Ohio University Foundation Agencies Controlled Value Card (Declining Balance Card) Training Roderick...

Ohio University Foundation Agencies

Controlled Value Card (Declining Balance Card)

Training

Roderick McDavis

Spending limits:

Each card has a:

Single transaction limit &

Life-of-card dollar limit “Total Value”

Card types available:

Standard – a variety of goods plus typical travel

Travel-Only – airlines, hotel, car rental, restaurants

Card Specifications . . .

Rechargeable

Expiration:Card expires or closes on the last day of the month listed on the face of the card. Once the card expires, the cardholder must reapply.

What happens if I break the rules . . .

1. Loss of the card.2. Personal refund.3. Student account placed on hold.4. In extreme cases, prosecution.

It could mean:

Sign the back of your card

Call the toll-free number to activate your card.

**Note: Your security number is the last four digits of your PID.

When you receive your card . . .

Your 3 digit PIN number

Often required by supplier for proof the card is in hand.

4573 333

Before Using . . .

*Review Pcard Policy 55.074: www.ohiou.edu/policy/55-074.html

*Review list of unauthorized purchases

*Review the Purchasing Gridhttp://www.ohio.edu/finance/forms/financeforms.cfm

Only the approved cardholder - it is not transferable

Vendors who accept MasterCard

Who may use . . .

Where to use . . .

How to use . . .

• Verify the vendor accepts MasterCard• Tell the supplier you’re tax exempt

(only in the state of Ohio) • Specify your address for shipment &

mailing of receipt• Request itemized receipt ***Lump Sum receipts are the same as not

having a receipt

Definition of an acceptable receipt . . .

An invoice, cash register receipt, sales slip or packing slip containing:

• Name & address of supplier

• Quantity

• Description

• Amount

•Handwritten receipts should be signed by employee of supplier

When ordering online, print off confirmation of purchase from Web site or email to attach to your statement.

Do NOT save your Pcard number on your profile for any vendor.

Receipt tips . . .

• Carry a copy of the Sales Tax Blanket Exemption Certificate.

• Tell the supplier you’re tax exempt from Ohio Sales Tax.

• If the supplier asks for proof, have them make a copy of your certificate.

• Make sure they remove the sales tax from your receipt, before leaving the counter.

When making a purchase . . .

Sales Tax Blanket Exemption Certificate

http://www.ohio.edu/finance/forms/upload/OUexempt.pdf

Do not use to pay for:

Personal items - examples include bottles of water/pop, snacks, toiletries, clothes, etc.

Donations

Unauthorized Purchases list . . .

This slide touches on a few of the pertinent highlights. Refer to the Unauthorized Purchases List appearingin the Controlled Value Card Policy for complete details.

Be aware; we are unable to include every unauthorized purchase that might hit the card. When buying an item out of the norm, contact the Help-Line to ensure the item is an acceptable purchase when using the card.

Gift Cards and gift certificates

Do not use to pay for:

Radioactive materials

Live animals

Narcotics / Controlled substances

Weapons / Ammunition

Unauthorized Purchases list . . .

Cell phones and accessories

This slide touches on a few of the pertinent highlights. Refer to the Unauthorized Purchases List appearing in the Controlled Value Card Policy for complete details.

Be aware; we are unable to include every unauthorized purchase that might hit the card.When buying an item out of the norm, contactthe Help-Line to ensure the item is an acceptable purchase when using the card.

All Refunds must be applied to the card-NO Cash Back!

Your card was assigned a specific per purchase limit.

DO NOT split transactions in an attempt to exceed or avoid your limit.

This is considered PYRAMIDING and it breaks the rules!!!

Refunds from Suppliers . . .

No Pyramiding . . .

1 purchase 2 purchases

No Splitting

To avoidyour limit

Before Traveling . . .

Review the current OHIO Travel Policy 41.121:

www.ohiou.edu/policy/41-121.html

Review the per diem allowance for your destination – make sure to choose correct link for year traveling.

During Travel . . .

•Obtain itemized hotel folio, including guest check for meals

•Save all receipts

•Save meeting/conference agenda

•Save rental car agreement

*Remember not to purchase car rental insurance for domestic travel.

After purchase substantiation . . .

• Submit ORIGINAL, ITEMIZED receipts via US Mail to either Dawn Werry or Greg Scharer, Konneker Alumni Center, 52 University Terrace, Athens, OH, 45701. • Each receipt must be accompanied by

an Agency Account Receipt form. This form must be filled out completely and signed by the cardholder.

After purchase substantiation . . .

• Sign into PaymentNet regularly and reconcile receipts with the transactions listed.• Login at

https://www6.paymentnet.com• Instructions are included with CV

Card Documents

OUAA must keep the original receipts for 5 years (4 previous fiscal years plus current fiscal year). The alumni network should keep copies of the documents for the same period in case questions arise during an audit.

Store card, original receipts, and statements in a secure location.

After purchase substantiation . . .

Disputing a transaction . . .

• Cardholders are responsible for resolving disputes and ensuring credits are received– Contact vendor to resolve dispute– If vendor will not issue credit, contact Greg

Scharer (scharer@ohio.edu) or Dawn Werry (werryd@ohio.edu) for a dispute form within 45 days.

If your card needs to be recharged . . .

Contact Greg Scharer (scharer@ohio.edu) or Dawn Werry (werryd@ohio.edu) to request additional funds.

Immediately report incident to:

•JP Morgan Chase (our bank)–800-270-7760–International travelers, call collect 847-488-3748**Reference the last four digits of your PID

•PCard Admin Office

–597-OHIO (6446)–Purchasing.Card@ohio.edu

If your card is Lost or Stolen . . .

Purchasing Card Contact Information

Ohio UniversityPurchasing Card Administration205 HDL CenterPhone: 740-597-OHIO (6446)Fax: 740-593-2144Email: purchasing.card@ohio.eduwww.ohio.edu/finance/pcard

• Contact the Purchasing Card/Concur HelpLine

– Phone: (740) 597-OHIO (6446)

– Email: Purchasing.Card@ohio.edu

• Visit our web site at www.ohiou.edu/finance/pcard

– Forms & Manuals

– Frequently Asked Questions

– How to report your card lost or stolen

– Travel Tips and Information

• Register for access to www6.paymentnet.com

– Dispute an item online

– Limit information

– Verify funds available

• Customer Service 1-800-270-7760

– Questions about transactions, disputes, declines or statement inquiries

– Fraud/Lost or stolen cards

If you need help . . .