04-16-2015 Eastern Connecticut State University Purchasing Card
Contents
1. Fai EA l 04 16 2015 Eastern Connecticut State University Purchasing Card Procedures CaN eh S Policy Statement How it Works Purchasing Card Program Overview Recordkeeping Receipt Retention and Audit Requirements Responsibilities of Cardholder Misusing the Purchasing Card Responsibilities of Accounts Payable Disputing a Transaction Purchasing Card Cancellations Lost or Stolen Purchasing Cards Record Keeping Use of P Card for Travel Audits Emergency Card Program Use of P Card for Athletics 1 Policy Statement The Eastern P Card is to be used for the purchase of goods services and travel expenditures as defined by the State of Connecticut and Eastern Ct State University Transaction limits are restricted to 999 00 or less per transaction with a maximum 10 000 monthly credit limit Twenty transactions are allowed per day and one hundred transactions are allowed per month These dollar limits are subject to changes adjustments up to 250 000 per transaction based on clearly defined business needs and must be approved by the office of the vice President for Finance and Administration or his her designee The P Card is designed to be used strictly and solely for Eastern business related purchases and services Use of the card for personal purchases is prohibited and could result in the immediate and irrevocable forfeiture of the P Card and or disciplinary action The Program Coordinator is respo2. File Edit View Favorites Tools Help 33 Get more Add ons A N Ei v Pagev Safety Tools v e MasterCard S ma rt Data Help My Profile Contact Us Logout Account Activity Transaction Summary Account Information Account Manager KIM ROY XXXX MEA 83 WINDHAM STREET GELSI YOUNG WILLIMANTIC CT 062262211 Summary Add Cash EARCH CR Transaction Advanced Search Cost Allocation Date Range Management Schedule Report Completed Date Type Reports Scheduled Reports Data availabli Account SEARCH R Statements Manage Receipts earch Total 31 183 72 Page 1 of 3 Go pand All Colla Detail Reviewed Approved oe Ee Description Tanseco pes nee Aidaan I 09 29 2014 09 25 2014 RESA 25 00 Oo G 09 29 2014 09 26 2014 eee VA 23188 515 00 e T 09 29 2014 09 26 2014 Apap ea aera 417 00 Oo r T 09 29 2014 09 27 2014 raea E Te 154 00 oO I 09 30 2014 09 29 2014 TO EERI CONV N 525 00 o 800 2098266 NH 03301 7 2014 21 4 Select Accounting Code Detail Report https sdg2 mastercard com sdng report schedule ret p z a a G x sman data xi File Edit View Favorites Tools Help sp Get more Add ons A N ap Page Safety Tools stead Smart Data Account Activity Help My Profile Contact Us Logout PROGRESS STEP 1 SCHEDULE REPORT CHOOSE REPORT Select a report from the l
3. When using the card for general purchases I 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 expense I understand 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 I acknowledge that I 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 I understand that Eastern Connecticut State University may terminate my right to use this credit card at any time for any reason I agree to return the credit card to the P Card Administrator immediately upon request or upon termination of employment Cardholder Signature Date 7 2014 32 cc Cardholder s Personnel File EASTERN CONNECTICUT STATE UNIVERSITY Purchasing Card Documentation Form or Missing Receipt Form 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
4. 507 29 Bo m zi 10 01 2014 09 30 2014 EEEa E CET 25 00 B I 10 01 2014 09 30 2014 a eSa DUIS poe 260 00 E D E 10 01 2014 09 30 2014 A a 1 507 29 Bo r 10 03 2014 10 02 2014 ee oars erate 576 40 ie a 4 l m gt javascript void 0 amp 100 v 11 14 15 The following must occur for each transaction 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 Open the Account Codes and select the appropriate Account code for the purchase from the drop down menu Click on the under the INDEX field type ACCO01 and click on the Index SAVE after each entry 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 Once you have verified the transaction select Cardholder Reviewed and Approved eak m T ee M Geile https sdg2 mastercard com sdng fintrans a accountT p AR x le Smart Data x h I tok File Edit View Favorites Tools Help od Get more Add ons v a gt p v Page Safetyy Tools gt a SEARCH RESULTS Expand All Collapse All Search Total 28 031 82 B12 Pa
5. To Roy Kim Fiscal Affairs Notice from your online reporting solution The report that you scheduled is ready for viewing Click Here to login D See more about Online Reporting 27 qapisaid yum Busey jenuuy Wy 00 0T POM i sysel g epoL 4 On the Home Page click on Completed Reports File Edit View Favorites Tools Help fy Get more Add ons v AN e a Ga Smart Data Help My Profile Contact Us Logout Home My Profile Account Activity REPO amp DATA FILES NEWS ALERTS amp NOTIFICATIONS o SCHEDULED REPORTS WELCOME TO THE NEWLY Previous 30 days g REDESIGNED SMARTDATA You now have access to all the same features plus MOST RECENT POSTING DATE COMPLETED REPORTS gt Fi 11 17 2014 more For a sum SMARTDATA 14 3 RELEASE TOTAL TRANSACTIONS 57 ACCOUNT STATEMENT g Please be advised that as part of ongoing system Previous 30 days improvement effort OOoOGE REVIEWED TRANSACTIONS o ACCOUNTING CODE DETAIL RECEIPT UPLOAD AND VIEWING Previous 30 days October 11 18 2014 ISSUE Please be advised we are aware of sporadic issues occurring when att LINKS REVIEW REQUIRED tal Items 62 g SMARTDATA TOOLBOX MARRIOTT gt 3 usp 403 42 SDRAM NEW ACCOUNTS HELPFUL 25 AMERICA S CUP AVE Approve 11 17 2014 HINTS gt NASPA EXPERIENT USD 430 00 111 K ST NE 10TH FLR Approve 11 17 2014 RESOURCE CENTER
6. traveler s expense not to exceed per Diem Declining Balance cards only Meals business Internet transactions on secured site not previously categorized above Educational student club supplies Equipment under 1 000 00 Software licenses Mobile phones ipads Prizes for student events 4 Recordkeeping Receipt Retention and Audit Requirements e Eastern s agency coordinator is the liaison between Eastern DAS OSC and JP Morgan Chase The coordinator insures compliance with program and internal procedures conducts training identifies potential cardholders approves application change forms assists cardholder s as needed and completes necessary accounting documents as necessary to commit and expend funds e Each purchasing card user must keep a monthly log of all transactions and reconcile the monthly bank account statement on the JP Morgan website Periodic audit reviews will be conducted on all card user activities 5 Responsibilities of the Cardholder e Completing the Purchasing Card Application Form and obtaining necessary approval signature e Using the card for State purchases and approved items only e Ensuring at point of sale that the purchase is tax exempt e Maintaining all supporting documentation Every transaction must be supported by a receipt e Ensuring receipt of goods and following up with the vendor to resolve disputes and arranging for returns credits delivery problems etc e Reporting los
7. 3 RELEASE g TOTAL 1 Add Cash 53 E ACCOUNT STATEMENT gt g Please be advised that as part of ongoing system Transaction Previous improvement effort REVIEWER E o ACCOUNTING CODE DETAIL gt RECEIPT UPLOAD AND VIEWING ISSUE Previous Management Ez sept 10 28 2014 Please be advised we are aware of sporadic issues occurring when att Schedule Report Completed LINKS Scheduled Reports SMARTDATA TOOLBOX gt Total Items 58 Account Statements USD 2 640 11 13 2014 pag SDRAM NEW ACCOUNTS HELPFUL HINTS gt Manage Receipts USD 450 RESOURCE CENTER ans Aaa TAEA 14 3 RELEASE NOTES gt NASPA EXPERIENT gt USD 430 111 K ST NE 10TH FLR Approve af 12 2018 DISPUTES HELPFUL HINTS gt FLIGHT TRAMPOLINE NE gt USD 1 200 140 PRODUCTION CT Approve CEOLAN WEB TUTORIAL gt MARRIOTT gt USD 438 75 f Online Training Tool 350 WEST MARYLAND STREET Approve 11 11 2014 ACCOUNT USER S GUIDE gt Complete Manual P SAMPLE REPORTS GUIDE gt E comvicte manual a m SNAPSHOTS R 100 v 11 14 13 11 14 Search by Date Range involving either the charge s posting date or transaction dates see screen shot below aS lt hitps scig2 mastercard com sdna fintrans a accountl O BOX ra Smart Data File Edit View Favorites Tools Help i EA Get more Add ons sre Smart Data f gt Transaction Summary TRANSACTION SUMMARY KIM ROY XXX
8. ACCOUNTING CODE DETAIL gt sept 10 28 2014 More Total Items 58 BOSTON CELTICS 226 CAUSEWAY ST 4TH FL Approve EJ NEW ENGLAND ASSOCI gt 3 BURLINGTON WOODS Approve NASPA EXPERIENT gt 111 K ST NE 10TH FLR Approve it FLIGHT TRAMPOLINE NE gt 140 PRODUCTION CT Approve MARRIOTT gt 350 WEST MARYLAND STREET Approve i SNAPSHOTS USD 2 640 11 13 2014 USD 450 11 13 2014 USD 430 11 12 2014 USD 1 200 11 12 2014 USD 438 75 11 11 2014 More NEWS WELCOME TO THE NEWLY REDESIGNED SMARTDATA You now have access to all the same features plus more For a sum SMARTDATA 14 3 RELEASE Please be advised that as part of ongoing system improvement effort RECEIPT UPLOAD AND VIEWING ISSUE Please be advised we are aware of sporadic issues More occurring when att LINKS SMARTDATA TOOLBOX gt SDRAM NEW ACCOUNTS HELPFUL HINTS gt RESOURCE CENTER O B B O 14 3 RELEASE NOTES gt DISPUTES HELPFUL HINTS gt WEB TUTORIAL gt Online Training Tool ACCOUNT USER S GUIDE Complete Manual SAMPLE REPORTS GUIDE gt Complete Manual 100 v 11 14 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 located in the Resources Center section of the SDOL home page Se
9. BEST WESTERN HOTELS USD 376 12 14 3 RELEASE NOTES 7007 WEST BROAD STREET Approve 11 17 2014 ISU CONFERENCE UNIT USD 395 00 DISPUTES HELPFUL HINTS 607 W DRY GROVE CAMPUS Approve 11 14 2014 s EMBASSY SUITES USD 2 500 00 WEB TUTORIAL 1250 22ND STREET NW Approve 11 14 2014 Online Training Tool Complete Manual SAMPLE REPORTS GUIDE Complete Manual SNAPSHOTS B ACCOUNT USER S GUIDE Spend By Category o Total Spend 2 a https sdg2 mastercard com sdng report completed executelnit do nwflow 1 R95 v 7 2014 28 Click on the Accounting Coding Detail to download the report File Edit View Favorites Tools Help fy Get more Add ons A v v E v Page v Safety v Tools e Smart Data Help My Profile Contact Us Logout Report Summary Failed Reports 0 Scheduled Reports 0 Ile REPORT REQUESTS COMPLETED REPORTS Reports are stored on the system for up to 30 days If you wish to retain copies for longer than 30 days please download a copy from the system for your records oO Page 1 of 1 Name tus Completed Accounting Code Detail October 11 18 2014 14 05 23 CST Click to Download https sdg2 mastercard com sdng report completed detail render do id 7593408 amp reportlype WF R5 v 7 2014 29 Click Download File Edit View Favorites Tools Help Jp E Get more Add ons A N S a Pager Safety Toos isa Sma rt Data Help My Profile C
10. X XXXX 2428 9443 Active 83 WINDHAM STREET GELSI YOUNG WILLIMANTIC CT 062262211 From 99 27 2014 El To 10 26 2014 El Date Type Posting Date k Data available starting 11 18 2011 95 7 a A B Select Search to view transactions for the period selected gh Pagey Safety Toolsy Help My Profile Contact Us Logout 14 gt Transaction summary Expand All to view all charges You may enter accounting information from this view or Click on the arrow gt for Accounting Detail amp N https sdg2 mastercard com sdng fintrans a accountt O BOX Smart Data File Edit View Favorites Tools Help sis Get more Add ons gt gt gt Pagey Safetyy Tools v To 10 15 2014 Date Type Posting Date NA Data available starting 11 14 2011 SEARCH RESULTS rae Detail Reviewed roved ae Pr Description en pea sewer aje 29 2014 09 25 2014 ane 25 00 o ool Transaction must be reviewed before approved b 2014 EEN PETE 515 00 e z ai gt 7 T 09 29 2014 09 26 2014 NEW Er eN SEAE 417 00 ale gt 09 29 2014 09 27 2014 ET ATE A 154 00 z I 09 30 2014 09 29 2014 O EASE N DI 525 00 E G 09 30 2014 09 29 2014 sha cosenee A SO 525 00 B rT z 09 30 2014 09 29 2014 EE N OS 525 00 e m E 10 01 2014 09 30 2014 n ie 1 507 29 j e E 10 01 2014 09 30 2014 aay dead soph SE 1
11. a missing receipt 1 Vendor 2 Date of Purchase 3 Purchase Amount 4 How Ordered Check One Phone _ Mail Internet Fax in Person _ 5 Description of Purchase List items purchased Attach second page if additional space is required 6 Justification Purpose 7 As cardholder I 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 Date Note Repeated use of this form in place of a missing receipt will result in temporary suspension of your Purchasing Card 7 2014 33 7 2014 34
12. atements 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 Index 12 Use of the P Card for Travel Program Overview The use of the standard P card is prohibited for travel related expenses The Eastern Travel Card may be used to pay expenses for employees traveling on University business provided that an approved Travel Authorization is on file with the Accounts Payable Department Travel expenses allowed on the Travel 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 Declining Balance P Cards Declining balance cards are trip specific They are setup to be used for Global field courses that generally run from one week to one month Once the trip is completed the card is closed unless the course will again be scheduled for the following academic year Total spending 11 14 6 limits will always be variable from card to card depending upon the needs of the tour and budge
13. e receipt of a Eastern Connecticut State University Purchasing Card As the holder of this Purchasing Card I understand and accept the responsibility for the proper use and protection of same as outlined in this agreement and I have read understand and agree to the terms in the Purchasing Card P Card Program Policy and Procedures Manual herein User Manual I agree to use this card for official University purchases only and understand that all my purchases will be consistent with all University policies and procedures I will not use it for personal purchases of any kind nor will I loan my card to other individuals University purchases may include authorized travel and general purchases Additionally I agree to maintain proper supporting documentation for appropriate travel related expenses or general purchases Within 10 days following the receipt of the monthly statement I agree to review my current period charges utilizing the J P Morgan Chase credit card statement process I 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 Fiscal Affairs Furthermore I will resolve any issues regarding my statement and will ensure that the statement amount agrees with my documentation I will maintain my records in a manner that allows for timely retrieval by internal external auditors
14. egarding a purchasing card The Cardholder must also contact the Program Administrator Susan Kennedy phone 465 5370 email kennedys easternct edu at the time of the occurrence Verbal reports of lost or stolen purchasing cards must be followed in writing to the Program Administrator 11 14 3 11 Record Keeping Billing cycle review and approval of P Card transactions is required at the cardholder level and appropriate documentation log and or requisitions must be maintained 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 Sheets in this manual s appendix for more information on managing your P Card activity 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 f a credit is issued a receipt or some form of documentation relating 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 billing 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 in a pending folder for timely retrieval and reconciliation of future st
15. ge 1 of 3 Go Detail E tance Posting Transaction FOES Transaction Tax Additional PP Date Date P Amount Amount Information JF NAFSA ASSOCIATION OF I jel gt 10 29 2014 10 20 2014 SE On EEA A E 40 00 ie JE NAFSA ASSOCIATION OF I at gt 10 29 2014 10 20 2014 202 7373699 DC 20005 4715 260 00 B JE PREMIER BUS LINES INC Hee 10 27 2014 10 23 2014 SSS SE Se 2 205 00 e r r EMBASSY SUITES at 7 10 27 2014 10 24 2014 WASHINGIONMGE OEIT 2 500 00 Bo ACCOUNTING CODES INFORMATION F Expense Description a Index Account Receipts submitted i 7 x AAFOO1 111000 202200 610000 AAUP Aw PREMIER LIMOUSINE E accoo1 816000 305331 520000 Advisor 19 24 2014 08606598600 CT 94043 EEEL e ACEO01 111000 100166 610000 Ace Fel k p E ACGZ05 321287 304805 810000 Academic 10 24 2014 A E oe 200 00 ACTOO1 111000 240163 110000 Arts at t ADAOO1 111000 600105 510000 ADA Stuc THE EQUINOX RESORT AND r r 10 28 2014 425 70 r ADAR91 311118 218001 220000 Res Adar 2B MANCHESTER VT 05254 oo ADMOO1 111000 200900 550000 Admissic THE EQUINOX RESORT AND E i m eee MANCHESTER VT 05254 re ao NACA WEB Luara 10 30 2014 10 28 2014 Mast horn meee 215 00 ij i aa gt amp 100 v To Split Transaction Amounts with other Indexes Click on middle icon S https sdg2 mastercard com sdna fintrans a account O R X File Edit View Favorites Tools Help 5 Get more Add on
16. iate Billing Cycle for that report You may also run the report by Date Range involving either the charge s posting date or transaction date S J JA https sdg2 mastercard com sdng fintrans a accountl O R e Smart Data File Edit View Favorites Tools Help 93 Get more Add ons v i ied gah Page Safetyy Tools e S ma rt Data Help My Profile Contact Us Logout Home My Profile Account Activity f gt Transaction Summary TRANSACTION SUMMARY KIM ROY e XXXX XXXX 2428 9443 Active e 83 WINDHAM STREET GELSI YOUNG e WILLIMANTIC CT 062262211 SEARCH CRITERIA Advanced Search Date Range From 09 27 2014 To 10 26 2014 Date Type Posting Date Data available starting 11 18 2011 SEARCH RESULTS Expand All Collapse All Page 1of3 Posting Transaction aoe Transaction Tax Additional Daan Reviewed Apecoved Date Date peamine Amount Amount Information r NASPA AUTHORIZE NET at gt 09 29 2014 09 25 2014 202 265 7500 DC 20002 25 00 Oo CCAS DBE 09 29 2014 09 26 2014 07572211784 VA 23188 515 00 oO r NEW ENGLAND BOARD OF H at gt 09 29 2014 09 26 2014 617 357 9620 MA 02111 417 00 o gt Cc m TICKETLEAPTICKETS COM leo 09 29 2014 09 27 2014 877 8495327 PA 19103 154 00 oO i gt r z 09 30 2014 09 29 2014 Mes sae See wtil pana 525 00 a z 7 2014 20 3 Click on Account Activity and select Schedule Report
17. ist provided To quickly locate the report you are looking for try using the Group By and Show options above Group By None Show All Account Statement B Account Statement R Accounting Code Detail Daily Transaction Su Expense Report Financial and Spending Financial and Spending Accounting and Reconcil Transaction Reports Travel Reports System Adobe PDF System Adobe PDF S Adobe PDF System Adobe PDF System Adobe PDF More Detail More Detail More Detail More Detail a 00 Purchasing Reports Merchant and Supplier STERN CT STATE UNI System Microsoft Excel System Adobe PDF System Adobe PDF More Detail More Detail R95 v i 7 2014 22 5 Select EASTERN CT STATE UNIVERISTY Active and click NEXT https sdig2 mastercard com sdng report schedule sc O BOX Esmar data x Smart Data x pol File Edit View Favorites Tools Help si Get more Add ons v A BY ap Pager safey Toos MasterCard Smart Data Help My Profile Contact Us Logout Home My Profile Account Activity PROGRESS STEP 2 OF 5 Select Report Select Scheme Select Filters Report Options Frequency Accounting Code Detail No scheme selected No filters applied Customize your report Run Once SCHEDULE REPORT SELECT COST ALLOCATION SCHEME Select the cost allocation scheme that you wish to report against Schemes Defined for Entity KIM ROY C STIOBE 111008 2065BE 110000 StudyTo
18. its Type in Description and Amounts to Split Click Save https sdg2 mastercard com sdna splittrans a mainta Lp X a D x ea Smart Data File Edit View Favorites Tools Help ia amp Jf Get more Add ons v f gt Transaction Summary gt Split Transaction Financial Transaction successfully modified SPLIT TRANSACTION KIM ROY e XXXX XXXX 2428 9443 Active e 83 WINDHAM STREET GELSI YOUNG e WILLIMANTIC CT 062262211 Financial Detail Split Detail 4 Posting Transaction eee Transaction Reviewed Approved Date Date Description Amount im i 11 06 2014 11 05 2014 INST OF CERTIFIED MGMT 01111111111 NJ 07645 1 015 00 GOUME Expand All Collapse All i Description Percent Registration 50 00 Registration 50 00 Totals 100 00 Amount 507 50 507 50 1 015 00 E v Pagey Safetyy Toolsv Net Transaction Additional Tax Amount Split s 2 Add Split By Amount Split and Balance To Total Transaction Amount Tax Amount 0 00 0 00 0 00 gt Amount Information 1 015 00 Net Amount 507 50 507 50 1 015 00 Click on gt to Enter the Index and Account 7 2014 R95 v 18 To Run Your Monthly Report 1 Onthe Home page click on Total Transactions View Favorites Tools Help od g Get more Add ons v gt d v Pagev Safetyy Tools v a Cea Smart Data Help My Profile Contac
19. lect the Web Tutorial 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 26t day of the month to the 25th day of the next month Each cardholder is responsible for reviewing their transactions not more than 10 business days following the end of the billing cycle To verify charges Under Account Activity click on Transaction summary ee ae Ge e https sdg2 mastercard com sdportal dashboard view p v a i x le Smart Data x h ke con File Edit View Favorites Tools Help 3 Get more Add ons v i ied v Pagev Safetyy Tools v gt ele mastercara S ma rt Data Global Search Help My Profile Contact Us Logout Home My Profile Account Activity Transaction Summary Account ACTIVITY Information REPORTS amp DATA FILES NEWS ALERTS Beet AELE a SCHEDULED REPORTS gt WELCOME TO THE NEWLY REDESIGNED R SMARTDATA Previous Merchant You now have access to all the same features plus MOST RI COMPLETED REPORTS gt more For a sum g 11 13 20 Sai O SMARTDATA 14
20. modity Codes MCC established by the bank and encoded into the magnetic strip on the reverse side of the card The authorization process occurs through an electronic system that supports the purchasing card processing services under Eastern s agreement with JP Morgan Chase In addition Fiscal Affairs has the capability to view a large selection of daily reports to effectively monitor the use of purchasing cards Fiscal Affairs will also identify opportunities to further maximize Eastern s significant buying power through contract negotiations and contract administration 3 Purchasing Card Program Overview e P Cards are issued to employees of Eastern as designated by the Vice President for Finance and Administration e Only the Cardholder is authorized to use the card and is responsible for all purchases made e The P Card may be used for the procurement of low value goods and services for authorized official business only and in accordance with the guidelines established by Purchasing and Contract Compliance and Travel Purchases of restricted items listed and purchases in excess of 999 00 must continue to be processed in accordance with established procurement and travel policies e The P Card may not be used for the following RESTRICTED PURCHASES Personal purchases Alcoholic beverages Cash advances of any type 11 14 2 Construction and renovation services Equipment over 1 000 00 including computer hardware CPUs
21. monitors and printers Wall to wall carpet Furniture of any type unless on line only or emergency purchases Gifts donations unless specifically purchased for student events using student activity funds only Insurance Personal use items i e attaches folios pen pencil sets etc Precious metals Capital equipment e g photocopier computer Controlled Goods Substances including hazardous and radioactive materials chemicals Employee benefits including entertainment tuition and gifts Financial instruments e g money order bank draft Fines late fees penalties including parking tickets Internet transactions not on a secured site Special services including independent contractors performers consultants speakers Temporary Help Gasoline for State Vehicles APPROVED PURCHASES e The P Card may be used for the following types of purchases 11 14 Books periodicals and electronic media Conference registrations University Travel card only Air and rail tickets University Travel card only Automobile rental University Travel card only Accommodation expenses e g hotel motel and other accommodation University Travel card only Subscriptions departmental use only Advertisements Printing services Postage non metered mail up to 50 00 value Tools fixtures and miscellaneous apparatus Dues and professional membership Emergencies refer to Accounts Payable Direct Pay Policy Meals
22. ng any erroneous charges disputed items or returns within five 5 business days from receipt of the bank statement A Cardholder may dispute a charge that appears on his her monthly charge card 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 The Cardholder should contact the vendor first to resolve any outstanding issues Most issues can be resolved this way e lf the Cardholder is unable to reach agreement with the vendor the next step is to notify the Program Administrator with any supporting documentation for assistance 9 Purchasing Card Cancellations e P Cards are cancelled under the following conditions Employee transfer or termination When deemed appropriate and necessary by the Vice President for Finance and Administration e P Card cancellations require the following action To cancel a P Card the card must be cut in half and sent to the Program Administrator along with a written request for cancellation 10 Lost or Stolen Purchasing Cards It is the responsibility of the Cardholder to report a lost or stolen Purchasing Card immediately Notification must be made by phone directly to JP Morgan Chase 800 316 6056 Bank representatives are available 24 hours a day seven days a week When reporting a lost or stolen card the cardholder must tell the representative the call is r
23. nsible for monitoring the effectiveness of the Purchasing Card Program and user compliance with the procedures outlined in this policy 2 How It Works The purchasing card simplifies the procurement and disbursement process by facilitating point of demand procurement Purchasing authority is delegated to the ordering departments enabling the authorized Cardholders to place an order directly with the suppliers The purchasing card program provides enhanced control for all transactions by producing immediate decisions on five specific authorization criteria 11 14 1 When a purchase authorization is requested by the vendor at the point of sale the MasterCard system validates the transaction against pre set limits established by Eastern All transactions are approved or declined instantaneously based on the following purchasing card authorization criteria Subject to changes adjustments based on clearly defined business needs and approved by the office of the Vice President for Finance and Administration or his designee Number of transactions allowed per day Twenty 20 Number of transactions allowed per month One Hundred 100 Single purchase limit not to exceed 999 00 Spending limit per month i Standard card limits 10 000 00 ii University Travel card holder 40 000 00 single transaction 3 500 00 iii Associate Director for Acquisitions 40 000 00 single transaction 5 000 00 e Approved commodity code Merchant Com
24. o Date 10 26 2014 e Schedule Offset 0 M in days C Daily Start Date Days to Run Schedule Offset in days C Weekly From Day Weeks to Run To Day Schedule Offset in days C Monthly From Day Months to Run To Day Schedule Offset in days R95 7 2014 26 An email will be sent to you when the Report is ready Log In to the JP Morgan Website from the email at Se y New New Search Rename Folder Folder Folder New Send Receive Actions e a Copy Folder A 4 Move Folder BA Delete Folder Folder view Adobe PDF AutoArchive Settings Mark All Run Rules Clean Up Delete asRead Now Folder All Clean Up Recover Deleted Items T aR B a Folder Permissions Properties Propel Folder D Favorites A royk easternct edu Anbos O O Expedite emails JP MORGAN P CARD INFO SANDITZ D Ga TRAVEL b QA Drafts D B Sent Items Deleted Items T Junk E mail Outbox P CARD INFO quarantine gt U amp RSS Feeds D G Search Folders D archive L Mail Beale af _Items 41 Reminders 19 7 2014 Search Inbox Ctrl E 13 B 0 From Subject E amp Cretella Irene M Student Affairs RE NYC trip 11 23 14 Sent nA Tue 11 18 2014 2 58 PM Accounting Code Detail is complete Online Reporting lt sdg2 mastercard com gt Sent Tue 11 18 2014 3 05 PM
25. ontact Us Logout Report Summary Failed Reports 0 Scheduled Reports 0 Ir REPORT REQUESTS COMPLETED REPORTS o Name Accounting Code Detail Completed 11 18 2014 14 05 23 CST Scheduled 11 18 2014 14 04 49 CST File Size 180 8 KB Status Complete Description October Created By System R95 v ail 7 2014 30 9 Print the Accounting Code Detail Report attach all associated receipts and monthly log The log must be signed by the card user and his her direct Supervisor This information will be necessary for the P Card Program Team to perform their audit of the cardholder s account NOTE Improper record keeping is a violation 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 OTHER INFORMATION If you have any questions please contact the Program Administrator Susan Kennedy P Card Administrator kennedys easternct edu Telephone 860 465 5370 Fax 860 465 5353 7 2014 cal i EASTERN CONNECTICUT STATE UNIVERSITY Purchasing Card Agreement Form 6 Heli Eastern Connecticut State University 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 I hereby acknowledg
26. password information 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 11 14 11 SMART DATA ONLINE HOMEPAGE From the SDOL homepage you can view your company information read important news about the system link to other resources 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 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 https sdg2 mastercard com sdportal dashboard view p R x sman Data File Edit View Favorites Tools Help gt J Get more Add ons v a amp Page Safety Toos a Case Smart Data Global Search Help My Profile Contact Us Logout Home My Profile Account Activity ACTIVITY ALERTS amp NOTIFICATIONS gt Previous 30 days MOST RECENT POSTING DATE 11 13 2014 TOTAL TRANSACTIONS gt Previous 30 days REVIEWED TRANSACTIONS Previous 30 days REVIEW REQUIRED 53 REPORTS amp DATA FILES SCHEDULED REPORTS gt oO COMPLETED REPORTS gt Gi ACCOUNT STATEMENT gt
27. rovided to give you direction on accessing Smart Data Online JPMorgan Chase s online program for Eastern 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 HED Apps Access the Smart Data login page To begin the process launch your Internet browser and enter the following address https sdg2 mastercard com sdportal home view The login screen looks like this jat https sdg2 mastercard com sdportal home view Smart Data E Google Geer Smart Data 4922 rica glish 1994 2014 MasterCard All rights reserved Privacy Policy FOR YOUR FIRST LOGIN SELF REGISTRATION Tab through the User ID and Password fields and click on the Cardholder Self Registration link Enter your P card s sixteen digit account number as your login ID Do not include any dashes or spaces Enter Eastern s Registration number 387487 11 14 C Smart Data gt C https sdg2 mastercard com sdng cardholderselfservice cardholderSelfServiceRender do requestitrail token key 25512ecObaa2d4b25511db012a2e8e86 w EE Apps Smart Data J Google itera Smart Data CARDHOLDER SELF REGISTRATION ACCOUNT INFORMATION Account Number Company Registration Code F nnedy Click Next and continue to next screen in order to complete your profile and
28. s fh v amp v Page Safety Tools v e SEARCH RESULTS Expand All Collapse All Search Total 28 031 82 ooo e S Posting Transaction ae Transaction Tax Additional Detall Reviewed Approved Date Date pesaipion Amount Amount Information NAFSA ASSOCIATION OF I Kyaa ga 202 7373699 DC 20005 4715 poon o NAFSA ASSOCIATION OF I 10 29 2014 10 20 2014 oi eee I 260 00 o PREMIER BUS LINES INC 10 27 2014 10 23 2014 Se 2 205 00 o EMBASSY SUITES 10 27 2014 10 24 2014 WASHINGTON DC 20037 2 500 00 Bo r PREMIER LIMOUSINE 10 27 2014 10 24 2014 08606598600 CT GANAS 395 00 o r EMPOWER LEADERSHIPS SP 10 27 2014 10 24 2014 AF 200 00 e r r THE EQUINOX RESORT AND 10 29 2014 10 28 2014 RiGee P 425 70 Bo r THE EQUINOX RESORT AND 10 29 2014 10 28 2014 PAR ESTER ees 425 70 Bo r r NACA WEB 10 30 2014 10 28 2014 803 732 6222 SC 29212 215 00 o r THE DESMOND HOTEL 10 30 2014 10 28 2014 T E WY 12711 316 92 Bo r r MARRIOTT 10 30 2014 10 29 2014 EE A 291 54 Bo r r TICKETLEAPTICKETS COM 10 31 2014 10 30 2014 E 238 80 o r r SHERATON 11 03 2014 10 31 2014 Bei INGTON VT 05403 5715 130 90 Bo r MARRIOTT 11 04 2014 11 03 2014 HARTFORD CT 06106 717 60 Bo r r MARRIOTT 11 04 2014 11 03 2014 aetroRD CT 06106 538 20 Boa r r MARRIOTT 1470372014 11703 2014 ian CT 06106 538 20 Boa marr EESE REE MARRIOTT E mira hs 4 m gt 7 2014 17 Click on Add to select the number of spl
29. s Help Ja Get more Add ons ay a v i dn v Pagev Safety Toolsv A a PROGRESS STEP 4 OF 5 Select Report Select Scheme Select Filters Report Options Frequency Accounting Code Detail EASTERN CT STATE UNIVERSITY No filters applied Customize your report Run Once SCHEDULE REPORT OPTIONS Specify the schedule report options below then click Next or Save to continue Date Type Posting Date v Delivery Options System Inbox z Report Format Adobe PDF M Number Format XX XXX XX Date Format MM DD YYYY Additional Options Include Splits BSR EEL October Weiter Me ROYK EASTERNCT EDU 3 Enter up to five e mail addresses separated by commas R95 7 2014 25 8 Schedule Report Frequency e Choose the date range and the frequency desired e Click SAVE and Exit JP Morgan 6 D nttps sdg2 mastercard com sdng report schedule fre O A BOX Smart Data File Edit View Favorites Tools Help Jp Get more Add ons Ao tp Pagev Safetyy Toos PROGRESS STEP 5 OF 5 uca Select Report Select Scheme Select Filters Report Options Accounting Code Detail EASTERN CT STATE UNIVERSITY No filters applied Customize your report SCHEDULE REPORT FREQUENCY Choose the frequency and date range to use to schedule this report then click Save to continue Run Once From Date 09 27 2014 EJ T
30. s for card use Use of card to purchase restricted item Splitting orders at point of sale to avoid single transaction limit Sales tax not exempted Use of card for personal purchases Use of card by any individual other than the cardholder Consequences of misuse will include any one or a combination of the following remedial actions e Temporary suspension of cardholder privileges 11 14 7 e Card suspension with permanent loss of privileges e Disciplinary action up to personal liability and repayment 14 Emergency P Card Program The State of Connecticut has implemented an Emergency Purchasing Card Program that is part of the current Purchasing Card Program administered by the Office of the State Comptroller and Department of Administrative Services The purpose of the Emergency Purchase Card is to have a purchasing mechanism in place that is activated by a State of Emergency CONDITIONS OF USE The Eastern Purchasing Card may be used for emergency purchases in the event of a State of Emergency declared by the Governor and if no action to disapprove has been taken by the General Assembly CGS Sec 28 9 EMERGENCY CARDHOLDER S The Emergency cardholder Vice President of Finance and Administration will have transaction limits raised and be responsible for placing orders and maintaining receipts The Agency Purchasing Card Coordinator will be responsible for maintaining the documentation 15 Use of the P Card by Athle
31. t Us Logout Home My Profile Account Activity Transaction Summary Account Information EPORTS amp DATA FILES NEWS ALERTS Account Manager SCHEDULED REPORTS gt WELCOME TO THE NEWLY Previous REDESIGNED SMARTDATA Merchant You now have access to all the same features plus COMPLETED REPORTS Summary more For a sum SMARTDATA 14 3 RELEASE Add Cash ACCOUNT STATEMENT gt Weare ba ediwed Unk ax pertck eaguioy spelen Previous Transaction REVIEW Cost Allocation ACCOUNTING CODE DETAIL RECEIPT UPLOAD AND VIEWING improvement effort Previous Management sept 10 28 2014 ISSUE Please be advised we are aware of sporadic issues Schedule Report occurring when att com pleted Scheduled LINKS Reports Total Items 62 SMARTDATA TOOLBOX gt Account Statements ier erat SDRAM NEW ACCOUNTS HELPFUL 11 17 2014 HINTS gt Manage Receipts USD 430 00 ree RESOURCE CENTER BEST WESTERN HOTELS USD 376 12 14 3 RELEASE NOTES 7007 WEST BROAD STREET Approve 11 17 2014 e ISU CONFERENCE UNIT USD 395 00 DISPUTES HELPFUL HINTS 607 W DRY GROVE CAMPUS Approve 11 14 2014 B EMBASSY SUITES gt USD 2 500 00 WEB TUTORIAL gt 1250 22ND STREET NW Approve 11 14 2014 Online Training Tool SAMPLE REPORTS GUIDE Complete Manual SNAPSHOTS eS ACCOUNT USER S GUIDE Complete Manual Spend By Category a Total Spend ked 7 2014 19 2 Select the appropr
32. t or stolen card immediately e Safeguarding card security at all times e Ensuring the reconciliation of the Purchasing Card Log to the JP Morgan Chase statement Completing the reconciliation process as required by agency procedures Section 11 Recordkeeping e Notify P Card Administrator that data is ready for review e The cardholder is responsible for repayment of improper charges and has personal liability for misuse 6 Misusing the Purchasing Card The Purchasing Card represents Eastern s trust in you and your empowerment as a responsible employee of the University to safeguard and protect our assets As a Cardholder you assume the responsibility for the protection and proper use of the Purchasing Card The following situations are examples of misuse of the Purchasing Card e Use of card for personal purchases Use of card by individual other than Cardholder Use of the card to purchase a restricted item as identified in section 3 Splitting orders at point of sale to avoid the single transaction limit Inappropriate re allocation and or Failure to re allocate charges within the period specified for re allocation 11 14 4 7 Responsibilities of Accounts Payable e Ensure that monthly payment to JP Morgan Chase is processed in a prompt manner e Prepare journal entry to charge appropriate expenses by index in Banner 8 Disputing a Transaction e The Cardholder is responsible for following up with a vendor regardi
33. tary constraints Criteria for Use e Tobe utilized for ground and miscellaneous expenses for study tour events e Most hotel and airline charges will be processed through regular University payment channels e Individual P Card restrictions for authorizations per day daily spend single purchase limits or transactions per billing cycle may be pre established for each study tour card holder by the Assistant Dean of Continuing Education or his her designee The card must be used only for expenses relating to the trip e Card users must take into consideration currency conversion and rate conversion fees on all foreign expenditures to prevent exceeding total spend limit Traveler Responsibilities It is the traveler s responsibility to ensure that all travel expenses are reasonable necessary and in accordance with CSUS Travel policy The CSUS Travel policy requires approval via a TA form prior to travel Issuance of a TA Number by the Eastern 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 Awww easternct edu depts fiscal TravelPoliciesProcedures htm Meals and the P Card Meals while on authorized University travel are allowed _on the Eastern P Card as referred to in Section 3 13 AUDITS Periodic audits will be made to cardholder accounts to ensure compliance with established procedure
34. tics Standard P Cards have been issued to coaches for the purchase of meals and miscellaneous expenses while on team travel events They are not to be used for purchasing airfare lodging or vehicle rentals with the exception of e Weather Emergencies or other catastrophic events preventing return flights e Tournament play play offs requiring extra day stays at the play off venue JP Morgan in conjunction with Eastern CT State University will engage the Stranded Traveler Policy In order to be classified as a Stranded Traveler the cardholder must be on travel unable to adhere to previously arranged accommodations and or flights based on the exceptions above At that time the card user must call the Customer Service number on the back of the card and explain the circumstances 11 14 8 Examples Extended stay at Hotel cost per day for play offs Car Rental if a change in venue Meals Rescheduled Transportation canceled flights or extended dates If the call is received During Business Hours M F 8am 5pm in company time zone JP Morgan s Customer Service will transfer to the Program Administrator Susan Kennedy If the PA is not available a message will be left and the account managed to allow for legitimate charges If the call is received after hours Customer Service will manage the account to allow for legitimate charges 11 14 9 APPENDIX SMART DATA ONLINE SDOL PROGRAM TIP SHEET This tip sheet is p
35. ur ACTIVE EASTERN CT STATE UNIVERSITY ACTIVE Index Account Receipts submitted C prf hENNAGAN ACTIVE C None Include all transactions Accounting code fields are not available 7 2014 23 6 Schedule Report Filters Select NEXT https sdg2 mastercard com sdng report schedule fit O BOX E smatoaa x File Edit View Favorites Tools Help _ 1 E Get more Add ons my ye v Pagey Safety Tools e b Smart Data Home My Profile Account Activity Help My Profile Contact Us Logout PROGRESS STEP 3 OF 5 Select Report Select Scheme Select Filters Report Options Frequency Accounting Code Detail EASTERN CT STATE UNIVERSITY No filters applied Customize your report Run Once S SCHEDULE REPORT FILTERS Select the field type and value Click the Add button to add the filter Field Type To add a filter enter the filter criteria above and click the Add button R95 v 7 2014 24 7 Schedule Report Options Under Date type select Posting Date Delivery Options System Inbox Report Format choose Adobe PDF or Excel Number Format xx xxx xx Date format MM DD YYYY If there are any splits click Include splits Fill in the description required Notify me at your email address Click Next D https sdg2 mastercard com sdng report schedule or p AR x Smart Data File Edit View Favorites Tool
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