Program Application as the manager/supervisor of the cardholder.  

Maintain security of the card and corresponding account number. PCards are never to be shared among staff, faculty or students.  

Ensure cardholder purchases are authorized, reasonable, appropriate and cost effective.  

Retain all itemized receipts/invoices for purchases made with the PCard.  Ensure proper receipt of products and services ordered with the PCard.  

 

Receive and reconcile PCard transactions on an Expense Report or Procurement Card Verification in Workday.  Verify the accuracy of all transactions and attach proper original documentation, including receipts, packing slips, invoices, and any other required documents per University Policy.   

Approve Expense Report or Procurement Card Verifications in Workday to validate that each transaction is properly documented with the appropriate receipt, invoice, or packing slip.  Also, ensure that prohibited items have not been purchased.  

Resolve delivery and credit disputes with supplier.  Contact JPMorgan if unresolved within 30 days.  

Communicate with cardholder to the reconciliation processes are met in a timely manner.  

Contact JPMorgan immediately if the card is lost or stolen.  Also contact the Program Administrator. 

 

Contact the Program Administrator and return the card when the cardholder resigns, terminates or moves from one department to another.  

Collect PCard when cardholder resigns, terminates or moves from one department to another.   

  

XIV. CONTACT LIST  

JPMorgan Chase Customer Service 
1-800-316-6056* 

* Available 24 hours/day, 7 days/week 

 Purchasing Card/Accounts Payable 
pcardhelp@wesleyan.edu 

Olga Bookas 
Director of Purchasing  
obookas@wesleyan.edu 
(860) 685-2122