Presentation on theme: "Temple Purchasing Card (TPC) Program. Training Agenda Overview of TPC Program Activating your TPC Using your TPC Reviewing activity on your TPC Questions."— Presentation transcript:
Training Agenda Overview of TPC Program Activating your TPC Using your TPC Reviewing activity on your TPC Questions and Answers
TPC Overview The Temple Purchasing Card (TPC) functions just like your personal credit card, but is for business use only. Allows for easy and fast small-dollar purchasing – Eliminates the need to request small dollar purchase orders. – Can be used for repetitive purchases (up to about $5,000 with a merchant per year). 24 hour website and phone support from JP MorganChase (Bank) allows for high levels of control over your account Cardholders must adhere to program policies, procedures, and responsibilities.
Activating your TPC Activation codes are on your TPC envelope – SAVE THIS INFORMATION! These codes are how you ID yourself EVERY time you call JP MorganChase about your TPC Social Security Number? Mothers Maiden Name??!! We do not utilize your Social Security Number or Mothers Maiden Name! When prompted by the bank for this information, supply the codes given to you today.
Using your TPC Overview Unallowable Purchases Sustainability Policy Declines Policy Sales Tax Policy
Using your TPC Overview $2,000 PER TRANSACTION LIMIT. – Splitting of transactions to meet single limit requirement is PROHIBITED! The Cardholder is responsible for all transactions on their TPC. – User access may be granted to another individual to review transactions online. TPCs must be kept in a secure location. – Contact Tarah Morris to have your card suspended when on leave and cancelled upon leaving a department or the University. – Card number should never be emailed or faxed and should only be used online if via a secure site (address should have https: prefix) ALL transactions must be reviewed in Paymentnet. TPCs are to be used for Business Purposes only.
Using your TPC Unallowable Purchases The TPC is not appropriate for the following types of purchases: Suppliers with whom Temple University already has contract pricing, such as Tumarketplace Showcased Suppliers. Intra-departmental & on- campus vendor purchases (ex. Copy Center, Bookstores) Travel, Entertainment, Food, Alcohol, Gifts These and other restrictions are listed under TPC Policies and Procedures on Purchasings website – http://www.temple.edu/purchasing Cardholders are encouraged to contact the TPC Administrator, Tarah Morris, at 7-2015 Before attempting to make any questionable charges.
Using your TPC Sustainability Policy The Sustainability Policy mandates that University employees may purchase only appliances and equipment that are Energy Star Certified when that rating exists within a particular product category. In keeping with Sustainability best practices, as well as existing University contracts, Space Heaters, Air Conditioners, Hot Plates, Incandescent Light Bulbs, Coffee Service, Bottled Water and the like should NOT be purchased on your TPC. Please review the Department of Sustainability website for more information: http://www.temple.edu/sustainability
Using your TPC Declines Policy A decline may occur for many reasons – the Cardholder must call the bank to determine The reason for a decline. Be prepared to identify yourself using your ID codes! If the bank advises that there is a block on the merchant, please contact the TPC Administrator, Tarah Morris, at 7-2015 to discuss lifting the block (if allowable).
Using your TPC Sales Tax Policy Temple University is officially classified as an Instrumentality of the Commonwealth of Pennsylvania. As such, we are exempt from tax in PA and in many other states, as listed in Appendix A of the TPC Card Policies and Procedures on Purchasings website. For sales-tax exempt purchases: – At point of sale, Cardholder must communicate to merchant that the purchase is for Temple University, a sales tax exempt entity, to avoid being charged sales tax. If a merchant charges sales tax, Cardholder must contact merchant to have that tax credited back to your account. If merchant requires proof of tax exempt status, the Purchasing Department can forward the appropriate form to a merchant upon your request. – Need a sales Tax Exempt Certificate? Email firstname.lastname@example.org with State/Commonwealth, Merchants Name, Address, Fax Number, and any applicable order reference email@example.com Purchasing must monitor sales tax charges and will attempt to contact you if sales tax was charged to your card. Keep in mind that it is your responsibility to ensure that your card is not charged tax for transactions in exempt status.
Reviewing Activity On Your TPC Audits Policy Billing Cycle PaymentNet.com System Reconciliation Process – PaymentNet Transactions – Transaction List Screen – Transaction Detail – Splitting Transactions – Disputing Transactions
Reviewing Activity On Your TPC Billing Cycle MondayTuesdayWednesdayThursdayFridaySaturdaySunday 123 45678910 11121314151617 18192021222324 25262728293031 Final Review Day (for cycle that just ended) Cycles start the 21 st of a month and end the 20 th of the following month Charges can be reviewed throughout the month but all MUST be marked as reviewed by the close of business on the 21 st. After a billing cycle closes, the transactions from that cycle will move from Paymentnet to Electronic Statements You will NOT receive an email every time you have a transaction (only courtesy emails every-other-Monday from the Bank, which do not coincide with a billing cycle).
Reviewing Activity On Your TPC PaymentNet.com System Reconciliation Process Go to www.paymentnet.com Enter Org ID Enter User ID - lowercase Enter Pass Phrase Click Login Now >
Reviewing Activity On Your TPC PaymentNet.com System Reconciliation Process To review your transactions, choose PAYMENTNET To review a statement from a previous period, choose ELECTRONIC STATEMENT
Reviewing Activity On Your TPC PaymentNet.com System Reconciliation Process Transactions List Screen If the charge is correctly allocated, click the Reviewed box and a check mark will appear and stay To Edit or View more detail, click on a charge
Reviewing Activity On Your TPC PaymentNet.com System Reconciliation Process Transaction Detail All FOAPALs tied to your TPC card will be available in this drop down menu. Default account code values appear with every transaction. Cardholders can change default information as needed. Notice options to save, split, to different FOAPALs or dispute questionable charges.
Reviewing Activity On Your TPC PaymentNet.com System Reconciliation Process Transaction Detail Program Administrators set the number of splits available up to 99.
Reviewing Activity On Your TPC PaymentNet.com System Reconciliation Process Disputing Transactions Try to resolve with merchant first Yellow: Dispute has been initiated Red: Dispute has been received and is being worked on by the Dispute Resolution Team.