WWU Online PCard Training

WWU Online PCard Training
PCard Online Training Instructions:
• There are approximately 60 slides in this presentation. Click the
appropriate navigation buttons to move through the
slides.
• At the end of the training, there is a short quiz. Answer all the
question, fill in your name, department, and email.
• Upon successful completion of the quiz you will receive your
PCard application and instructions via email.
• If you have any questions or problems with this training, call the
PCard Administratorx-2080 or email us at pcard@wwu.edu
After you receive your PCard, you can return to this Online training if
you have a PCard question!

Completion of a PCard training session is the first step
and a prerequisite for acquiring a PCard. Everyone
who approves, makes purchases, or reconciles
monthly reports, must participate in a training session.

• You will need to take a short quiz after completing the
online training.
• Upon completion of the quiz, future Cardholders and
Approvers will receive a PCard application via e-mail.
• After the PCard Administrator receives your application, it
will take approximately 2 weeks to process and issue
your PCard.

Types of Training Available:
• ONLINE TRAINING: With online training, you can train
when you have time. It takes approximately 30 minutes
to complete.
• GROUP PRESENTATIONS: This option may be
beneficial for an entire department. Check the PCard web
site for Group training schedules.
• ONE-ON-ONE TRAINING: Can be arranged in special
instances. Contact the PCard Administrator, x-2080, to
schedule.

The WWU PCard, or Purchasing Card, is a VISA credit
card issued by JPMorgan Chase to be used by faculty
and staff for official University purchases of:
• $3000 or less.
• Non-restricted items only.
What is a PCard?

• Easier acquisition of small dollar purchases.
• Reduces paperwork.
• Reduces order and delivery time.
• Improves campus purchasing efficiency.
• Reduces the need for Check Requests.
Purpose of the PCard

How does it work?
Use the PCard like
most Visa credit cards
for phone, online, mail
or in-person
purchases.
Be sure to
keep ALL
your
receipts!
The Purchase:
The Cardholder
is sent an e-mail
notice from
PaymentNet that
their transactions are available
online for review. The
Cardholder must review each
transaction.
The Review:
The Approval:
Once the Cardholder reviews the
transactions, the Card Approver will
approve the Cardholder transactions.

How does it work?
WWU Accounting Services
downloads the monthly
JPMorgan Chase statement.
The Download:
Accounting Services uploads
the statement information into
Banner.
The Upload:

• The Budget Authority
• The Cardholder
• The Approver
• The Guardian of the Receipts
• The PCard Administrator
• PaymentNet
Key PCard People

• Participate in a PCard training session.
• Approves departmental Cardholder applications.
• Approves PCard transactions or…
• Designates someone in the department to be an
Approver.
• Assign the Guardian of the Receipts.
• Make sure Monthly Budget statements are reconciled.
• Ensure WWU and State Policy & Procedures are
followed.
Budget Authority Responsibilities

• Shops for the best pricing and quality including
checking with Purchasing and other on-campus
resources.
• Uses card for University purchases only.
• Reviews transactions on PaymentNet web site.
• Annotates descriptions and changes budget string
information on PaymentNet.
• Submits receipts to Approver.
Cardholder Responsibilities

• Approves transactions on PaymentNet web site.
• Verifies amounts, items and budget strings.
• Assures all receipts, packing slips and copies of
orders are filed.
• Ensures purchases are made within WWU’s Policy &
Procedure guidelines as well as department budgets
and guidelines.
• Assign backup Approver.
Approver Responsibilities

• The Budget Authority or Approver designates who
will be the keeper of receipts.
• Files all PCard receipts and transaction
paperwork. Prepares for audit.
▫ Receipts, packing slips, printed online orders,
copy of order form, invoices, credit
documentation must be kept for 6 years.
Guardian of Receipts Responsibilities
(Duties may be combined with Approvers)

• Conduct periodic in-person departmental reviews.
• Check PCard purchases, PCard receipts and
record tracking procedures.
PCard Auditors

• Keepers of all WWU PCard information.
• Provides PCard training.
• Processes PCard applications.
• Primary contact with PCard provider.
• Responsible for transaction irregularities, WWU
Policies & Procedures, audits and reviews.
• PCard Help Desk x-2080
PCard Administrator

• Cardholders, Approvers, and Budget Authorities will
use the JPMorgan Chase web site to do the following:
▫ Review and approve transactions.
▫ Dispute purchases that are incorrect.
▫ Create reports and queries.
▫ Split transactions between budget strings.
▫ Correct budget string information.
PaymentNet.com

PaymentNet lists all your PCard transactions.
PaymentNet.com

• In Person - Retain merchant and VISA receipts.
• Online orders - Print order and attach to packing slip
when you receive item.
• Phone orders - Request invoice/receipt be faxed or
mailed to you.
• Mail orders - Request invoice/receipt be faxed or
mailed to you. Attach a copy to order form.
How can the PCard be used?
If it’s difficult to obtain a receipt, print or copy the order form and attach it
to a printout of your PaymentNet transaction screen after the purchase
posts.

• Present card to local merchant.
• Merchant may request your Western ID.
• Get receipts!
Purchasing IN PERSON

• Makes online ordering possible, where it
hasn’t been before.
• There are good values available!
• Be sure to get receipt – print out snapshot
of shopping cart page or print confirming e-
mail sent from vender.
Purchasing - ONLINE

• Make sure the web site shows a business
address and telephone contact.
• Make sure there are clear return and
warranty policies.
• Make sure you can tell if an item is new or
remanufactured.
• Be certain it is a secure site. Look for the
secure site symbol ( ).
• Be sure you know how much shipping
charges will be.
Purchasing - ONLINE
IMPORTANT INFORMATION:

• Books
• Membership and subscriptions
• Research tools and supplies
• Conference Registrations with TA
• Office supplies through contracted
Vendor
• Printing and copying only when out
of town or after hours.
What to Buy with the PCard
The PCard is well suited for:
• Supplies from Contract Vendors
(call Purchasing x-3340 for
requirements)
• Supplies from foreign countries
• Software upgrades and some
software (call Purchasing x-3340
for more information)
• Advertisements
• And more…

• $3000 per transaction (can not split transactions to
get around limit).
• Maximum of 10 transactions per day.
• Maximum of $10,000 per card, per billing cycle.
• A default Budget String and Account Code.
• Review and Approver emails associated with
PCard account.
PCard Limits
All PCard’s are initially set up with:

• Not for personal use.
• You may not share your PCard with co-workers.
• May not be used for travel, meals or transportation.
• The PCard is not a reimbursement card.
• No cash advances.
Some Important Reminders:

• Computer equipment, software and
services
• Food and beverage
• Furniture
• Hazardous Materials
• Services available from
State/University contracts
Restricted Item List
Call Purchasing x-3340 if you are unsure about a restricted item.
• Personal office items and
decorations
• Gift items
• Charter aircraft, bus service or
watercraft
• Personal services (consultants,
editors, designers)
• Used equipment

• Travel (Conference registration OK
with TA)
• Cash advances
• Pawn shops
• Facility maintenance and repair
Restricted Item List – cont’d
Call Purchasing x-3340 if you are unsure about a restricted item.
• Printing and copying/duplication,
must use university services.
• Telecommunications
• Vehicles
• Office and office related products
from non-contracted vendors.

Online Prices vs. Educational Prices
There are definite differences between Educational Pricing that is
available to WWU and online pricing. Be sure to check with
Purchasing x-3340 first, to see if there is Educational Pricing available
for an item.

PCard Resources
• The PCard website has been designed so that all the
information you will need as a PCard participant at
Western will be at your fingertips!
• The information on the site is designed to serve as an
easy guide to the program’s policies and procedures, as
well as provide all forms and reference guides.

Contract Prices vs. Non-Contract Prices
• PCard Mall
• Is available on the PCard website. The PCard Mall provides
a list of Contracted Vendors you may go directly to and
make your purchases without having to go through
Purchasing.
• List of Strategic Alliances and University Wide Contracts.
• Departments gain access to discounted pricing and warranty.

• Some vendors may ask you to verify the address
associated with the PCard (may call it “billing or
statement address”).
• The campus address you supply on your
application will be used as your PCard address.
▫ We recommend using your building, room
number and mail stop.
▫ You can double-check your address on
PaymentNet under Employee Profiles.
Address Verification

• Do NOT use 516 High St or Accounts Payable.
• Off campus departments should use a street
address.
• If you want the product shipped somewhere else, it
will be necessary to provide a separate shipping
address.
Address Verification

The State requires that we receive items before
payment, so:
Delivery Options
• If the item is back-ordered or out-of-stock, do NOT
use your PCard for the purchase.
• But, if the merchant agrees to hold billing until after
the item ships, than it’s OK to use the PCard.

• PaymentNet posts transactions 24 to 72 hours
after the purchase is made.
• Keep in mind that the Reviewer must be a
subordinate of the Approver.
After Making PCard Purchases

• Because Reviewer’s and Approver’s complete similar
tasks in the PCard review process, departments
should decide:
▫ Who is responsible for Budget String and tax
information input on PaymentNet.
▫ Who will be the Guardian of Receipts.
▫ How receipts will be tracked and logged.

Cardholder's Review process on PaymentNet:
• Review cost, item and annotates transactions.
• Check Budget String and replaces Account Codes.
• Checks Tax box if tax is shown separately on
receipt.
• Places checkmark in Review box if transaction is
correct.
• Writes TransID# on all receipts.
• Submits receipts to Approver.

Approver’s Review process on PaymentNet:
• Verify that costs and items purchased are valid.
May wish to compare receipts, packing slips,
e-mails, etc.
• Check for correct Budget String.
• Verify/Replace Account Code.
• Verify checkmark in Approved box signifying the
transaction is accurate and correct.
• Ensure transaction receipts are filed.

• WWU must pay tax on all purchases – we are not
tax exempt.
• If tax is listed on your receipt, invoice or packing
slip as a separate item, check the Tax box on the
PaymentNet screen when reviewing/approving
transactions.
• This rule applies to both in-state and out-of-state
purchases.
Tax

• The PaymentNet web site shows limited detail for
each transaction. Similar to a personal credit card
statement.
• When Reviewing the transaction, a brief
description of the item needs to be added in the
Notes field.
• Research and Sponsored Programs (RSP) and
Western Foundation purchases require a
description of the item in the Notes field.
Annotating Transactions

Annotating Transactions
Annotations Examples:
Good Not So Good
Book – “Everything You Ever Wanted to Know
About Using Your PCard”.
Stuff to read.
Parallel Cable to replace defective one. Thingamajig for my
computer.
12 dz. Special Report Covers not available from
Office Depot.
Stationary supplies.
Software Upgrade – OmniPage v.11.0 for
Professor Smith
Cool! I got the new version
of Halo.

Fast Index / Fund / *Acct / Actv / Loc / Proj
Default Budget String
• Your PCard account will be hard coded with the
budget string numbers that you supplied on your
PCard application.
• During the Review and Approval processes, you
can change the hard coded budget string
information.
• If you enter a Fast Index, you do not need any
other budget information except the Acct Code.
• Activity, Location, Project, and Comments/Req#
are optional fields.

• All PCard accounts are hard coded with the account
code E111.
• During the Review or Approval process, this account
code must be changed.
• Choose an account code from the drop down menu
on the PaymentNet web site.
• A list of common account codes is included with your
initial PCard paperwork. A complete list of account
codes can be found on the Purchasing website
• Call Purchasing, x3340 if you have questions.
Account Codes

• “Small and Attractive” items between $1,000 and
$4,999.99 require Equipment Inventory tags.
• If an item is assigned an account code of E408 or
E409 contact Accounting Services x3491 for tagging
instructions.
• Remember, a PCard can not be used to purchase
computer equipment.
Equipment Inventory Tags

• When reviewing or approving transactions, you may
divide the transaction’s dollar amount between
budget strings.
• You can have up to 20 splits.
• You may split by dollar amount or by percentage.
• When you split a cost, it will show up as separate line
items in Banner (even though it was a single
transaction).
Splitting Costs Between Budget Strings

• The Cardholder has the responsibility to contact
merchants about returning incorrect or defective
product.
• When product is returned, retain all shipping
documentation and credit information (RMA #’s)
from the merchant and submit to your approver.
• Be sure to keep clear and concise notes!
Transaction Returns

• When a credit is issued, it should be made to your
PCard account.
• No Cash Credits!
• A credit will appear as another transaction on
PaymentNet and will need to be Reviewed and
Approved.
• Retain all credit paperwork and submit to your
Approver.
Credits

• If you are billed for an item not purchased or if a
transactions dollar amount is incorrect, you can
dispute the transaction on PaymentNet.
• First, contact the vendor to try and resolve the
problem.
• If it can not be resolved, contact the PCard Desk,
x-2080 to determine the best course of action for
your dispute.
Disputes

• It’s important to begin your dispute as soon as
possible.
• When the Dispute process is initiated, the bank
contacts the merchant to resolve the error.
• This will require follow-up and additional paperwork
from you.
• Once again, keep accurate notes!
• You can dispute error items on PaymentNet if the
transaction has not yet posted.
Disputes

• You will receive PCard activation and web site login
instructions when you receive your PCard in the
campus mail.
PCard Login

PCard Website
Important Information from JP Morgan or WWU Pcard Administrator Your Action Items
Menu Bar (available options based on permissions)
Toolbar

PCard Website - Transactions
The first screen you see lists all your PCard transactions
Approval Status Purchase Detail
Addendum Details Available
Account Information
Transaction ID
(write on all paperwork)
Click on the transaction to see its detail.

PCard Website – Detail Screen
Change account information
where needed
Provide clear, concise description of
purchase
Tic the appropriate box
Tic if Tax is listed on receipt
Save, Split, or Dispute
the transaction

• At the end of each week, our Accounting Department
will download all approved transactions from
PaymentNet.
• At month’s end, all remaining transactions are
downloaded.
• Tax will be applied to out-of-state purchases.
• Transaction data will be uploaded into Banner.
• Departmental charges will show up on the budget
string provided in the Review/Approval process.
How PCard Charges Your Department

• Your default budget string will be billed.
• The E111 code will remain.
• Your department will need to submit a JV to change
any budget string information.
• Your department will fail its PCard audit.
• State Auditor’s are looking closely at E111 codes.
How PCard Charges Your Department
It is crucial to Review and Approve transactions soon after
they are made. If you do not:

• PCard transactions will be identified in Banner by a
Doc Number beginning with PCDxxxx.
• FBTD02 is one example of a Banner report for
viewing your PCard transactions.
• The Transaction ID# listed on the PaymentNet web
site will be noted in the Transaction Description field
in Banner.
What your will see on Banner

• If your take your PCard on a trip, have your Budget
Authority/Approver check PaymentNet regularly for
odd purchases.
• Always keep receipts, do not throw any away.
• Always watch a merchant who has your PCard to
make sure they are not making an illegal copy of the
information.
PCard Fraud
It is your responsibility to keep, protect and secure your
PCard from fraudulent use.

• Contact JPMorgan Chase Customer Service at
1-800-270-7760.
• JPMorgan regularly checks for out of place
transactions that may indicate fraudulent use.
• JPMorgan is constantly on the look out for worldwide
fraud rings.
PCard Fraud
If you suspect that your card or card information has
been stolen:

• If your PCard is stolen, lost, or damaged contact
JPMorgan Chase immediately at 1-800-270-7760.
• Also contact the WWU PCard Administrator x-2080.
Damaged, Lost, Stolen PCard’s

• If you change departments or leave WWU, contact
the WWU PCard Administrator x-2080.
• When you change departments, you will need to
surrender your current assigned card.
• Submit a new application signed by your new Budget
Authority.
• You will be issued a new card and your budget string
information will be changed.
If you Change Departments or Leave WWU

• PCard Administrator Phone: x-2080
• PCard email: pcard@wwu.edu
• PaymentNet: www.paymentnet.com
• Purchasing Phone: x-3340
• Purchasing email: Purchasing.Department@wwu.edu
• Equipment Inventory: x-3566
• Equipment Inventory email: Equipment.Inventory@wwu.edu
Web Links and Phone Numbers

• After you complete and submit a completed PCard
Quiz score, you will receive your PCard Application
via email.
• Everyone must participate in training before they
receive a PCard.
• Print and complete the PCard Application.
• Have your Budget Authority and Supervisor sign
your application.
• Return your PCard application to the PCard
Administrator via campus mail (MS1390).
To Apply for a PCard

CLICK Take Test TO TAKE THE
PCARD QUIZ NOW
Take PCard Quiz
If you have any questions or comments, please contact the
PCard Administrator x3561or pcard@wwu.edu

WWU Online PCard Training

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