ABC School District JPMorgan Chase Purchasing Card Training Enter Date Here

ABC School DistrictABC School District

JPMorgan Chase Purchasing Card TrainingJPMorgan Chase Purchasing Card TrainingEnter Date HereEnter Date Here

Training OverviewTraining Overview

Program Overview and PurposeProgram Overview and PurposeGeneral PoliciesGeneral PoliciesUsing Your CardUsing Your CardRecordkeeping RequirementsRecordkeeping RequirementsResolving Discrepancies/Disputing Resolving Discrepancies/Disputing TransactionsTransactionsReporting Lost, Stolen, or Damaged CardsReporting Lost, Stolen, or Damaged CardsGetting StartedGetting StartedContact InformationContact Information

Program Overview and PurposeProgram Overview and PurposeAlternate method for purchasing school Alternate method for purchasing school district goods and services.district goods and services.Allows employees to purchase items Allows employees to purchase items directly from vendors without going directly from vendors without going through purchase order process – saving through purchase order process – saving time and money.time and money. Statistics show it costs $75 to $120 per Statistics show it costs $75 to $120 per

transaction using purchase order system.transaction using purchase order system.

JPMorgan Chase program is part of a JPMorgan Chase program is part of a statewide program for participating statewide program for participating schools.schools.

General PoliciesGeneral Policies

Cards are the property of JPMorgan Cards are the property of JPMorgan Chase Bank, and issued to the school Chase Bank, and issued to the school district in each cardholder’s namedistrict in each cardholder’s name JPMorgan Chase was provided with each JPMorgan Chase was provided with each

cardholder’s date of birth and last four digits cardholder’s date of birth and last four digits of Social Security Number for verification of Social Security Number for verification purposes only.purposes only.

No personal credit information was obtained No personal credit information was obtained by JPMorgan Chaseby JPMorgan Chase

No personal credit checks for users were No personal credit checks for users were performed.performed.


Activate your card upon receipt.Activate your card upon receipt. Sticker with phone number and instructions Sticker with phone number and instructions

included on face of card.included on face of card. Provide account number and personal Provide account number and personal

identification information (last 4 digits of identification information (last 4 digits of SS#).SS#).

Card is easy to use – accepted anywhere Card is easy to use – accepted anywhere MasterCard is accepted – and works just MasterCard is accepted – and works just like a credit card charge.like a credit card charge.


Card to be used for school business Card to be used for school business only!only! Personal use is prohibited.Personal use is prohibited. Any personal use will result in removal of all Any personal use will result in removal of all

cardholder privileges.cardholder privileges. Any personal use will be referred to Personnel Any personal use will be referred to Personnel

Office for review and likely discipline.Office for review and likely discipline.

Keep your card in a safe place, as you Keep your card in a safe place, as you would your own credit cards.would your own credit cards.


All charges on the card are billed directly All charges on the card are billed directly to the school district monthly.to the school district monthly.

Card usage will be audited by Business Card usage will be audited by Business Office staff monthly for appropriate use. Office staff monthly for appropriate use.

Keep all original receipts and shipping Keep all original receipts and shipping documents for each transaction on card – documents for each transaction on card – they will be needed for monthly account they will be needed for monthly account reconciliation process.reconciliation process.

Using Your CardUsing Your Card

Only cardholder named on the card can Only cardholder named on the card can authorize a purchase on his/her card.authorize a purchase on his/her card.Purchases can be made at a merchant, Purchases can be made at a merchant, over the telephone, or online.over the telephone, or online.Card shall be used for district purchases of Card shall be used for district purchases of supplies, materials, goods, and services.supplies, materials, goods, and services.Prohibited Purchases on CardProhibited Purchases on Card Furniture, equipment, and other capital outlay, Furniture, equipment, and other capital outlay,

unless approved in advance by XXXX.unless approved in advance by XXXX.


Prohibited Purchases on Card (continued)Prohibited Purchases on Card (continued) Cash AdvancesCash Advances GasolineGasoline EntertainmentEntertainment Personal ItemsPersonal Items

Making Merchant/Store PurchasesMaking Merchant/Store Purchases Keep cash register receipt.Keep cash register receipt. Keep credit card receiptKeep credit card receipt


Making Telephone PurchasesMaking Telephone Purchases Request receipt from vendor that documents Request receipt from vendor that documents

the sale.the sale. Oftentimes the receipt is included with the Oftentimes the receipt is included with the

shipped item.shipped item. Also keep shipping documents with receipt.Also keep shipping documents with receipt.

Making Internet PurchasesMaking Internet Purchases Print out invoice from online vendor.Print out invoice from online vendor. Keep shipping documents with receipt.Keep shipping documents with receipt.


Registration for Workshops/ConferencesRegistration for Workshops/Conferences Enter credit card information on registration Enter credit card information on registration

form and submit registration form.form and submit registration form. Keep copy of registration form showing the Keep copy of registration form showing the

amount charged for monthly reconciliation.amount charged for monthly reconciliation. Keep copy of any conference confirmation as Keep copy of any conference confirmation as

verification.verification.

Remember, you are committing district Remember, you are committing district funds every time you make a purchase on funds every time you make a purchase on your purchasing card!your purchasing card!


School district is exempt from paying sales School district is exempt from paying sales tax on purchases of goods and services.tax on purchases of goods and services.Each card has school district federal ID # Each card has school district federal ID # on the second line of text.on the second line of text. Most vendors will accept this number as the Most vendors will accept this number as the

“tax exempt number” at the point of sale.“tax exempt number” at the point of sale.

Vendor may request a tax exempt Vendor may request a tax exempt certificate.certificate. This can be obtained from XXX in the This can be obtained from XXX in the

Business Office. Business Office.


Sales tax may or may not be computed in Sales tax may or may not be computed in online purchases.online purchases. When computed, you may need to contact the When computed, you may need to contact the

online vendor to exempt the purchase from online vendor to exempt the purchase from sales tax.sales tax.

Be sure that tax exempt purchases are Be sure that tax exempt purchases are made!made!Each card is set up for specific Merchant Each card is set up for specific Merchant Category Codes (MCC), assigned to each Category Codes (MCC), assigned to each user group.user group.


Cards are set up with many controlsCards are set up with many controls Single purchase amount limitsSingle purchase amount limits Specific MCC codesSpecific MCC codes Number of authorizations per dayNumber of authorizations per day Number of authorizations per billing cycleNumber of authorizations per billing cycle

Card purchases may be declined if Card purchases may be declined if purchase is attempted outside of controls purchase is attempted outside of controls set up.set up.


If transaction is declined, immediately If transaction is declined, immediately contact Customer Service at 800-316-contact Customer Service at 800-316-6056 (number on back of your card) for 6056 (number on back of your card) for reason.reason.Contact XXX via phone or email to notify Contact XXX via phone or email to notify of declined purchase and reason.of declined purchase and reason.Adjustments to card setup will be made, if Adjustments to card setup will be made, if necessary.necessary.Avoid multiple authorization attempts as Avoid multiple authorization attempts as account may temporarily suspend.account may temporarily suspend.


Returning ItemsReturning Items Contact merchant to determine returning Contact merchant to determine returning

procedures.procedures. Make arrangements for return shipping, if Make arrangements for return shipping, if

necessary.necessary. Monitor account online for return credit to Monitor account online for return credit to

account.account.

Recordkeeping RequirementsRecordkeeping Requirements

Around the XX of each month, you will receive a Around the XX of each month, you will receive a monthly statement in the mail from JPMorgan monthly statement in the mail from JPMorgan Chase for all account activity posted during Chase for all account activity posted during previous billing period. previous billing period. The statement covers a 30 day period.The statement covers a 30 day period. Generally runs from the XX of each month through Generally runs from the XX of each month through

the XX of the next month.the XX of the next month. When the XX falls on a weekend, the billing period When the XX falls on a weekend, the billing period

end date is on the following business day.end date is on the following business day.

Statement is not an invoice, but a summary of Statement is not an invoice, but a summary of card activity.card activity.


Log into JPM Chase’s Smart Data Online (SDOL) Log into JPM Chase’s Smart Data Online (SDOL) program to reconcile your monthly activity.program to reconcile your monthly activity.Refer to “Account Reconciliation Using SDOL” tip Refer to “Account Reconciliation Using SDOL” tip sheet.sheet.For each transaction posted, you need to:For each transaction posted, you need to: Verify correct merchant, purchase date, and amount Verify correct merchant, purchase date, and amount

matches your receipt or other supporting matches your receipt or other supporting documentation.documentation.

Enter a description in the “Expense Description” Enter a description in the “Expense Description” section of screen.section of screen.

Check the “Receipt Attached” box, for all receipts Check the “Receipt Attached” box, for all receipts provided.provided.

Enter the appropriate district account number in the Enter the appropriate district account number in the “Final GL Code” box.“Final GL Code” box.


Compare receipts or other merchant-provided Compare receipts or other merchant-provided documents to transactions listed.documents to transactions listed.Print monthly Expense Report in SDOL.Print monthly Expense Report in SDOL. Sign and date the report.Sign and date the report. Attach all original supporting documents (receipts, Attach all original supporting documents (receipts,

shipping documents, registration forms, etc.) to shipping documents, registration forms, etc.) to Expense Report.Expense Report.

Attach statement received in mail from JPMorgan Attach statement received in mail from JPMorgan Chase.Chase.

Submit monthly packet to Business Office by Submit monthly packet to Business Office by XXX of the month.XXX of the month.


Activity will be posted to school district’s financial Activity will be posted to school district’s financial records on the XX of the month in batch form.records on the XX of the month in batch form. Individual transactions will not be posted in the Individual transactions will not be posted in the

district’s accounting records.district’s accounting records.School district will make one payment to JPMorgan School district will make one payment to JPMorgan Chase for all card activity for the month.Chase for all card activity for the month.Card activity will be audited by Business Office staff Card activity will be audited by Business Office staff monthly for compliance.monthly for compliance.Expense Reports and supporting documents will be Expense Reports and supporting documents will be kept in Business Office for audit purposes.kept in Business Office for audit purposes.Be sure to keep your purchases within your district Be sure to keep your purchases within your district budget limits!budget limits!

Resolving Discrepancies/Disputing Resolving Discrepancies/Disputing TransactionsTransactions

Contact merchant – most issues are easily Contact merchant – most issues are easily resolved.resolved.If unsuccessful, contact JPMorgan Chase If unsuccessful, contact JPMorgan Chase Dispute Unit at 888-297-0768.Dispute Unit at 888-297-0768.You may be asked to complete Dispute You may be asked to complete Dispute Form.Form.Dispute must be filed within 60 days of Dispute must be filed within 60 days of statement date.statement date.

Reporting Lost, Stolen, or Reporting Lost, Stolen, or Damaged CardsDamaged Cards

Contact JPMorgan Chase’s Lost/Stolen Contact JPMorgan Chase’s Lost/Stolen Department at 800-316-6056 immediately if your Department at 800-316-6056 immediately if your card is lost or stolen, or if the account number card is lost or stolen, or if the account number has been compromised.has been compromised. Replacement card will be issued.Replacement card will be issued. Card will be blocked immediately to prohibit Card will be blocked immediately to prohibit

unauthorized usage.unauthorized usage. New card and account number will be shipped New card and account number will be shipped

and history will be transferred.and history will be transferred.

Notify Program Administrator Notify Program Administrator XXX at XXX at XXX-XXX-XXXX immediately.XXX-XXX-XXXX immediately.

Getting StartedGetting Started

Review program policies and procedures.Review program policies and procedures.Read and sign the cardholder agreement.Read and sign the cardholder agreement.Activate your card by calling the number on the Activate your card by calling the number on the sticker on the face of your card.sticker on the face of your card.Set up your login ID and password on SDOL Set up your login ID and password on SDOL (see SDOL tip sheet).(see SDOL tip sheet).Run the SDOL tutorial (See SDOL tip sheet).Run the SDOL tutorial (See SDOL tip sheet).Review your account settings (spending limit, Review your account settings (spending limit, single purchase limit, MCC group, etc.).single purchase limit, MCC group, etc.).Happy Shopping!Happy Shopping!

Contact InformationContact Information

Customer ServiceCustomer Service 800-316-6056800-316-6056

Lost/StolenLost/Stolen 800-316-6056800-316-6056

DisputesDisputes 888-297-0768888-297-0768

Card Activation Card Activation On card stickerOn card sticker

Program Admin Program Admin XXX-XXX-XXXXXXX-XXX-XXXX

ABC School DistrictABC School District

Questions?Questions?

Documents

ABC School District JPMorgan Chase Purchasing Card Training Enter Date Here