Purchasing Card Questions and Answers
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| Purchasing
Cards - What are they? |
+What is The WCU Purchasing Card?
The purchasing card works just like a personal credit card, except WCU pays all charges in full each month. The purchasing card program has established a more efficient, cost-effective method of purchasing and paying for WCU small dollar transactions. This is because cardholders can make authorized purchases directly with a merchant instead of going through the standard procurement and payment process.
+ How does a WCU purchasing card benefit me and my department?
The program has been established to reduce paperwork and provide a faster receipt of low dollar value goods. By using the purchasing card the traditional requisition - pricing inquiry - order placement - delivery of goods - invoice - voucher review - payment cycle is greatly reduced. Fund center managers may request that anyone in their department that makes regular purchasing decisions apply for the card. .
| Getting a Purchasing Card |
+ Who can get a university issued purchasing card?
To be issued a university purchasing card you must be a current employee of the university and have the written approval of the fund center manager of the fund center to which the card is charged.
+ Who do I speak to if I have questions about getting a purchasing card?
+ How do I enroll in the program?
Just go to the webform and fill in the information. Print out the form using the button on the bottom of the page. You and your manager must sign this form. Once that is complete, send the information to accounts payable for processing.
+ How long does it take to receive a purchasing card?
It usually takes 7-10 days once accounts payable has received your signed cardholder enrollment form.
+ How do I activate my card?
To activate your card, call 1-800-270-7760. You will be prompted to provide several pieces of data that verify your identity. Please remember to follow the written instructions you received with your card.
+ What may be purchased with the WCU Purchasing Card?
You may purchase products, postage, memberships, subscriptions, registrations, etc., as long as the amount is within your single transaction and monthly spending limits. Remember, all spending must clearly and directly benefit WCU.
+ Are there any merchants were the card won't work?
There are still a few merchants who will not accept credit cards at all. Additionally, there are certain merchants where the card will not work because WCU has put a block on them due to the nature of the goods or services they provide. Click this link for more information.
+ Are there any specific transactions that can not be made using the purchasing card?
Yes, items that you would suspect such as alcohol, weapons, drugs [controlled substances], hazardous materials, and other restricted goods and services. These are outlined in the university’s “Purchasing Guidelines”. Additional details can be found here.
+ What happens when I return an item to a merchant?
All you have to do is to remember to ask the merchant to refund your purchase to your purchasing card. Keep the receipt to make sure that you get your credit on your next statement.
+ May I use my purchasing card for personal charges if I reimburse WCU?
NO! This is strictly forbidden!
+ Who pays the bills for the WCU purchasing card?
WCU pays each bill in full at the end of the month which is why we require you to send a statement reconciliation to the card systems administrator. WCU needs to see exactly what it paid for.
+ Is the University exempt from sale tax?
West Chester University is exempt from all excise taxes and Pennsylvania sales tax. The University’s tax exempt ID number is pre-printed on your Purchasing Card right under your name. If a merchant needs a copy of the Pennsylvania Exemption Certificate, one can be downloaded here.
+ How do I reset my password in PaymentNet®?
There are 2 ways to get your password reset. First way....Click the Forgot Password link on the signin screen of PaymentNet®; it will prompt you for our organizational ID (PASSHE1) and your user name. You will then need to answer your security questions prior to being authenticated. Second way....Call Sandy English at x2602 and request a password reset.
+ Do I need to send anything to accounts payable?
Yes, the cardholder must send a copy of the account statement and a detailed receipt (an appropriate receipt indicates what was purchased, the price and includes a signature/cardholder name) for each transaction to Sandy English, procurement card administrator, accounts rayable, by the 10th of each month.
+ What does accounts payable do with the statements?
WCU is required to keep all Cardholder statements and receipts on file for 7 years. In addition, the files are audited internally on a monthly basis and externally on a yearly basis.
+ How do I print a statement?
Instructions for printing your statement from PaymentNet® are located here.
+ Where do I send my monthly reconciliation package?
By the 10th of each month, reconcile your purchasing card statements to your receipts. Sign the statement and have your manager counter-sign it. Then put it in the campus mail to Sandy English, 201 Carter Drive, Suite 200, Room 228.
+ How does the purchasing card impact my operating budget?
When you utilize your purchasing card account to make a purchase, the velocity check system does NOT check to see if you have sufficient funds in your budget. Please verify your fund center balance prior to making any card purchase so that you do not over-spend. At the end of each billing cycle the charges for that month are loaded into the SAP financial system as an expense to your fund center against GL account 660115.
+ I looked at my account and there is a charge I do not recognize?
It is your responsibility to contact the merchant directly for any transaction you want to dispute. However, if you do not recognize the transaction, please contact JPMorgan Chase via the PaymentNet® website and dispute the transaction as soon as possible.
+ What if I am missing a receipt?
Please fill out the Missing
Receipt Form and be sure to have your Manager sign it. Attach it to your monthly reconciliation with your other receipts.
+ When is the next purchasing card training available?
Training is scheduled on a monthly basis. Please utilize our training
calendar to see dates and times.
+ Can I be retrained on the purchasing card?
Absolutely! Training is scheduled on a monthly basis.
| Changing Positions, Duties or Leaving the University? |
+ I need cancel my purchasing card?
If you no longer need your card please contact Sandy English so that she can contact JPMorgan. Then just shred your card.
+ I'm changing departments - What do I do?
You may keep your current card account if the department manager for your new department approves. He/she should send an email to Sandy English to have your default fund center codes updated to your new department.
+ Can I be retrained on the purchasing card?
Absolutely! Training is scheduled on a monthly basis.
+ My purchasing card has been lost or stolen.
In the event that you either lose your card or it was stolen, you must notify the JPMorgan immediately. You can do this by calling 1-800-270-7760. This is necessary to protect WCU from potential fraudulent use. Also please contact Sandy English at x2602 at your earliest convienience.
+ I've misplaced my card. What do I do?
If you have temporarily misplaced your card but don't think it has been lost or stolen we can temporarily suspend your account instead of canceling it. This will allow you to look for the card for a short time. Contact Sandy English immediately at x2602.
+ I just want to cancel my card because I no longer need or want it?
If you no longer need your card please contact Sandy English at x2602 and she will cancel your account. Then just shred your card.
