P-Card - Southern Connecticut State University
Contents
1. FOR YOUR FIRST LOGIN enter your P card s sixteen digit account number as your login ID Do not include any dashes or spaces just the sixteen numbers Your password for your first login is temp1234XXXX where the XXXX represents the last four digits from your account number on your card The program is case sensitive so be sure that you enter the temporary password letters in lower case Page 1 1 Select your language American English is the default setting for SDOL You can select another language prior to logging in 2 Enter your user information Enter your user ID and password into the correct fields These fields are case sensitive 3 Login to the system Click on the login button The system logs you in and brings you to the SDOL system home page After your first login to SDOL you will be required to change your password provide your email address school email address and select three password reset questions A message screen prompting you to change your password and password reset questions will appear as follows 3 Sanar Boda Ol ine Her Parr Microsoft Inbernel Explorer y E Ic xj Fie Filo View Faris Took Heip JPMorganChase O f Initial Password has expired Your new password must be 3 20 characters in length and contain at least two numeric characters Appt Hew Password Curreri Password Hw Fatiri Confinn Pus peo rd Password Reset2. S S S S S S OS Artwork including pictures posters statutes ete XA Audio Visual or PhotographicEquipment XA Birthday cakes or celebratiom parties RA Candy snacks XA A Carpet OO SO S Cash advances of any type including travelers cheques Cellular Telephones including pocketpc s smartphones blackberry s etc X Computer Equipment including desktops laptops notebooks ete S S S O Dry Cleaning Laundry Services AO A pr po Electronic devices including ipads Notebooks Tablets Laptops Smartphones ete Y Employee Entertainment o d S S e S S S Equipment E S S y OS Flowers or Gifts for condolences congratulations etc involving employees or their relatives X Fines and Penalties O Fines and Penalties Fuel including gasoline diesel propane etc except for certain state vehicles and rental cars da da eo on authorized travel Furniture and furnishings gt 999 including tables chairs desks lamps ete Gifts donations ofany kind SSS G S S S S S S o Greenery for office beautification Z oZ oS LL Insurance except for automobile rental insurance on authorized travel a appliances including coffee pots microwave ovens refrigerators full and dorm size NO toasters etc Meals in accordance to the University s Refreshment Policy refer to e HE l MN http www southernct edu finadm policies refreshmen1 Personal use items includin
3. The transactions on SDOL are to be checked against sales receipts packing slips etc to ensure that all goods were received and that the amount on the documentation matches the amount on the account statement Documentation should support the legitimate business purpose of all transactions made with the P Card The following are examples of supporting documentation e In Person Purchases v Cash register receipts v Copies of order forms or applications indicating the item purchased and the cost e Internet Orders v Screen prints of order confirmation numbers for internet purchases a screen print describing what you are ordering is not sufficient documentation An order confirmation page with the item cost and description is considered adequate documentation e Fax Orders Y Copies of order forms or applications from the vendor indicating the item purchased and the cost v Sales receipt e Phone orders v Cardholder should request a receipt from the vendor documenting the sale In many cases a receipt will be included with shipping documents Packing slips may be included as supporting documentation Billing cycle is the 25 to the 26 of each month Transaction reconciliation no later than the 10 of the following month Document Retention P card statements and supporting documentation are to be maintained in a secure location at all times for timely retrieval for audit purposes in compliance with State University or grant guid
4. Custom Export Setup Financial Reports Run Reports E_ Report Selection Report Format Account Statement Report C Screen Version HTML Airline City Pair Detail Report y p Print version PDF Airline Summary Report Canadian Tax Report Cost Allocation Detail Report Daily Transaction Summary Report Expense Report v Biling Cycle C Date Range Data available starting 01 18 2006 an From Date 04 25 2007 Posting Date ToDate os 26 2007 Transaction Date Printable versions of reports were developed in Adobe s Portable Document Format PDF which reproduces documents precisely as they were originally composed The freely available Adobe Acrobat Reader software is required to view and print PDF documents See Acrobat Instructions for information about downloading installing and using the free Acrobat Reader 1999 2007 MasterCard All rights reserved Currently logged in as CAROL A WALLACE wallacec1 Accounts Done 5 g Internet H start 4 2 5 Microsoft Offic 3 Microsoft ActiveSync 7 5 Microsoft Offic ME 3 Internet Exp v 2 E Ja OEA 10 26 am 2 Print the Account Summary Statement and attach all associated receipts and insert in the supplied envelope This information will be necessary for the P Card Administrator to perform the audit of the cardholder s account NOTE Improper record keeping is a viol
5. Gen Stat 12 412 1 A Effective Date Effective upon issuance Statutory Authority Conn Gen Stat 12 412 1 A Background State government agencies sometimes have difficulties substantiating their tax exempt status with retailers when purchasing tangible personal property or services that are exempt under Conn Gen Stat 12 412 1 A Retailers that deal with government agencies also experience problems in verifying such tax exempt purchases In an effort to allow both the agencies and their retailers to operate more efficiently the Department of Revenue Services DRS has issued tax exemption numbers to state government agencies since 2006 As some municipalities have encountered similar difficulties substantiating their tax exempt status DRS has begun to issue tax exemption numbers to municipalities Additionally as explained herein some state government agencies and municipalities issue P cards to certain employees for use in making purchases on behalf of such government agency or municipality Tax Exemption Numbers for State Agencies and Municipalities DRS has issued tax exemption numbers to Connecticut state agencies and to municipalities that participate in the Office of the State Comptroller s P card program Tax exemption numbers are not assigned to agencies of the U S government For paper purchase orders the agency s or municipality s tax exemption number is used in conjunction with CERT 134 Exempt Purchases
6. Kersting pur paramo ip inca made aty Simply dele theta Ph pr 1 Spacity pout Email Adra if nol alisady ipa cata inka mo alit tg quero and ariei A In cade you desgel pour pie id you vall be aked thi seit quedan and upon en A rubia pid ill ent thie mail Addrett Email Address 7 Passend Resol Question Faseword Raset Answer Apo 0738939 2005 MasterCard Inema tonal Incorporated start Eirto Microscr g C Termat dt EARE OHS Welche 89 12 205 sta Ti Emart Deta nti Esmar pata Un Salt paras FH AM Es UBA AAA VUOI Select a new password that will be easy for you to remember but difficult for others to guess The SDOL password requirements are as follows e 8 20 characters long two of which must be numeric Case sensitive Cannot contain spaces Cannot be reused Cannot be the same as your User ID After your first login you will also be prompted to change your login or ID Please change your login ID to your SCSU username i e wallaceci or robinsonm3 etc Your login ID is unique to the entire JPMorgan Chase SDOL system so you may be required to use your middle initial or a suffix in your login ID such as wallacecia or robinsonm3e This may be necessary especially If you have a common last name The login or user ID is case sensitive Page 2 SMART DATA ONLINE HOMEPAGE From the SDOL homepage you can view your company information read important news about the system link to other re
7. Phone Mail LJ Internet In Person L1 5 Description of Purchase List items purchased Attach second page if additional space is required 6 Justification Purpose 7 As cardholder certify that the above purchase was made for Cardholder s Name Please Print official University business and this form is being submitted in lieu of the receipt Signature NOTE Repeated use of this form in place of a missing receipt will result in temporary suspension of your Purchasing Card State of Connecticut Credit Card Use Policy Scope of this Policy This statewide policy relates to the use of any and all gasoline cards telephone calling cards purchasing cards P Cards and other credit cards issued by the State its agencies departments or commissions to state agencies or employees hereinafter referred to collectively as State Cards State Cards are to be used in conjunction with current state contracts and with specific agency purchasing policies Agency policies and procedures with regard to the use of State Cards may be stricter than the guidelines outlined below however to the extent that any agency policy or procedure conflicts with this policy the stricter policy shall govern Acceptable Uses Limits and Procedures State Cards shall be used solely for official state business Therefore State Cards shall not be used for personal or private business purchases State Cards shall be issu
8. cycle Monthly statement is not printed and ready for audit review Documentation does not adequately support the P card purchase Supporting documentation is not attached to the monthly statement Missing source of supporting documentation original packing slip paid invoice or register receipt The source of supporting documentation does not provide line item information including item description quantity and dollar amounts Non original source of supporting documentation provided fax photocopy etc The cardholder has failed to respond to requests from the P Card Team for vendor information General condition of records are unkempt and unorganized Level Il Incremental Purchase Prohibited Purchase 2 points for each violation Dollar amounts on supporting documentation were altered Sales tax was assessed and paid and cardholder has not requested a credit or submitted a personal reimbursement Repeated sales tax assessments were incurred by the cardholder The P card was used to pay for a professional service A purchase was made for more than 999 00 without prior authorization from Purchasing It appears that there was an incremental split purchase made to avoid the 999 00 single purchase limitation For Level and Level Il violations having a cumulative total under 8 points a notice of violation shall be sent to the cardholder and his her immediate supervisor The cardholder will be requested to provide a written resp
9. Appendix P Card Program Forms VVVVV WV Note Smart Data Online SDOL Program Tip Sheet pp 1 7 P Card Cardholder Agreement Form pp1 2 P Card Application Form P Card Documentation or Missing Receipt Form State of Connecticut Credit Card Use Policy pp 1 3 State of Connecticut PS 2010 7 Tax Exempt Purchases by Connecticut State Agencies and Municipalities pp 1 3 Periodic revisions may be made to this manual The P Card Program Team Members will attempt notification of any updates However it is the cardholder s responsibility to remain current with the policy and procedures related to the P card program l d y z ME a IM P CARD INFORMATION amp HOW IT WORKS Southern CT State University s SCSU Purchasing Card P Card is designed to be used for University business related purchases only Use of the card for personal purchases is strictly prohibited Authorized use of SCSU s P Card shall be limited to the person whose name appears on the face of the card SCSU s P Card cannot be loaned to other individuals SCSU s Finance and Administration is responsible for monitoring the effectiveness of the P Card Program and user compliance with the procedures outlined in this manual The following lists the members of SCSU s P Card Administration Questions regarding SCSU s P Card program can be directed to P CARD PRIMARY CONTACT Robin Kenefick Purchasing Card Program Administrato
10. Obtain receipt 19 Please inform the vendor not to send a bill or invoice to the ordering department or Accounts Payable Submitting an invoice for a charge card transaction may result in a duplicate payment P Card Billing Address Failure to provide the proper P Card billing address may result in your purchase being declined Please provide the following billing address to vendors lines marked with are required fields Southern Connecticut State University 501 Crescent St New Haven CT 06515 1355 P Card Shipping Instructions Please inform the vendor that the label packing list that accompanies the package must contain the following information lines marked with are required fields Southern Connecticut State University CCP Cardholder s Name Department Name Building and Room Number 615 Fitch St Hamden CT 06514 Packages not properly labeled may delay the delivery of items ordered Under no circumstance should the vendor indicate the P Card number on any address label or packing list Listing the card number would threaten the security of the card Tips to Remember when Returning Goods At the time of purchase please ask the merchant for their return policy Retain boxes containers and or special packaging until you are certain you are going to keep the item Some items such as software or fragile pieces cannot be returned without the original packaging materials Read all enclosed i
11. Personal and or unauthorized purchase 8 points A personal purchase was made An unauthorized purchase was made Airline ticket purchased for unauthorized traveler lt appears that an individual other than the cardholder used the P card The cardholder overspent the allocated budget of the associated Banner Org The cardholder has left the department and the P Card Administration was not notified to close the P card A Level IIl violation results in the immediate cancellation of the P Card as well as potential disciplinary action up to and including termination of employment A written explanation is required from the cardholder s immediate supervisor including a statement of the disciplinary action taken Post Review Action e A post review report will be provided to the cardholder in the form of an audit sheet upon completion of the audit CONTRACT COMPLIANCE While the P Card is a procurement tool it does not signal a change in policy regarding compliance with University procurement policies and contract suppliers The Purchasing Department is authorized to negotiate and issue contracts that will provide the University with the least total cost arrangements for goods and services required from vendors In negotiating contracts Purchasing will consider not only the vendor s line item pricing for the products or services but will also consider the vendor s Ability to provide the necessary quality delive
12. Purchases by Federal Government Agencies For information on sales and purchases by federal government agencies see Policy Statement 2009 2 Retailer s Acceptance of U S Government GSA SmartPay 2 Charge Cards for Exempt Purchases Effect on Other Documents Policy Statement 2010 7 Tax Exempt Purchases by Connecticut State Agencies and Municipalities modifies and supersedes Policy Statement 2006 4 Tax Exempt Purchases by Connecticut State Agencies Effect of This Document A Policy Statement explains in depth a current DRS position policy or practice affecting the tax liability of taxpayers For Further Information Call DRS during business hours Monday through Friday e 1 800 382 9463 Connecticut calls outside the Greater Hartford calling area only or 860 297 5962 from anywhere TTY TDD and Text Telephone users only may transmit inquiries anytime by calling 860 297 4911 Forms and Publications Visit the DRS website at www ct gov DRS to download and print Connecticut tax forms and publications Paperless Filing Payment Methods fast easy free and confidential Business and individual taxpayers can use the Taxpayer Service Center TSC at www ct gov TSC to file a variety of tax returns update account information and make payments online File Electronically You can choose first time filer information and filing assistance or log directly into the TSC to file returns and pay taxes Pay Electronically You
13. by Qualifying Governmental Agencies The tax exemption number also appears on the agency s or municipality s P cards see Purchasing Cards Purchasing Cards In addition to the tax exemption number the Comptroller s Office and the Department of Administrative Services have developed a purchasing card program P cards for State agencies which has been extended to municipalities P cards which are similar to credit cards may be used by authorized personnel to make agency or municipality purchases of 2 500 or less In addition to having the agency s or municipality s tax exemption number on the face of the P card State of Connecticut or the municipality s name is printed on the card Although state issued P cards include the individual state or municipal employee s name the purchase is made by the qualifying agency or municipality and therefore is exempt from tax As government agencies and municipalities move from paper purchase orders to P cards tax exemption numbers are particularly important in helping the P card program operate smoothly Verifying Authorized Connecticut P Card Purchases To verify that the person using a state issued P card is authorized to use it a retailer must require identification such as an employee photo identification badge establishing the person s identity and status as a Connecticut state employee or municipal employee The retailer must note the employee s name the Connecticut government agency
14. can pay taxes for tax returns that cannot be filed through the TSC Log in and select the Make Payment Only option Designate a payment date up to the due date of the tax and mail a paper return to complete the filing process DRS E Alerts Service Get connected to the latest news from DRS Receive notification by email of changes to legislation policies and procedures DRS E Alerts provide information for employer s withholding tax News Press Releases and Top 100 Delinquency List Visit the DRS website at www ct gov DRS and select e alerts from the left navigation bar PS 2010 7 Sales and use taxes Governmental Exemption Issued 12 09 10
15. history Benefits to the Cardholder Department e Obtain goods and services faster and easier e Significantly reduces the workload related to the purchase and payment of goods and services e No purchase order is issued therefore no typing or tracking of individual purchase requisitions and receiving reports is required e Orders are generally received within days instead of weeks e Significantly reduces both clerical and approval processing times e Provides end users with greater autonomy When a purchase is requested by the vendor at the point of sale the MasterCard system validates the transaction against pre set limits established by the University All transactions are approved or declined instantaneously based on the following P Card authorization criteria e Number of transactions allowed per day twenty 20 e Number of transactions allowed per billing cycle One Hundred 100 e Single purchase limit not to exceed Nine Hundred Ninety nine Dollars 999 for general purchases e Spending limit per billing cycle Ten Thousand Dollars 10 000 Billing Cycle gt the 26 to the 25 of each month Exemptions to the above limitations may be granted on a case by case basis with the pre approval from a member of SCSU s P Card Administration Validation of available funds from your Banner Org does NOT occur at the point of sale Therefore the cardholder MUST be cognizant of the budget available in the resp
16. Office Contacts Renee Knight Office Assistant Knightr2 southernct edu Telephone 203 392 5455 Fax 203 392 6858 417 RESPONSIBILITIES AND USE OF THE P CARD Responsibilities of the Cardholder Complete a P Card Application Form INSERT WEB LINK HERE Successfully complete the on line P card training module website https www southernct edu myscsu login login php url http www southernct edu projects securityawa re Read this manual and abide by the P Card policies and procedures outlined herein Safeguard the P card number and physical card at all times Repayment of improper charges and personal liability for misuse of the P card Maintain all supporting documentation e g proper receipts vendor order forms cash register receipts etc and reconcile the billing cycle monthly statement SDOL within the 10 day allowance Ensure receipt of goods and follow up with any vendor to resolve transaction disputes and arrange for returns credits delivery problems etc Verify that the purchases are consistent with all University policies and procedures all merchandise has been received and all supporting documentation is attached Report lost or stolen cards immediately to JPMorgan Chase and a member of the SCSU s P Card Administration Ordering Process The P Card may be used to purchase approved goods in person at the point of sale over the phone by mail fax or over the Internet Prior to placing an orde
17. PLICANT Cardholder s Name up to 24 characters Department Work Phone Number 203 392 Social Security Number Date of Birth mm dd yyyy last 4 digits only E mail Address Cardholder s Home Address southernct edu Street Country of Citizenship City Mother s Maiden Name or Password Cardholder s Signature This information is needed for identification purposes only and will not be reflected on personal credit history Additional information required by JPMorganChase for security purposes and to comply with requirements of the federal government s Office of Foreign Asset Control OFAC DEPARTMENTAL APPROVAL Budget Authority Signature Banner Org XXX XXXX Org Account Program Supervisor s Signature only required if you are both the cardholder and budget authority for your department Date REPORTING HIERARCHYCONTROLS Please leave this section blank Cycle Spending Limit 10 000 Single Purchase Limit 999 00 P Card training assigned Maximum Transactions Day 20 Max Transactions Cycle 100 P Card training complete 04 2014 SOUTHERN CONNECTICUT STATE UNIVERSITY Purchasing Card Documentation Form or Missing Receipt Form SC SU This form may be used for phone orders or when a receipt has been misplaced Complete Sections 1 6 for a phone order Complete Sections 1 7 for a missing receipt 1 Vendor 2 Date of Purchase 3 Purchase Amount 4 How Ordered Check One
18. SU Accounts Payable Department the SCSU P Card may be used to pay for travel expenses for employees traveling on University business Travel expenses allowed on the P Card include airfare lodging registration car rental other ground transportation and miscellaneous travel expenses Purchases must comply with the Connecticut State University System travel policies No personal expenses are allowed on the P CARD at any time Benefits to using the P Card for Travel e Provides for greater efficiency by reducing the processing time for obtaining commodities and services related to travel Eliminates the need to use personal funds or personal credit cards for University travel Eliminates the need to request travel advances Eliminates the need to carry large sums of cash to pay for business travel expenses Eliminates major reimbursements after the trip Keeps an accurate record of associated travel expenses and It s convenient Who is Eligible The P Card is provided to faculty and staff who travel on behalf of the University Approval to obtain a P Card for travel purposes must be obtained from the Banner Org financial manager and or the requester s direct supervisor Ed If personal travel will be included with authorized University travel the cardholder must ENSURE that any costs associated with personal travel are not applied to the SCSU P Card Traveler Responsibilities It is the traveler s responsibility to ensure that all travel ex
19. Southern Connecticut State University Purchasing Card P Card Program Policy and Procedures September 2014 rev TABLE OF CONTENTS Description P Card Information and How it Works gt gt gt P Card Program Team Members How it Works Benefits to the Cardholder Department P Card Administration VV VVVVVVVVV VV WV Activating a P Card Canceling P Cards Renewal of Existing P Cards Lost or Stolen P Cards JPMorgan Chase Customer Service Number Disputing a Transaction smart Data Online Program SDOL Tax Exemption Number Frequently Used Vendors Record Keeping Viewing P Card Charges Posted to Cardholder s Banner P Card Reviews Misuse of the P Card Post Review Action Contract Compliance gt gt gt Contract Information Approved Purchases Restricted Purchases Use of the P Card for Travel VVVVVV VV V Program Overview Benefits to using the P Card for Travel Who is Eligible Traveler Responsibilities Meals and the P Card Car Rental and the P Card Cardholder Reconciliation Process Travel Expense Reimbursement Travel Office Contacts Responsibilities and Use of Card VV VVVV WV Responsibilities of the Cardholder Ordering Process P Card Billing Address P Card Shipping Instructions Tips to Remember when Returning Goods Proof of Purchase Documentation Document Retention Page MINA oo Y Y N VI 01 01 OI OI OI TABLE OF CONTENTS CONTINUED Description
20. Transaction Summary Microsoft Internet Explorer E x Fie Edit View Favorites Tools Help e 4 ay Google Cv 604 E dr Bookmarks S 12 blocked gt Check y Autolink YH AutoFil a Send tov O Settings JPMorganChase Account Summary Merchant Summary Financial Transaction Summary CAROL A WALLACE 06 1363115 ADMINISTRATIVE SUPPORT SERVICES SOUTHERN CT STATE UNIVERSITY NEVY HAVEN CT 06515 1355 USA KRXX KXRX 1952 0232 Search Criteria date range cannot exceed 184 days y Biling Cycle Date Range Data available starting 01 18 2006 Search By re From Date 04 25 7 2007 Posting Date C Transaction Date To Co os El 25 2007 Optional Filters Review Status All Transaction Amount po to 1 Merchant Name Merchant Category Code Merchant Postal Code Addendum Type All View LA 1999 2007 MasterCard All rights reserved ROL ved Currently logged in as CAROL 4 WALLACE wallacec1 Accounts B Internet l start GO 2 5 Microsoft Offic 3 Microsoft ActiveSync w 5 Microsoft Offic amp 3 Internet Exp y A le a 0 E 218 Y 10 08 am Page 4 2 Select VIEW for a list of all charges made based upon the search criteria in step 1 3 To verify that costs have been charged to the appropriate Banner Org and Account code select EXPAND ALL 4 The following must occur for each tr
21. ansaction a Complete a brief Expense Description for the transaction Some examples may include listing the specific purpose for the item i e TA for Travel Candidate search for refreshment etc b Open the Account Codes and select the appropriate Account code for the purchase from the drop down menu c A receipt must be matched to each transaction Select the Receipt check box If for some reason the receipt is missing you as the cardholder are responsible for acquiring a copy of the receipt and keeping it with a copy of the billing statement for audit purposes d Once you have verified the transaction select Cardholder Reviewed e Select APPLY NOTE Once APPLY is checked you can no longer make changes to this transaction notice the little lock under cardholder review 3 https sdol mastercard com JPMorgan Chase Financial Transaction Summary Microsoft Internet Explorer File Edit View Favorites Tools Help gt au Google G Goy E ty Bookmarks 12 blocked Y Check y AuitoLink AutoFil a Send toy 4 Q Settings A JPMorganChase Account Details Account Summary Merchant Summary Financial Transaction Summary Show View Criteria P CAROL 4 WALLACE 06 1363115 ADMINISTRATIVE SUPPORT SERYICES SOUTHERN CT STATE UNIVERSITY NEW HAYEN CT 06515 1355 USA XXXX KXXX 1 952 0232 Search Transaction Count Total 1 Search Tra
22. ation of the responsibilities of the cardholder and is subject to removal of the P card Please refer to Misuse of the P card in the Purchasing Card Program Policy and Procedures manual for more information Page 6 OTHER INFORMATION lf you have any questions please contact one of the following Program Administrators Robin Kenefick Cynthia Shea Luzik P Card Program Administrator Manager Procurement Services kenefickr1 southernct edu shealuzikc1 southernct edu Telephone 203 392 5266 Telephone 203 392 5490 Fax 203 392 5057 Fax 203 392 5057 Page 7 SOUTHERN CONNECTICUT STATE UNIVERSITY SC Purchasing Card Agreement Form SU Southern Connecticut State University SCSU presents to you a MasterCard Purchasing Card This card represents the University s trust in you and our willingness to empower you as a responsible employee of the University and our belief in your ability to safeguard and protect our assets l hereby acknowledge receipt of a Southern Connecticut State University Purchasing Card As the holder of this Purchasing Card understand and accept the responsibility for the proper use and protection of same as outlined in this agreement and have read understand and agree to the terms in the Purchasing Card P Card Program Policy and Procedures Manual herein User Manual located at http www southernct edu pcard agree to use this card for official University purchases only and understand that a
23. bed by individual agencies 2 Gasoline Credit Cards State issued gasoline credit cards issued to state employees may only be used to refuel assigned state vehicles pursuant to the policy below In no event shall state issued gasoline credit cards be used to refuel personal vehicles State vehicles shall be fueled at state owned stations throughout Connecticut except when an employee on agency business is unable to obtain fuel at a state owned station because he or she is 1 working after hours 2 in an area of the state not served by a state owned station or 3 prevented from doing so by an emergency or other unforeseeable circumstance Under such circumstances the employee shall be permitted to use a state issued gasoline credit card to obtain fuel Under no circumstances shall a state issued gasoline credit card be used to purchase food beverages cigarettes or other personal items 3 Telephone Calling Cards Telephone calling cards shall be used for official State of Connecticut business only Each agency and state employee receiving a state telephone calling card shall be bound by the limits policies and procedures outlined in telecommunication policies issued by the Department of Information Technology Liability for Payment Agencies are liable for all authorized charges made by its employees using State Cards The agency s accounting unit business unit is responsible for processing all State Card payments according to the
24. chases from Staples should be limited to emergency needs Office supplies should be purchased through the University s on line Eway system Eway offers discounted pricing on office supply products not generally extended to the Staples brick and mortar retail stores For more information on Eway contact Shawna Cleary Office Assistant X 26703 or clearys4 southernct edu Viewing P Card Charges Posted to the Cardholder s Banner Org P Card charges are accumulated during the billing cycle Charges are expensed against the cardholder s Banner Org in a timely manner following the billing cycle No action is required by the cardholder to move these charges Cardholders are strongly encouraged to view their Banner Org to ensure that the correct amount was charged against their associated Banner Org Billing Cycle gt the 26 to the 25 of each month a If you do not have access to Banner please contact the Office of Management Information Research at 203 392 5393 Record Keeping Billing cycle review and approval of P Card transactions is required at the cardholder level and appropriate documentation must be maintained The cardholder is responsible for reviewing and reconciling their monthly billing statement and by doing so will be certifying that purchases are consistent with all University policies and procedures Every transaction must be supported by a receipt l a credit is issued a receipt or some form of documentation relat
25. d in the Links section of the SDOL home page Select the Account User training link and follow the prompts through the training The online training tool will take you through an introduction to the program and getting started logging on to SDOL and the homepage The training tool also will navigate you through financial transactions and reporting options The training tool will take approximately one hour to complete CARDHOLDER RECORD KEEPING RESPONSIBILITIES The monthly billing cycle for the P card program is from the 26 day of the month to the 25 day of the next month Each cardholder is responsible for reviewing their transactions not than the 5 day of the following month For example For billing cycle April 26 to May 25 each cardholder is to verify their transactions through the SDOL program not later than June 5 Following this period all cardholder charges will be loaded into Banner and each associated banner org will be expensed as appropriate These procedures are subject to change particularly each June when the University s fiscal year closes If a such change occurs cardholders will receive appropriate notice To verify charges 1 Click on the Financial Tab and select Account Summary You can either search by Billing Cycle or by Date Range involving either the charge s posting date or transaction date see screen shot below 3 https sdol mastercard com JPMorgan Chase Financial
26. ective Banner Org Overspending an allocated budget may result in removal of the P card Splitting a single item purchase to circumvent the P Card threshold of 999 00 is not allowed and may also involve removal of the P card from the cardholder In the event that a split transaction is an unavoidable event an email must be sent to the P card Administrator with a detailed explanation Increasing a P card per Transaction limits and Credit Card limits On occasion there may be a need to increase a P card s per transaction limit for a specific purpose and in some cases for a specific amount of time In the event that a per transaction limit requires an increase the following steps will be taken e Cardholder must contact the P card Administrator in the form of an email Request to include the amount of the increase and the purpose of the increase and the increase ie airline tickets for conference travel cost 1200 This must be done in writing The increase will be active for a period of two weeks unless specified by the cardholder e Overall credit limits mat be increased by a cardholder beyond the 10 000 credit limit that is initially placed on their card An email must be sent to the P card Administrator with a detailed account of why the increase is required for this card le study abroad travel with students University sports team travel event tickets The responsibility is upon the cardholder to make certain that there is enoug
27. ed only to individuals who have appropriate purchasing authority Authorized use of State Cards shall be limited to the person whose name appears on the face of the State Card or who is specifically authorized by the agency head to use the Card State Cards shall not be loaned to other individuals Each agency and state employee receiving a State Card shall be bound by the limits policies and procedures outlined in The State of Connecticut Purchasing Card Program Cardholder Work Rules and the Agency Purchasing Card Coordinator Manual as they may be amended or revised from time to time Any and all exceptions to these rules and limits must be approved and documented by the Office of the State Comptroller and the Department of Administrative Services These manuals are published at http www das state ct us Purchase PCard P Card Work Rules paf http www das state ct us Purchase PCard P Card Coordinator Manual pdf Intentional misuse or fraudulent abuse of any State Card may result in disciplinary action up to and including dismissal referral to the State of Connecticut Ethics Commission and or criminal sanctions In addition the authorized holder of the State Card shall promptly reimburse the state for any unacceptable purchases 1 P Cards P Cards distributed to the agencies under a program co sponsored by the Department of Administrative Services and the Office of the State Comptroller may be used for approved state purchases as prescri
28. elines for record retention The general retention period for such records is a minimum of three 3 years or until audited by the State auditors not the P card audit team whichever is later For information specific to University record retention contact Philanthi Koslowski Project Director for Records and Information Management Ext 2 6205 or koslowskip1 southernct edu 21 APPENDIX P CARD PROGRAM FORMS Page 1 P CARD PROGRAM SMART DATA ONLINE SDOL PROGRAM TIP SHEET This tip sheet is provided to give you direction on accessing Smart Data Online JPMorgan Chase s online program for Southern Connecticut State University s P card LOGGING INTO SMART DATA ONLINE FOR THE FIRST TIME These are the steps you will follow to log into Smart Data Online SDOL 1 Access the Smart Data login page To begin the process launch your Internet browser and enter the following address https sdol mastercard com jpmorganchase The login screen looks like this File Edit View Favorites Tools Help amp Google CHASE JPMorgan Welcome User ID American English nternational English Password Espa ol Am rica Latina Espa ol Espa a Francais Canadien Francais Deutsch Portugu s Italiano Nederlands Trae Har 1994 2010 MasterCard Privacy Policy v 5 Internet Ex a 0 Internet E 100 y Microsoft Excel Z ais EW Deo 2 32 Pm A start eBo
29. er has difficulty maneuvering within the site Please note that SDOL supports only sixteen months of transaction activity Tax Exemption Number The University is a tax exempt institution and purchases should not include any state sales tax The tax exempt number appears on the face of each P Card directly below the cardholder s name This number should be provided to all vendors by the cardholder at the time of the transaction to exempt payment of state sales tax When making purchases every effort should be made by the cardholder to ensure that Connecticut sales tax is not charged If sales tax is billed incorrectly to the cardholder s account it is the responsibility of the cardholder to dispute the charge and make a diligent effort to have a credit issued applies only to State of Connecticut vendors in a timely manner The cardholder is responsible for directly reimbursing the University for any Connecticut sales tax not credited for P card purchases Out of state vendors are not required to honor SCSU s tax exempt status If P card audit findings reveal repeated failures to remedy sales tax issues the cardholder may lose cardholder privileges for a specific time depending on the severity of the infraction The Department of Revenue Services for the State of Connecticut published Policy Statement 2010 7 in an effort to help retailers understand the tax exemption process for state agency P card purchases PS 2010 7 may be found
30. f this program audits will be made of 7 each cardholder s account to ensure that items purchased have been received and that policies and procedures are being followed The Purchasing Card Program Administrator will monitor conformance to these procedures Reviews will be completed on all cardholder accounts under the following guidelines e Reviews will be completed annually based on the date of when the P card is first used e The Purchasing Card Program Administrator will keep the Executive Vice President for Finance and Administration informed of review results The Purchasing Card Program Administrator will be available to provide training and technical support to cardholders as needed Misuse of the P Card In an effort to provide fair and equal treatment while performing cardholding audits a set of three levels of violations has been established Each violation level has been assigned points A cardholder who accumulates 6 points will be required to repeat training A cardholder who accumulates 8 points will have their P Card privileges terminated The three violations and their associated points are listed as follows Level Improper Record Keeping 1 point for each violation Monthly statement was not reviewed and reconciled by the cardholder within 10 days of the ending billing cycle Monthly statement is not printed and ready for audit review Documentation does not adequately support the P card purchase Suppo
31. g attaches folios pen pencil sets etc LY MD ie Office food supply items including utensils paper plates cups TE salt pepper sugar AAA AAA coffee tea etc Outdoor signage A Pain SO O _ XL Personal or decorative items including knick knacks As Plants and shrubs RA Ss Precious metals LL Prescription drugs and controlled substances xl rss Professional or Personal Services of any type lt p 13 Purchase from a university employee or their immediate family conflict of interest ethics pf violation i EXCEPTIONS Student Health Theatre met RESTRICTED PURCHASES CONTINUED Activity Athletics Services props Admis SR Radioactive materias Refreshments including coffee tea water etc refer to the University s Refreshment Policy dee eee http www southernct edu finadm policies refreshment Sporting goods A Sponsorship Telecommunications Equipment Tobacco Products Tobacco Products yO Water Coolers oS S LL Weapons S l Lo Oo ona Exemptions or questions regarding restricted purchases may be granted on a case by case basis upon the approval of a member from the Purchasing Card Program Administrator or another member of the P Card Administration 14 USE OF THE P CARD FOR TRAVEL Program Overview Provided an approved travel authorization TA is on file with the SC
32. h funding in their banner ORG to cover such a purchase prior to making the increase request P CARD ADMINISTRATION The P Card represents the University s trust in you and invests in you the responsibility as an employee of the University to safeguard and protect the University s assets As a cardholder you assume the responsibility for the protection and proper use of the P Card Activating a P Card Activating a newly assigned P Card requires the cardholder to call the number printed on the sticker at the top of the card The card will be available for use within twenty four 24 hours from the time that it was activated Canceling a P Card If the cardholder determines that the card is no longer needed the card must be returned to a P Card Program Team member for cancellation Renewal of Existing P Cards Within thirty 30 days of the expiration date of the card the P Card Program Team will notify cardholders and distribute reissued cards Lost or Stolen P Cards Report lost or stolen cards immediately to both JPMorgan Chase Customer Service 1 800 316 6056 and the Purchasing Card Program Administrator or another member of the P Card Administration JPMorgan Chase Customer Service Number Contact JPMorgan Chase s Customer Service representative at 1 800 316 6056 to report a lost or stolen card or to inquire why a card was declined at the time of purchase Disputing a Transaction A cardholder may dispute a charge
33. ilable Agencies shall be responsible for periodically auditing their records to ensure that State Cards are used only by authorized users for official state business Security Agencies shall be responsible for safeguarding State Cards at all times In that regard agencies shall ensure that State Cards are kept in accessible but secure locations and that account numbers on State Cards are not posted or left in conspicuous places Agencies shall also be responsible for immediately and properly reporting lost or stolen State Cards All State Cards shall be returned to the issuing agency department or commission immediately upon request or upon termination of employment including retirement Robin G Kenefick Name of Agency Representative Name of Employee Signature of Agency Representative Signature of Employee P Card Administrator Title of Agency Representative Employee Title Southern Connecticut State University Name of Agency Date Date cc Employee Personnel File STATE OF CONNECTICUT DEPARTMENT OF REVENUE SERVI CES 9 5 25 Sigourney Street Hartford CT 06106 5032 PS 2010 7 Tax Exempt Purchases by Connecticut State Agencies and Municipalities Purpose This Policy Statement discusses tax exemption numbers for Connecticut government agencies and certain municipalities and the use of purchasing cards P cards by Connecticut government agencies and municipalities that qualify for sales and use tax exemption under Conn
34. ing to the original transaction should be provided All supporting documentation must be secured to the billing statement to facilitate auditing Purchases made at the end of a biling cycle may not appear until the next billing statement Documentation for purchases that do not appear on the cardholder s current statement must be held as pending for timely retrieval and reconciliation of future statements If a receipt is missing the vendor may be able to assist the cardholder by producing a copy or the cardholder may request a copy of the sales draft from JPMorgan Chase Please remember that JPMorgan Chase will charge 5 for each copy provided and retains copies for 118 days from the transaction date after which all copies are destroyed Requests for such copies shall be charged to the cardholder s Banner Org The monthly credit card billing statements and supporting documentation must be filed by fiscal year i e 7 1 to 6 30 and maintained in a designated secure location The cardholder must maintain all records in a manner that allows for timely retrieval as required by internal and external auditors The Purchasing Card Program Administrator will supply each cardholder with billing cycle envelopes to assist the cardholder with maintaining this information P Card Reviews To ensure the continued success of the P Card Program and to meet the review requirements of the University various government agencies and the requirements o
35. ions only e Maintenance supplies e Office laboratory and educational supplies e Printing services e Repair parts and materials e Software and computer supplies for educational administrative or research purposes e Approved university travel refer to Use of the P Card for Travel section of this manual Cardholders are to contact Facilities Operations 26059 prior to purchasing any item that may require electrical plumbing carpentry painting or structural work Facilities Operations will ensure that the item being ordered is appropriate and will advise whether additional work will be required Cardholders are to contact SCSU s Director of Facilities Engineering 26053 regarding any chemical purchase disposal guidelines Purchases from Staples should be limited to emergency needs Office supplies should be purchased through the University s on line Eway system Eway offers discounted pricing on office supply products not generally extended to the Staples brick and mortar retail stores For more information on Eway contact Shawna Cleary Office Assistant X 26703 or clearys4 southernct edu 49 Restricted Purchases The following are examples of the types of items that may not be purchased with the P card EXCEPTIONS Health Admi ea mis _ e cd E Air Conditioners Space Heaters eess s lt C s Air Conditioners Space Heaters S O Heaters A e E O E gt Alcoholic beverages
36. ll my purchases will be consistent with all University policies and procedures will not use it for personal purchases of any kind nor will loan my card to other individuals University purchases may include authorized travel and general purchases Additionally agree to maintain proper supporting documentation for appropriate travel related expenses or general purchases Within 10 days following the 25th day of the previous month s billing cycle agree to review my current period charges utilizing the Smart Data On line SDOL credit card statement process agree to reconcile my transactions and attach all necessary documentation to a printed copy of the statement and maintain such documentation on file until authorization to dispose of such information is granted by Finance and Administration Furthermore will resolve any issues regarding my statement and will ensure that the statement amount agrees with my documentation will maintain my records in a manner that allows for timely retrieval by internal external auditors When using the card for general purchases agree to purchase only approved purchases as identified in the User Manual and will utilize University and State contract vendors whenever possible When using the card for travel I agree to follow Connecticut State University travel policies and I also agree to use the card only for approved travel expenses as outlined in the travel portion of the User Manual understa
37. nd that use of this Purchasing Card for purchases deemed inappropriate may result in disciplinary action up to and including dismissal personal liability for improper charges and loss of my cardholder privileges acknowledge that will be responsible for the re payment of any charges deemed inappropriate by direct reimbursement and or payroll deduction based upon official notification of such This responsibility may continue beyond termination of employment and may include any associated legal fees understand that Southern Connecticut State University may terminate my right to use this credit card at any time for any reason agree to return the credit card to the P Card Administration immediately upon request or upon termination of employment Cardholder Signature Date 05 2011 cc Cardholder s Personnel File Pagel of 2 Misuse of the P Card In an effort to provide fair and equal treatment while performing cardholding audits a set of three levels of violations has been established Each violation level has been assigned points A cardholder who accumulates 6 points will be required to repeat training A cardholder who accumulates 8 points will have their P Card privileges terminated The three violations and their associated points are listed as follows Level Improper Record Keeping 1 point for each violation Monthly statement was not reviewed and reconciled by the cardholder within 10 days of the ending billing
38. nsaction Amount Total 121 05 Supervisor Cardholder Posting Transaction Transaction Sales Alternate Additional Reviewed Reviewed Date Date Description Amount Tax Tax Information 0546 2007 0545 2007 HEADSETS DIRECT PRESCOTT AZ 121 05 0 00 0 00 Expense Description Headsets for Telephone Switchboard Account Codes Org Account Program Receipt Attached 000114 330005 771100 Office_Supplies 630000 Yes Splitting of detailed expense MCC GL Code Copy to All on Page Return to Top Page Total 121 05 Expand All El 18 I Internet H start GB E 13 5 Microsoft ofic 3 Microsoft ActiveSync 7 5 Microsoft Offic ME 3 Internet Exp Y a 10 23 am Page 5 To Run Your Monthly Report 1 Click on the Reports Tab and select Run Reports a Select Account Statement Report b Select the appropriate Billing Cycle for that report You may also run the report by Date Range involving either the charge s posting date or transaction date c Select PDF print format and select RUN see screen shot below E https sdol mastercard com JPMorgan Chase Reports Run Reports Microsoft Internet Explorer lelx File Edit View Favorites Tools Help amp a Google G rico ES ty Bookmarks 12 blocked Y Check y AutoLink Y AutoFill ep Send tor Q Settings y JPMorganChase Account Details Run Reports Schedule Reports Schedule Exports Schedule Summary Real time Export
39. nstructions carefully Often a phone number and other instructions are included on the packing slip and or receipt In some cases there may be a restocking fee usually a percentage of the purchase price If the vendor is completely responsible for the error or problem you should not have to pay this or any other fee However if the vendor is not fully responsible you may have to pay the fee Review your monthly statement to ensure that a credit was issued for the returned item s Proof of Purchase Documentation With the authority to purchase comes the responsibility for maintaining adequate documentation at the source of the transaction It is the responsibility of each department to develop a process and assign responsibility for document retention in accordance with the requirements set forth in this manual Each cardholder is responsible for viewing and reconciling their transactions on Smart Data On line SDOL for reconciliation and audit purposes Each cardholder must reconcile their previous billing cycle transactions the 20 billing cycle starts on the 26 and ends on the 25 of each month by the 10 day of the following month For instance for P card transactions that occur during the March billing cycle March 26 to April 25 P card transactions must be reconciled by May 10 for P card transactions that occur during the April billing cycle April 26 to May 25 P card transactions must be reconciled by June 10 and so on
40. online at http www ct gov drs cwp view asp A 1511 amp Q 470114 A copy of this policy statement can be also found in the Appendix section of this manual Sales Tax Tips to Remember gt Approach the merchant s Courtesy Desk and advise them that you are from SCSU and will be making a tax exempt purchase This will allow the merchant to verify that SCSU is on record as a tax exempt agency and alert the staff at the register that a tax exempt purchase will be forthcoming gt If the vendor requires a tax exemption certificate Form Cert 134 or if SCSU is not in the vendor s system please contact Deb Streeter streeterdi southernct edu telephone 203 392 5457 for completion of a Cert 134 tax exemption status form gt Cardholders should notify the Purchasing Card Program Administrator or another member of the P Card Administration when they are experiencing difficulties regarding sales tax with a merchant gt Cardholders must double check the receipt to be certain sales tax has not been applied before leaving the store Frequently Used Vendors In addition to SCSU s tax exempt number some vendors require another number generally referred to as a company account number Please have the associated company account number when making a purchase from any of the following vendors 6 Lowe s Home Building Supplies 3033 Staples Office Products 1765324437 Sam s Club 101 60220 239462153 Wal Mart 226274 Pur
41. onse to the findings and to state the corrective action s that will be taken by an established due date Level Ill Personal and or unauthorized purchase 8 points A personal purchase was made An unauthorized purchase was made Airline ticket purchased for unauthorized traveler It appears that an individual other than the cardholder used the P card The cardholder overspent the allocated budget of the associated Banner Org The cardholder has left the department and a member of the P Card Program Team was not notified to close the P card A Level III violation results in the immediate cancellation of the P Card as well as potential disciplinary action up to and including termination of employment A written explanation is required from the cardholder s immediate supervisor including a statement of the disciplinary action taken The P Card Program Team reserves the right in determining the return of a cardholder s P card privileges Appeals may be made directly to the Director of Administrative Support Services for conference with the Executive Vice President of Finance and Administration Page 2 of 2 SOUTHERN CONNECTICUT STATE UNIVERSITY Purchasing Card Application Form Questions regarding the SCSU P Card program may be el New Account Robin Kenefick Email kenefickr1 southernct edu Ext 2 5266 Change only complete fields to be changed CARDHOLDER INFORMATION PLEASE PRINT ALL GRAYED AREAS TO BE COMPLETED BY AP
42. or municipality that employs the individual and the agency s or municipality s tax exemption number on the merchant copy of the sales receipt which is retained by the retailer for its records If the retailer has reason to believe that a P card is being used to make any purchase not directly billed to and paid by the Connecticut government agency or municipality or that for any other reason the purchase does not qualify for exemption under Conn Gen Stat 12 412 1 the retailer must charge sales and use tax on the purchase The P card holder can request a refund from DRS for the tax by submitting evidence that the purchase was paid directly by the qualifying agency or municipality The purchaser should follow the procedures in Policy Statement 98 5 Sales and Use Tax Refund Policy Retailers failing to follow the verification guidelines established by DRS for authorized P card users may be held liable for sales and use taxes on those sales Meals and Lodging Preapprovals DRS requires qualifying state agencies municipalities and all other exempt organizations to obtain advance approval for sales and use tax exemptions for meals and lodging See Policy Statement 2006 3 Purchases of Meals or Lodging by Exempt Entities CERT 112 Exempt Purchases of Meals or Lodging by Exempt Entities and CERT 123 Blanket Certificate for Exempt Qualifying Purchases of Meals or Lodging by an Exempt Organization or Qualifying Governmental Agency Sales and
43. penses are reasonable necessary and in accordance to CSUS Travel policy The CSUS Travel policy requires approval via a TA form prior to travel Issuance of a TA Number by the SCSU Accounts Payable Department indicates approval and acceptance of the travel request and signals to the requestor that appropriate travel arrangements may begin Reference CSUS Travel Policy at http www southernct edu accountspayable travel Meals and the P Card Meals while on authorized University travel are not allowed on the SCSU P Card Meal expenses will be reimbursed via submission of a Travel Reimbursement form upon completion of the trip and will be made at the established per diem rate Current per diem rates may be found at www gsa gov Please note that the per diem rate will be adjusted if a meal is provided with hotel fees or with registration for a conference seminar etc For more information on meal reimbursement please refer to the CSUS Travel Policy amp Procedures Manual at http www southernct edu accountspayable travel Admission Office Travel Food is an authorized purchase when on official University travel recruitment business lt MEALS WHILE ON AUTHORIZED UNIVERSITY TRAVEL ARE NOT ALLOWED ON THE P CARD Car Rental and the P Card If the traveler s approved TA includes authorization for the rental of a vehicle the traveler shall charge the car rental costs against their P Card In accordance to General Letter 115 Policy for Mo
44. r kenefickr1 southernct edu Telephone 203 392 5266 Fax 203 392 5057 P CARD SECONDARY CONTACTS Cynthia Shea Luzik Manager Procurement Services shealuzikc1 southernct edu Telephone 203 392 5490 Fax 203 392 5057 For questions regarding travel Renee Knight Office Assistant knghtr2 southernct edu Telephone 203 392 5455 Fax 203 392 6858 For tax exemption certificates Deb Streeter Administrative Assistant streeterd1 southernct edu Telephone 203 392 5457 Fax 203 392 5057 How it Works SCSU s P Card simplifies the University s procurement and disbursement process by facilitating point of demand procurement Purchasing authority is delegated to the ordering department enabling authorized cardholders to place an order directly with suppliers Each P Card purchase is expensed against the cardholder s Banner Org The P card presents a cost efficiency as it streamlines and simplifies the purchasing and accounts payable functions The P card reduces the time and paperwork associated with traditional processes for low value purchase activities The P card facilitates the timely acquisition of materials automates data transactions supports travel services and offers an alternative to a variety of processes including petty cash check request low dollar purchase orders and travel reimbursement The P Card is currently a MasterCard issued by JPMorgan Chase Use of SCSU s P Card will in no way affect or change your personal credit
45. r you are encouraged to check the State contract list the small and minority business set aside program as well as the CCPG list for applicable contract suppliers of the product or service you are about to order refer to the Contract Compliance section of this manual for further information When placing your order please be sure to provide the vendor with the following information Identify yourself as a Southern Connecticut State University employee and provide cardholder name State that you are making the purchase using a MasterCard P Card State that it is a tax exempt purchase and provide the tax exempt number listed on the front of the card directly below the cardholder s name Provide individual charge card number expiration date on charge card and if required the CVV Card Verification Value the 3 digit security code that is printed on the back of the P Card on the top right above the signature strip Provide complete billing and ship to address including building and room number refer to the P Card Billing and P Card Shipping Instructions section of this manual State the appropriate University or State Contract that you are using if applicable to insure that you receive correct pricing and applicable prompt payment discounts State the quantity and description of the items being ordered Verify the total cost of the purchase with the vendor Furnish any other information that may be required
46. rting documentation is not attached to the monthly statement Missing source of supporting documentation original packing slip paid invoice or register receipt The source of supporting documentation does not provide line item information including item description quantity and dollar amounts Non original source of supporting documentation provided fax photocopy etc The cardholder has failed to respond to requests from the P Card Administration for vendor information General condition of records are unkempt and unorganized Level Il Incremental Purchase Prohibited Purchase 2 points for each violation Dollar amounts on supporting documentation were altered Sales tax was assessed and paid and cardholder has not requested a credit or submitted a personal reimbursement Repeated sales tax assessments were incurred by the cardholder The P card was used to pay for a professional service A purchase was made for more than 999 00 without prior authorization from the P Card Administration An incremental split purchase was made to avoid the 999 00 single purchase limitation For Level and Level Il violations having a cumulative total under 8 points a notice of violation shall be sent to the cardholder and his her immediate supervisor The cardholder will be requested to provide a written response to the findings and to state the corrective action s that will be taken by an established due date Level lil
47. ry and service Overall pricing structure Financial stability Warranty and service policies Other organizational requirements Supplier contract pricing and performance are normally based on the University s overall anticipated volume of purchases during the contract period In order to assure the University community of least total cost of goods and services and to fulfill the University s obligations to consolidate all of its requirements with the authorized contract supplier s all University departments are strongly encouraged to order required goods or services from those suppliers who are authorized contract suppliers to the University The Department of Administrative Services and the University of Connecticut s websites contain a list of contracts available to the campus community www das state ct us Click on Services to State Agencies and under State Agencies click on Find Contracts and follow the links Additionally in an effort to assist the University in the agency s small and minority business compliance goals cardholders are encouraged to purchase from these set aside vendors For a list of state small or minority businesses enter Set A Side in the DAS Search Link http www ccpg net mainh1 htm This site lists Connecticut Colleges Purchasing Group Contracts of which SCSU is a member Circumventing the use of these contracts may result in some initial savings but repeated circumvention reduces their value disco
48. sources or download scheduled reports and exports from your Inbox When you re logged into the SDOL program your regular Internet browser i e Internet Explorer buttons are hidden To navigate through the system use the navigation tools that display in the top right hand corner of your screen The SDOL program has an online help system that you can click on to provide assistance throughout the program The SDOL system home page looks like this x LA O Settings S m 3 https sdol mastercard com JPMorgan Chase Welcome Microsoft Internet Explorer File Edit View Favorites Tools Help Google G 60 to A 7 Bookmarksw a Popups okay 7 Check y AutoLink Autoril Send tor 4 JPMorganChase SOUTHERH CT STATE UNV Welcome Back CAROL A WALLACE CAROL WALLACE Last Visit 10 26 2007 13 17 58 GMT Summary Information News Most Recent Posting Date 10 22 2007 No news available Inbox Inbox is Empty aining 100 feb Training Notes Company Admin ds Reference Guide User Documents Account Holder Guide 1999 2007 MasterCard All rights reserved CAROL A WALLACE wallacec1 Accounts Currently logged in as CA El 1 Ip internet Page 3 SMART DATA ONLINE TRAINING TUTORIAL After you login to SDOL you should complete the JPMorgan Chase Training Tool to familiarize yourself with the SDOL application The training tool link is locate
49. terms of the state contract with the bank issuing the State Card In addition to disciplinary action and possible ethical and criminal sanctions for misuse individual State Card holders are responsible for repayment of improper charges and have personal liability for misuse The State of Connecticut does not accept liability for the following e unauthorized use of State Cards e account numbers that are fraudulently used or e purchases made with stolen or lost cards that are beyond the maximum limit of 50 and the maximum length of liability of 24 hours after discovery and reporting of card loss or theft Auditing and Documentation All agencies departments and commissions distributing State Cards shall provide a copy of this policy to each state employee receiving a State Card and require the employee to acknowledge receipt of the policy by signing Agencies and individual State Card holders are responsible for maintaining adequate documentation supporting all State Card purchases Agencies shall retain such documentation in accordance with the State Librarian s Record Retention Policies Documentation shall support the business purpose of all transactions made with State Cards and shall include the following items e Copy of this policy signed by each State Card holder in the agency e Copies of order forms when available e Packing slips for goods received e Original cashier receipts or vendor invoices e User logs when ava
50. that appears on their monthly statement Disputed charges can result from failure to receive goods fraud or misuse altered charges defective merchandise incorrect amounts duplicate charges credits not processed etc Failure to identify a disputable charge may result in the temporary loss of cardholder privileges If the cardholder is unable to reach agreement with the vendor the next step is to call the JPMorgan Chase s Customer Dispute number 1 888 297 0768 The Purchasing Card Program Administrator or another member of the P Card Administration can intervene on the cardholder s behalf once a written history explaining the matter and the cardholder s attempt to remedy the problem is provided When JPMorgan Chase has completed its investigation the cardholder will be informed of the resolution and of any adjustments that were made By law vendors are not permitted to bill your charge card for purchases until the items have been shipped Smart Data Online Program SDOL All cardholders are required to use the JPMorgan Chase web based support system Smart Data Online herein SDOL to manage P Card activity or generate a copy of a monthly statement Instructions to access the SDOL site to view transactions or run a copy of the cardholder s statement may be found in the appendix section of this manual The Purchasing Card Program Administrator or another member of the P Card Administration is available to assist if the cardhold
51. tor Vehicles Used for State Business for the State of Connecticut state employees renting a vehicle for use on state business shall use the existing state contract for vehicle rental The current agreement with Enterprise Rent A Car under contract award 03PSX0308 does not require 16 the purchase of any additional insurance However if the traveler is not renting a vehicle under the current state contract and instead is renting a vehicle from another car rental agency due to unavailability of vehicle rental from Enterprise or significant cost savings to the state is realized the purchase of collision insurance may be waived as it is included when the rental is charged against the traveler s P card Cardholder Reconciliation Process Every cardholder is required to review their purchasing card transactions on a monthly basis using the JPMorgan Chase s web based support system Smart Data Online SDOL Refer to the P Card Program Smart Data Online SDOL Program Tip Sheet in this manual s appendix for more information on managing your P Card activity Travel Expense Reimbursement Occasionally the traveler may have incidental travel expenses where the P Card may not be accepted taxi s tips etc Reimbursement for such out of pocket expenses shall be made via submission of a Travel Reimbursement form CO 17XP form within 30 calendar days after completion of the trip as is in accordance to the CSUS Travel Policy Travel
52. urages vendors from bidding in the future and eventually results in higher prices Do not fall prey to a vendor who may offer you a lower price to obtain your initial business When requesting pricing please identify yourself as a University employee and identify the applicable contract against which the appropriate pricing should be applied Failure to do so may result in being charged higher pricing Using State or University contracts ensures that you are dealing with reliable vendors for which the items have been tested and approved and that returns or exchanges will be handled expeditiously oe UNIVERSITY P CARD LIST OF APPROVED AND RESTRICTED PURCHASES P Cards may only be used for official state related business Purchases must follow appropriate state laws CSU policy SCSU policy and must be made with reasonable judgment If there is a question about the official purpose of a purchase or if the use of the P Card to make a purchase is questionable contact SCSU s P Card Administration for clarification prior to making the purchase Approved Purchases The following are examples of the types of items that may be purchased with the card provided the item purchased is 999 or less e Advertisements department responsible for tear sheet e Books and periodicals e Conference registration fees e Dues professional membership s and subscription s business technical professional and institutional memberships and subscript
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