University of Arizona, Procurement & Contracting Services, Purchasing Card Program Information

The Purchasing Card may be used wherever Visa is accepted, following University Purchasing policy and procedures.This convenient purchasing tool may be used directly at a storefront or for orders via the phone, fax or online.Suggested uses include operating supplies, lab equipment, computer equipment, conference registration fees, professional memberships and dues; as well as non-contracted services such as cell phone bills and equipment repair.The Purchasing Card is to be used for University of Arizona business only, not for personal use. All transactions made using the Purchasing Card must benefit and support the University’s mission of education, research and public service.Fraudulent or intentional miss-use of the card will result in cancellation of the card and/or possible criminal charges.

PCard General Guidelines Card

This wallet sized card provides a partial list of allowable and unallowable purchases on the PCard. JPMorgan Chase and PCard contact information is also listed.

Purchasing Card Misuse Policy and Pyramiding Policy

In accordance with the University of Arizona policy for the Misuse of University Assets, the following guidelines have been established for reporting misuse specifically through the Purchasing Card program.

Suspected misuse of University assets through the Purchasing Card Program should immediately be reported to the Purchasing Card Administrator, Purchasing Card Program Manager or Purchasing Director.

The Purchasing designate who receives the notification will in turn contact the Senior Vice President for Business Affairs, as well as the credit card bank, JPMorgan Chase, to initiate a claim in the Visa Liability Waiver Program.

Following the University of Arizona Misuse of Assets policy, the Senior VP for Business Affairs will determine the appropriate course of action, which may include an investigation by Internal Audit, and/or the University Police Department.

These guidelines are established for reporting University Employee Misuse of a University Purchasing Card, and do not apply to non-employee fraud, such as lost/stolen cards. Non-employee fraud should continue to be reported to the PCard Administrator and the credit card bank, JPMorgan Chase.

The University of Arizona Policy on Employee Misuse of Assets:
http://web.arizona.edu/~policy/misuse.pdf.

Back to top

Pyramiding, or fragmenting, is making a purchase greater than $5,000 and paying for the item(s) in separate payments of less than $5,000 over an interval of time. Individual purchases to any merchant may not exceed $5000. Intentional fragmenting of a purchase may result in civil or criminal penalties under the Arizona Board of Regents Procurement Policy and/or cancellation of the Purchasing Card. For more information, go to: http://pacs.web.arizona.edu/pacs_home.html.

Characteristics of the Purchasing Card

The University of Arizona Individual Purchasing Card is a J P Morgan Chase Visa card issued to an individual employee. The Department name appears on the card under the cardholder name for reference. Individual Purchasing Cards are nontransferable and non-assignable and remain the property of the University of Arizona and J P Morgan Chase.

The University of Arizona Departmental Purchasing Card is a J P Morgan Chase Visa card issued to a University department. The University’s name appears on the card under the Department name for reference. Departmental Purchasing Cards are transferable and assignable and remain the property of the University of Arizona and J P Morgan Chase.
Each Purchasing Card is assigned a default FRS account number and object code. The FRS account number and object code may be changed at any time. To change or split fund an account number or to change an object code on a single transaction, the cardholder must notify their reconciler when documentation is handed in for each transaction.

Purchasing offers three Purchasing Card Programs for Individual or Departmental PCards: the Classic PCard Program, the Travel Enhancement Program and the PCard Plus Program. Each PCard may be set up with a combination of these programs.

Restrictions / Non-Allowable Expenditures

Policy Restrictions by Program:

Expenditure Category		Classic PCard Program	Travel Enhancement Option	PCard Plus Enhancement Option
Alcohol	Not Allowed		Not Allowed	Not Allowed
Airfare / Primary Mode Transportation	Not Allowed		Allowable (4)	Not Allowed
Animals	Not Allowed		Not Allowed	Not Allowed
Business Meetings / Business Entertainment	Not Allowed		Not Allowed	Allowable
Cash advances / Wire transfers / Money orders	Not Allowed		Not Allowed	Not Allowed
Conflict of interest vendors	Not Allowed		Not Allowed	Not Allowed
eBay or PayPal (if used in conjunction with eBay)	Allowable(1)		Not Applicable	Not Applicable
Employee Service & Achievement Awards	Not Allowed		Not Allowed	Allowable
Firearms or ammunition	Not Allowed		Not Allowed	Not Allowed
Flowers / Decorations	Restricted (2)		Not Allowed	Allowable (2)
Food	Restricted (3)		Not Allowed	Allowable
Foreign Visitors (Non-Resident Alien) (Payments to or on behalf of a foreign visitor; including travel related expenditures such as airfare, shuttle, train, etc.)	Not Allowed		Not Allowed	Not Allowed
Gifts / Donations	Not Allowed		Not Allowed	Not Allowed
Hazardous Materials (Hazardous materials are defined as radioactive materials, compressed gas, bulk ethyl alcohol and DEA licensed materials, including prescription drugs)	Not Allowed		Not Allowed	Not Allowed
Hotels	Not Allowed		Not Allowed	Not Allowed
Payments to Individuals Refer to FSO Policy 9.12	Not Allowed		Not Allowed	Not Allowed
Medical Services (Medical Services are defined as expenses related to medical care or services.)	Not Allowed		Not Allowed	Not Allowed
Pre-paid Cards including Gift Cards and Phone Cards	Not Allowed		Not Allowed	Not Allowed
Purchases over $5,000	Not Allowed		Not Allowed	Not Allowed
Relocation / Moving Expenses for Employees	Not Allowed		Not Allowed	Not Allowed
Rental Vehicles/Gasoline	Not Allowed		Allowable (5)	Not Allowed
NOTES:
(1) Purchasing cardholder must identify the seller on eBay before making a purchase through eBay or PayPal (if used in conjunction with eBay). Seller info must be printed from eBay or PayPal if complete, or an email response from seller, which includes: full name and complete address (including state / country) must be printed and attached to the itemized invoice. Purchasing cardholder agrees to review the “seller information page” in eBay before making a purchase. If the seller information page reflects a negative / problem seller, or if the seller refuses to identify the necessary information required, the cardholder agrees NOT to bid on or purchase the item(s) in question
(2) Flowers / Decorations are restricted where no business is conducted nor business objectives present (for example, a life event such as a birthday or memorial service, a holiday related party or employee social function).
(3) Food for research, animal feed, water for research, food for patients (i.e. snacks for patients after blood draws), food for training (nutritional research or classroom use) is currently allowed on the PCard without the PCard Plus Enhancement Option.
(4) Airfare and Primary transportation (shuttle, bus, train, taxi) may be purchased for employees or on behalf of non-employee; non-employee being defined as a seminar / conference speaker, visiting expert, an unpaid employee, a candidate being interviewed for an open position (recruitment) or a student. Non-employees must be a US Citizen and not a foreign visitor (non-resident alien) to use the PCard.
(5) Purchasing Rental vehicles or gasoline on behalf of a non-employee is Not allowed; Purchasing gasoline for a personal vehicle is Not allowed on the PCard; even if used while on University Business.

Join the PCard Program

Criteria for Departmental Participation

In order to participate in the University of Arizona Purchasing Card program, each department/unit must be able to give "yes" answers to the following questions:

Will your unit be able to insure that rules and regulations governing the use and protection of the Purchasing Card will be followed? These concerns stem from the fact that the Purchasing Card is not a personal credit card, thus is not protected from fraudulent use in case of loss or theft or misappropriation of the account number unless JP Morgan Chase is notified by the end of the month following the month in which fraudulent charges occurred.
Will your Department Head or equivalent administrator empower one of your employees to act as a Purchasing Card Liaison for purposes of reporting Purchasing Card policy violations or any other misuse of the card? This employee will need top level authorization and on-going support.
Will the Department Head take immediate, appropriate action upon learning of card misuse? Cards can be suspended temporarily, individual and monthly purchase limits can be lowered, or cards can be canceled, based on the degree of misuse. Notify the Program Administrator immediately.
Do you have staff that can provide prompt, reliable reconciliation and approval of Purchasing Card transactions? Both primary and backup Reconcilers and Approvers should be identified within your unit. NOTE: Reconcilers may be cardholders, and may reconcile or approve their own transactions, but not both. If the Approver in a department must also be a cardholder, another person must function as the Reconciler or Approver for their transactions.
Will your department be able to establish a system for handling and archiving purchase documentation, including order forms, receipts, invoices, packing lists, etc. Note: The department is solely responsible for maintaining detailed documentation for audit purposes.
Do the Reconciler and Approver have the computer hardware necessary to run the JP Morgan Chase PaymentNet Web Site required for this program? Each Reconciler and Approver will need a computer for this purpose.

In order to run PaymentNet effectively, we recommend the following:

· An Internet browser that supports SSL (Secure Sockets Layers). We recommend Internet Explorer 4.01 SP2 or greater, as well as Netscape 4.7 or greater. · Screen resolution of 800 x 600 or greater is recommended. · Access to the Internet.

Getting Started

When your unit meets the criteria described above, here are the steps for getting started. (If your unit wants to participate even though it does not have sufficient staff to provide for a Reconciler, an Approver and backups for them, contact the Purchasing Card Program Administrator).

Step 1	Submit a New Department Application. This includes determining whom the Liaison between your cardholders and the PCard Program Department will be. The Department Head or equivalent administrator must sign and authorize their department to join the PCard Program. New Department Applications should be mailed to the PCard Program Coordinator.
Step 2	Assign Reconciler and Approver roles (including backups) to department employees. .
Step 3	A. Identify department members that are to be cardholders and submit applications. Complete an Individual Purchasing Card Application for each employee. Fill out all fields, click on the SUBMIT button at the bottom of the screen, print the resulting form and get it signed by the cardholder, liaison and department head. New applications should be mailed to the PCard Program Coordinator. B. If requesting a Department Card, identify the responsible person who will administer the card. Complete a Departmental Purchasing Card Application for a card in the name of the department to be held in the business office. Fill out all fields, click on the SUBMIT button at the bottom of the screen, print the resulting form and get it signed by the responsible person, liaison and department head. New applications should be mailed to the PCard Program Coordinator.
Step 4	Set up a system for handling and archiving purchase documentation, including order forms, receipts, invoices, packing lists, etc. Remember: The department is solely responsible for maintaining detailed documentation for audit purposes.
Step 5	Identify potential cardholders by applying the following criteria: An employee of the University of Arizona. Responsible and reliable in following the policies concerning the use and protection of the card. The majority of potential purchases are suitable for Purchasing Card use. Will be responsible and reliable in timely submission of order information, invoices, receipts, etc. to the Reconciler. Consider the possibility of requesting a Purchasing Card for a centrally located employee to place orders for those who might need to make these kinds of purchases only infrequently.
Step 6	The University of Arizona and the departments are responsible for determining credit card transaction limits for each cardholder. The University has set the maximum limit for single transactions at $5,000. Any department may set a lower limit for individual transactions for any cardholder or departmental card. Cardholders within a department may have various limits, determined by the department's needs. Departments must also set a dollar limit per cycle (month) for each cardholder or departmental card. It is recommended that the lowest limits practical be set to minimize risk. Departments must set limits on each cardholder's or departmental card’s number of transactions per day and number of transactions per cycle. Should a cardholder or department wish to increase or decrease any of these limits after they have been set, they should confer with their supervisor and the Department Purchasing Card Liaison. The Liaison will send a Change Form to the Program Coordinator to make approved changes. Limit changes may be made at any time and as often as required.
Step 7	After the cards are ready, the PCard Program Coordinator will contact the Liaison to set up software training for Reconcilers and Approvers and training for cardholders.

Card Management

Purchasing Cardholder Application and Management

The cardholder must complete and sign the Individual Purchasing Card Application including the Purchasing Cardholder Agreement. This application establishes the default FRS account for each cardholder, the cardholder's purchase limit and identifies the Reconciler and Approver for each cardholder. By signing the Purchasing Cardholder Agreement, the cardholder agrees to comply with the following terms and conditions:

Guidelines in the University of Arizona's Procurement Policies and Procedures Manual
Notify the proper authorities if the card is lost or stolen

Delegation or Assignment

Individual Purchasing Cards MAY NOT be delegated or assigned to others. Departmental Purchasing Cards MAY be delegated or assigned to others. A responsible cardholder of department cards must authorize use of the card for each transaction. Responsibility for the card should be transferred or the card temporarily suspended during the absence of a responsible cardholder (i.e. Sabbatical leave, vacation, extended illness, etc.)

All Purchasing Cards are the property of The University of Arizona and JP Morgan Chase.

Assignment of FRS Account Numbers

During the Purchasing Card application process, each Purchasing Card is assigned a default FRS account number. Transactions that are not reconciled and approved by the department within ten business days after they appear in the PCard software will automatically be charged to the default FRS account numbers. If reconciled before the end of the tenth working day, the FRS account may be changed to any account within the department. Object codes may also be changed.

Spending Limits

The University of Arizona and the department determine the Purchasing Card spending limits.

The department sets a per transaction limit of $5,000 or less for each card. They also set monthly dollar limit, a daily transaction limit and a monthly transaction limit (the University of Arizona's cycle ends on the sixth of each month). It is recommended that the lowest limit practical be set to minimize risk. Should a cardholder wish to increase or decrease any of these limits after they have been set, they should confer with their supervisor and the Department Purchasing Card Liaison. The Liaison will send a Change form to the Program Administrator to effect approved changes. Transactions greater than $5,000 are blocked on the PCard and will be denied at the point of sale.

Purchasing Card Security

Cards must be diligently safeguarded. Each cardholder must know where his/her card is at all times.

In case of loss or theft of the card or misappropriation of the card account number, fraudulent charges are forgiven by the bank ONLY if they are notified by the end of the month following the month in which the fraudulent charges occur (this is called the notification period). The cardholder must call 1-800-270-7760.

1-800-270-7760, is available 24 hours a day every day

EVERY CARDHOLDER MUST KEEP THIS PHONE NUMBER
SOMEWHERE SEPARATE FROM THE CARD,
FOR EASY ACCESS IN CASE OF LOSS OR THEFT.

If the bank is not contacted within the notification period, fraudulent charges could become the liability of the cardholder's department, or if denied by the department, the liability of the cardholder. Through prompt reconciliation, reconcilers may be the first to become aware of fraudulent charges, and should notify the cardholder and see that the bank is notified immediately.

Cardholders: "SAFEGUARD YOUR PURCHASING CARD!!!!!!!"

It is strongly suggested that, if a cardholder finds card use to be extremely infrequent, they turn in their card for cancellation or storage in some secure central location within the department, in order to prevent loss of the card.

Activating The Card

The cardholder should call the 1-800 number on the sticker of the Purchasing Card to activate the card. This automated line will prompt the cardholder for the credit card number (on the face of the card), social security number (use an Employee Identification Number or EID number, not a social security number) and mother’s maiden name (if mother’s maiden name was not used, enter chosen password).

Card Renewal

The PCard is valid until the last day of the month in which it expires. The Purchasing card will automatically be renewed before the expiration date. JPMorgan Chase Bank will mail the replacement PCard directly to the cardholder. The cardholder should call the 1-800 number on the sticker of the Purchasing Card to activate the card. This automated line will prompt the cardholder for the credit card number (on the face of the card), social security number (use an Employee Identification Number or EID number, not a social security number) and mother’s maiden name (if mother’s maiden name was not used, enter chosen password).

Canceling A Card

Upon termination of employment or transfer to another department, the cardholder must return his or her Purchasing Card to the Department Liaison. The Liaison must then prepare a card cancellation by completing a Delete Form. The completed form should be mailed to the Purchasing Card Coordinator. The Liaison should cut up the card and carefully dispose of the pieces.

Placing an Order

Transaction Flow

Cardholder makes a credit card purchase
Cardholder gives itemized receipt to Reconciler

Reconciler scrutinizes itemized receipt and reconciles charge. (The Reconciler/Approver have 10 business days to both reconcile and approve)
Approver scrutinizes itemized receipt, reviews reconciliation and approves charge (The Reconciler/Approver have 10 business days to both reconcile and approve)

PCard Office conducts weekly transaction reviews for compliance
Approver reviews monthly statement and forwards documentation to FSO

FSO Compliance performs post transaction reviews for compliance with PCard and University Policy

PCard transaction documentation is retained by FSO for 8 years

Placing Phone Orders

The Purchasing Card may be used to place orders over the phone. Cardholders must provide the vendors with the following information: the Purchasing Card number and expiration date, quantity and description of goods to be ordered and detailed instructions on delivery. In addition, the cardholder must request that an itemized invoice complete with sales tax information be sent with the shipment.

Sales Tax Information And Itemized Invoices

The cardholder is responsible for requesting from the vendor an itemized receipt, invoice, bill or other related document that includes itemized tax. All documentation including but not limited to receipts, packing slips, invoices must be submitted immediately to the department Reconciler. With the documentation for each purchase, the cardholder must include information about the FRS account(s) to be charged. Please refer to Purchasing Card polices and procedures from your own department for specific instructions.