PCard Office ADM 109. Sarah Castleberry PCard Manager (405)

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1 PCard Training

2 PCard Office ADM 109 Sarah Castleberry PCard Manager (405) Brandon Laughlin PCard Accounting Clerk (405) Michelle Turner PCard Compliance Coordinator (405)

3 Overview of Training PCard Checklist Training Requirements Cardholder Responsibilities Card Limits Fraud Split Transactions Card Restrictions PaymentNet

4 PCard Checklist Fill out the PCard Application Form Attend PCard Training Request Login Access for Staples Advantage Request Login Access for Amazon Business Login to PaymentNet to Setup Account Bookmark UCO PCard & PaymentNet Websites

5 Training Requirements Classroom Instruction for First-Time Cardholders PCard Refresher Course Every Two Years Financial Manager Training Every Two Years

6 PCard Usage PCards are assigned to individual employees, NOT departments. Only the individual assigned to a PCard is authorized to use said PCard. PCards are NOT to be loaned to another individual, nor should your card number be given out to another individual under any circumstances. If your PCard is used by another individual, your card will be suspended for a minimum of 30 days.

7 PCard Limits Single Transaction Purchase Limit: $2,499 Limit per Billing Cycle: $5,000 Cycle starts with the 6 th of every month and goes through the 5 th of the following month ***It is your responsibility to make sure you have funds in your budget before making a purchase.

8 PCard Fraud Cardholders are responsible for contacting JP Morgan and disputing any charges that may appear on a statement that was not made by said cardholder. JP Morgan may be contacted via the number on the back of your PCard, or at If there is a transaction dispute on your statement, you must let the PCard office know within 45 days of the charge occurring. If you are aware of a disputed transaction, please notify us as soon as the transaction is identified.

9 Lost or Stolen Cards Cardholders are responsible for contacting the PCard Manager IMMEDIATELY upon identifying that a lost or stolen card has been compromised. As a matter of security, please notify the PCard Manager if you will be out of the office for an extended period of time (more than one week). If possible, provide the dates that you will be out. This will allow the PCard office to temporarily suspend your card until your return.

10 Split Transactions Multiple transactions within a short period of time that are made to circumvent the cardholder s PCard limit. This is against State law. Splitting transactions to avoid established card limits is not allowed, and will result in card suspension and/or revocation.

11 Split Transactions This can occur even when purchases are for two or more different orgs, two different orders, two different events, two different programs, or charges split between a PCard and a Purchase Order. If total purchase amount can be anticipated the purchases must be combined and a Purchase Order used for the total amount.

12 Split Transactions Pay particular attention to whether or not someone else in your department is making a purchase from the same vendor on the same date. If this occurs, the total amount of both purchases cannot exceed the $2,499 PCard limit. To do so would be considered a split transaction, even if that was not the intention.

13 PCard Restrictions Alcoholic Beverages Cash Advances Computers/Tablets/Software ebay Purchases Financial Instruments Fixed Assets of $2,500 or More Gasoline Gift Certificates/Gift Cards Items Charged to an A Org Individual Memberships Office Supplies from an Off-Contract Vendor Direct Payments to Services such as PayPal/Google Personal Purchases (Cakes, Cards, Gifts) Phones/Phone Cards Postage Stamps Printers/Scanners/Fax Machines Off-Contract University Rentals Tobacco Products Toner/Ink Travel Expenses (Other than Hotel Purchases)

14 Additional Documentation The following items are allowed on your PCard, but require additional documentation with your monthly statement: Hazardous Materials (Includes Batteries, Clorox Wipes, Lysol, etc.) Meals & Refreshments Registration for Conferences/Meetings Hotels Awards & Trophies (Must provide documentation of annual event) Clothing & Other Items for Employees The State of Oklahoma requires employees that receive clothing and other items to pay taxes on anything above $50 per calendar year. For more information, please contact Payroll.

15 Hazardous Materials When purchasing hazardous material(s), you are required to fill out the Hazardous Materials Declaration form located at For a list of common hazardous materials, please visit Questions or Concerns? Please contact Tatum Vorpahl in EHS at (405) or tvorpahl@uco.edu.

16 Meals & Refreshments (MERF) Meals and refreshments are allowed on your PCard, but only with a MERF filled out PRIOR to the purchase. For estimated cost, estimate high and include enough to cover a 15% tip. MERFs must be used for all consumables, INCLUDING things such as ice, mints, etc.

17 Prepayment of Registration Prepayment of Registration form MUST be signed by Conference official.

18 Hotel Documentation Hotels are allowed on your PCard only if you have had hotel training. Hotel training can be set up by contacting Brandon Laughlin for a oneon-one session.

19 Miscellaneous Purchases IT Purchases (Web-Based Subscriptions, Technology, Etc.) All Web-Based Subscriptions, technology, and other IT related purchases must have documentation showing prior approval from the Office of Information Technology (OIT).

20 Sales Tax All PCard purchases are tax exempt in the State of Oklahoma. The tax exempt number is embossed on the bottom of your PCard. Cardholders will be responsible for reimbursing the University for any tax paid on a transaction within the State of Oklahoma.

21 Tips on Meals Tips on purchases of meals cannot exceed 15% of the meal s cost (before-tax). Cardholders will be responsible for reimbursing the University for any amount exceeding the 15% limit, as well as for any tax paid on a transaction.

22 Delivery of Goods PCard purchases that require a delivery of goods MUST show evidence that said purchase is being delivered to the cardholder at a University address. This can be on the receipt or as a separate shipping invoice, but remember a detailed receipt is required for every PCard purchase.

23 Delivery of Goods Best Practice: When merchandise is delivered to your office, have someone other than the cardholder receive the merchandise and verify the item(s) and quantity received. The packing slip should then be signed and dated by the person receiving said item(s). This can be done by someone else in the same room, different room, or different department.

24 Activating the PCard To activate your PCard, go to and log in for the first time. Security responses will be the 1 st four letters of your mother s maiden name or the last four digits of your Banner ID number. You will need to set up a new PIN. When using the PIN for the first time with the chip, it must be tried several times before the PIN is linked to the PCard. Organizational ID: oklauco (not case-sensitive) User ID: 1 st part of your (i.e. scastleberry1, mturner21, blaughlin)

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30 Statement of Account Portrait Once the report link turns blue, you will need to print out the statement and sign the statement. Have the financial manager for any orgs that are charged on said statement sign as well. Attach all receipts and accompanying documentation to the statement and it to the PCard office at

31 Statement Documentation All documentation turned in with your statements, including detailed receipts and other additional documentation, MUST be in the same order as how your transactions posted in PaymentNet Pay close attention to how your statement prints off and how you scan the documentation sometimes documents can be scanned out of order.

32 Detailed Receipts What Not to Provide

33 Detailed Receipts Correct Example

34 Detailed Receipts What Not to Provide

35 Detailed Receipts Correct Example

36 Signatures A financial manager must always be ONE level higher than the cardholder when signing a statement. Signature stamps are NOT allowed on a statement, but a statement may be signed electronically.

37 Cardholder Security When printing out your PCard statement and additional documentation each month, it is your responsibility to make sure that nothing reveals your complete card number or CCV value. If your card number appears in full anywhere in the documentation you are submitting, you MUST redact (black out) the number.

38 Cardholder Responsibilities PCard purchases are only made by individual whose name is listed on the card. PCard is kept in a safe, secure location when not in use Training is kept up-to-date as required Only allowable purchases of supplies and services within provided limits are made with PCard

39 Cardholder Responsibilities Transactions are confirmed and coded correctly in PaymentNet on a weekly basis PCard statement is ran at the end of each cycle Statements are compiled and maintained, containing appropriate receipts and additional documentation Submitting requested, additional documentation to PCard office in a timely manner

40 Questions? Brandon Laughlin PCard Accounting Clerk (405)