Emory University Purchasing Card Training - Emory Finance

Emory UniversityPurchasing Card Training

Authorized Buying Methodsat Emory University

The Decision to Buy• For an overview on making specific types ofpurchases, visit the Procure & Pay section of theFinance Division website:http://www.finance.emory.edu• Always use contracted suppliers, when possible.• If you need assistance with a purchase, contactProcurement Customer Care at (404)727-5400or e-market@emory.edu.

The Decision to Buy• Emory University has multiple authorizedtools for buying goods and services.• Each buying tool is used for specific types ofpurchases. Different benefits and restrictionsapply to each.• Faculty/staff must refer to the EmoryCommodity Matrix to determine which tool touse before making purchases.

Authorized Buying MethodsEmory Commodity Matrix: A reference tool fordetermining the authorized method forpurchasing various goods and services‣ Finance Division website‣ Procure & Pay‣ Purchasing Methods To Use at EmoryUniversity

Authorized Buying MethodsEmory University buying tools include:• Emory Express (online)• VISA Corporate Card• VISA Purchasing CardNote: These buying tools are for Emory University ONLYand are not to be used for Emory Healthcare purchases.

Authorized Buying MethodsWhat is Emory Express?• SciQuest e-Procurement softwarethat is also used by major universities andcorporations• Integrates into Compass (Peoplesoft Financials)• Allows authorized users to enter orders andpay invoices to suppliers, as well as checkorder and payment status• Provides departmental online approvals forpurchases

Authorized Buying MethodsWhen to use the Corporate Card?• Travel-related expenses• Business meals• Conference Registration• Professional association memberships (forindividuals only)• Books and periodicals (for individuals only)Note: Refer to the Emory Commodity Matrixand Emory Corporate Card training for details.

Authorized Buying MethodsWhen to use the P-Card?• One time purchases that cannot be found viaEmory contracted suppliers in Emory Express• Reoccurring departmental expenses ofcertain goods and services valued at < $1,499• As listed in the Emory Commodity Matrix• The P-Card Manual can be found on theDivision of Finance website.

PaymentNetPaymentNet is the on-line purchasing cardmanagement system for Emory University’sPurchasing Card Program.Features of PaymentNet include:• Review transactions and upload receipts online• Transaction approval workflow• Self-service statements and reports• Online transaction disputes• Management inquiry capabilities

Examples of P-Card Usage:Authorized Buying Tools• Association Memberships• Coffee, Water, & Tea Service• Conference Calls• Courier Service• Floral Arrangements• Linen Rental• Picture Frames & Awards• Medical Gas Cylinder Rental• Subscriptions

Changes Effective in 2013• Business Meals: Local business meals shouldbe placed on a Corporate card.• Gift Cards: Utilize the National Gift Cardpunch-out in Emory Express.• Catering: Utilize the Emory Catering orAmerica To Go punch-out in Emory Express.• Alcohol (Wine & Spirits): All alcohol for mealsshould be placed on the Corporate Card.Preauthorization must be granted for use ofthe P-Card for purchase of alcohol for events.

Emory UniversityPolicies on P-Card Usage

P-Card PoliciesAll Purchasing Card Program policies can befound on the Division of Finance website:http://policies.emory.edu/2.23In addition to University policies, your School orDepartment may have specific additionalrequirements. Please be sure to check with yourChief Business Officer for details.

Who Can Make Transactions• All P-Card transactions must be made by theindividual to whom the P-Card is issued.• All P-Card transactions must be made for thesole use and benefit of Emory University.• Personal purchases are not permitted underany circumstances, as per the terms andconditions of the Cardholder Agreement.

P-Card Spend Limits• The standard Purchasing Card monthlycumulative spending limit is $5,000.• The standard single transaction limit is $1,499.• Purchases over $1,499 may not be separatedinto multiple charges.• Each Cardholder’s specific spend limit can beviewed in PaymentNet.

P-Card Limit Increases• Requests to increase the standard monthlyspend or single transaction limit must beapproved by the appropriate Chief BusinessOfficer and must include an explanation of thebusiness purpose for the request.• The request must then be forwarded by theChief Business Officer to the P-Card ProgramAdministrator for final review and approval.

Restricted PurchasesP-Cards cannot be used for purchases ofrestricted commodities and/or purchases fromrestricted suppliers. Examples include:• Animals• Radioactive Materials• Hazardous Chemicals• Controlled Substances• Prescription Drugs• Pharmaceuticals• Research Grade Alcohol• Payments to Individuals• Travel Expenses• Capital Equipment• Weapons & Ammunition• Items for Personal Use• Local Business Meals• Purchases Exceeding$1,499

Tax Exemption• Purchases of tangible goods and services foreducational purposes are exempt of GeorgiaSales & Use Tax.• The Cardholder is responsible for ensuring theproper use of the University’s sales taxexemption number.• The sales tax exemption number is located onthe front of the P-Card.

Compliance• Procurement Services is authorized to reviewP-Card purchasing activity to ensurecompliance with this policy.• Discrepancies will be brought to the attentionof the Cardholder and the Chief BusinessOfficer.• Procurement Services is authorized to suspendthe Purchasing Card privileges of anyCardholder who is deemed to be in violation ofP-Card polices.

Violation of P-Card Policies• Violation of P-Card policy and/or the dutiesand responsibilities listed in the P-CardTraining program may lead to termination.• Fraudulent use of the Purchasing Card willresult in actions being taken in accordancewith the procedures established in theCardholder Agreement form.• Any misuse of a P-Card should be immediatelyreported to the P-Card Administrator.

P-Card AssistanceThe Emory University P-Card Administrator canassist with activities including:• Reporting a lost or stolen card• Reporting misuse of a card• Canceling a card• Employee transfer to another School orDepartmentP-Card Administrator Contact Information:Email: pcards@emory.eduPhone: (404)727-0252

Procedures for Obtainingand Using a P-Card

Obtaining a P-Card• The appropriate Chief Business Officer mustapprove all requests to obtain a new P-Card.• The Cardholder must successfully complete therequired training, complete the P-Cardapplication, and sign the terms and conditionsof the Purchasing Card Cardholder Agreementprior to receiving a P-Card.• Cardholders must also complete a bi-annualrefresher training course in order to retain useof their P-Cards.

Receiving Your P-Card• Upon completion of the application processand required training, the P-Card ProgramAdministrator will notify you via email whenyour card has arrived.• You or your departmental businessadministrator may pick up your card from thereceptionist at 1599 Clifton Road.• You will be required to sign, date, and supplya valid Emory ID to pick up a P-card.

Activating Your P-Card• To activate your P-Card, call the phonenumber provided on the sticker on the frontof the card.• The last 4 digits of your Social SecurityNumber will also be required for cardactivation.

Making PurchasesAll purchases must have proper documentation.At the time of purchase, be sure to obtaindocumentation including one or more of thefollowing:• Original Invoices• Original Itemized Receipts• Packing Lists• Email ConfirmationsNote: Documentation will need to be scanned anduploaded during the Online Transaction Reviewprocess.

Required Documentation• Documentation must answer these questions: Who made the purchase? What was purchased? When was the purchase made? Where was the purchase made? How much did the purchase cost?• Be prepared to provide the business purposefor the purchase, as well as the appropriatesmartkey and account code.

Online Transaction Review• The Cardholder is responsible for OnlineTransaction Review and uploadingdocumentation.• Ensure all documentation has been scannedlegibly and is ready to attach to the transaction(s).• Do not submit a transaction for approval withoutuploading supporting documentation.• All purchases should be reviewed and allocatedwithin 5 days of the post date.• If transactions have not been reviewed within 20days, the P-card is subject to suspension.

Statements and Documentation• VISA P-Card statements are electronic andmaintained online in PaymentNet.• Cardholders will not receive a paper copy ofthe statement.• Through the Online Transaction Reviewprocess, all required documentation is scannedand stored online in PaymentNet.• Maintain all paper receipts until the properapproval is granted in PaymentNet.

Legacy Document Retention• American Express P-Card paper statementsand supporting documentation are to bestored in the department.• American Express P-Card documentationshould be retained as follows:‣ Non Grant-related: 7 years‣ Grant-related: 3 years after the grant/awardhas ended or final audit has occurred

Return Purchases• The Cardholder is responsible for item returns.• Request that the merchant credits the amountback to the P-Card and obtain documentation.• Verify that the credit appears on the statementin PaymentNet.Note: If the credit does not appear on thestatement, the original charge should be disputedwithin PaymentNet.

Dispute Charges• The Cardholder is responsible for disputing anycharges that incorrectly appear on thestatement.• First, attempt to resolve the issue directly withthe merchant.• If an agreement cannot be reached, disputescan be submitted online within PaymentNet.• Cardholders have 60 days from the statementdate to dispute charges with J.P. MorganChase.

Reporting a Lost/Stolen CardSteps to report a lost/stolen card are:1) Immediately call J.P. Morgan Chase at:1(800)270-77602) Send an email to the Emory University P-CardAdministrator as soon as possible at:pcards@emory.eduNote: You may be required to complete anaffidavit for any fraudulent charges.

Cardholder Responsibilities Recap• Comply with Emory University policies, aswell as School and Department polices for use• Confirm that the P-Card is an authorizedbuying method for the purchase• Ensure card security• Immediately report a lost/stolen card• Contact the P-Card Administrator withquestions regarding the P-Card

Cardholder Responsibilities Recap• Provide tax exemption information to themerchant at the time of purchase• Maintain proper documentation from allpurchases• Review transactions using PaymentNet within5 days of purchase• Resolve disputes related to purchases

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