What's New?...FAQ on Centalization of PCard Documentation
How do I ...?
Can I ...?
What is ...?
When is ...?
What's New?...FAQ
on Centalization of PCard Documentation
Q: What documentation is required for a
disputed transaction?
A: Print the page showing the dispute screen and the message from the bank.
Print the Transaction Detail page showing the transaction notes (which will include
the debit or credit offset trans ID#). These pages (and any correspondence
between JPMChase and the cardholder or PCard administrator) must be submitted
as documentation to the Financial Services Compliance Office along with an invoice
if available (even if for the wrong amount).
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Q: What documentation is required for a
fraudulent transaction?
A: For an Individual PCard, the cardholder will be required to complete and
return a 'fraud affidavit' form to JPMChase (supplied by JPMC). Retain a copy
of the completed ‘fraud affidavit’ form. The ‘fraud affidavit’
form (and any correspondence between JPMChase and the cardholder or PCard administrator)
must be submitted as documentation to the Financial Services Compliance Office.
For a Department PCard, follows the same requirements as a dispute.
Print the page showing the dispute screen and the message from the bank. Print
the Transaction Detail page showing the transaction notes (which will include the
debit or credit offset trans ID#). These pages (and any correspondence between JPMChase
and the cardholder or PCard administrator) must be submitted as documentation to
the Financial Services Compliance Office along with an invoice if available (even
if for the wrong amount).
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Q: What documentation is required for a
vendor or bank error?
A: A screen print of the transaction detail screen containing explanation notes
should be submitted for a vendor or bank error (and any correspondence between the
vendor or bank and the cardholder or PCard administrator). Always list the
offsetting transaction ID of the credit or debit. Examples of vendor/bank
errors include: duplicate charge with credit offset; charges to incorrect credit
card with credit offset.
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Q: What documentation must be submitted
to the Financial Services Compliance Office for miscellaneous bank charges such
as XFERs, C/B’s or Chargeback’s?
A:
|
JPMChase Bank Charge
|
Description
|
Action/Documentation
|
|
XFER TO #### (Might also appear as XFRD or XFRED; might include merchant name,
i.e. XFRD/vendor/####)
|
Internal Bank Credit balance transfer. Will always be offset with a XFER
FROM #### and will wash out in FRS.
|
No action required. No Documentation required. Use same FRS/OC as XFER FROM
#### to wash charges in FRS.
|
|
XFER FROM #### (Might also appear as XFRD or XFRED; might include merchant name,
i.e. XFRD/vendor/####)
|
Internal Bank Debit balance transfer. Will always be offset with a XFER
TO #### and will wash out in FRS.
|
No action required. No documentation required. Use same FRS/OC as XFER TO
#### to wash charges in FRS.
|
|
CHARGEBACK CREDIT (Might also appear as C/B CREDIT
|
Credit given by the bank for a disputed charge. Chargeback credits are posted
to a credit card IN ADVANCE of the dispute resolution. If a disputed charge
is won by the cardholder, the credit remains; if lost, the credit is debited off
the card with a CHARGEBACK REVERSAL.
|
Reconcile and Approve the credit
to the same FRS/OC as the original disputed charge. Reference the Trans ID#
from the original charge in the notes filed. Print the Transaction Detail page showing the transaction notes
(which will include the debit offset trans ID#) as documentation.
|
|
CHARGEBACK REVERSAL (Might also appear as C/B GROUP REVERSAL)
|
If a disputed charge is lost, the credit is debited off with a CHARGEBACK REVERSAL
|
Reconcile and Approve the charge to the same FRS/OC as the original disputed charge
and chargeback credit. Reference the Trans ID# from the original charge, the
chargeback credit, and the reason the dispute was lost in the notes filed. Print
the Transaction Detail page showing the transaction notes as documentation.
|
|
FRAUD CHARGEBACK
|
Credit given by the bank on a fraudulent charge. Fraud Chargeback credits
are posted to a credit card AFTER the fraud investigation is resolved. Fraud
Chargeback credits stand.
|
Reconcile and Approve the credit to the same FRS/OC as the original fraudulent charge.
Reference the Trans ID# from the original charge in the notes filed. Print the Transaction
Detail page showing the transaction notes as documentation.
|
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Q: Taping a charge slip to the front of
an invoice can obscure information on the invoice, should I tape it to the back?
A: The preferred method would be to tape the charge
slip to a blank white piece of paper (81/2x11) and notate the Transaction Id# on
that paper. Do not use the back side of a document for any purpose (the scanning
team would not be looking for information there) and do not obscure information
on invoices, receipts or other supporting documents.
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Q: When I send over the original invoices
to the FSO team do I also send the charge slip if there is one? What about
other documents such as an internal order log or authorization sheet?
A: Yes. In addition to the original itemized receipt, send any additional
documentation such as the signed charge slip, packing slips, departmental order
log, etc. to be scanned.
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Q: How do I get access so that I can see
the documents that have been scanned into ISW?
A: ISW Access is granted by Financial Services. The main web page for
ISW info is: https://www.fso.arizona.edu/isw/default.asp.
Departmental Accounts - In order to establish a departmental account, please send
your request to FSO Computing Systems at (support@fso.arizona.edu).
Individual Accounts - Individuals must activate their userid before using the FSO
Informatio Services Web. The Information requested is used to verify employee identity.
Your subscription verification will be confirmed by email within 1-2 days.
Authentication method - The system is designed to interface with the FSO, PSOS and
U-Cluster servers. This design allows you to use a userid and password with which
you are already familiar. If you do not have an account on one of these servers,
select Information Services Web authentication method.
Userid - The Userid is determined by the Authentication method selected. If you
selected Information Services Web, the userid is one of your choice, if you selected
FSO Server, the userid is NOT your FRS userid.
New User Screen-Overview
The new user screen is used to set up individual accounts. To set up departmental
accounts (DEPTxxx) accounts send your request to FSO Computing Systems (support@fso.arizona.edu).
For a new user subscription you must indicate an:
Authentication Method
Your 9 digit EID
Birth Date
Campus Phone
Email
Authentication method: We have designed this system to interface with the FSO, PSOS
and U-Cluster servers. This design allows you to use a userid and password with
which you are already familiar. If you do not have an account on one of these servers
select the button labeled Information Services Web.
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Q: How do I know my original receipts will
get to FSO?
A: The ‘PCard Document Retention Checklist’ which acts as the cover
sheet for the monthly document packet contains a ‘confirmation of receipt’
section. FSO will date stamp and fax confirmation that the packet has
been received back to the Department upon request.
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Q: What if the original receipts are
lost in the mail?
A: It is the responsibility of each Department to provide the PCard documents
to FSO. It is recommended that campus units courier or deliver the PCard document
packet to FSO to ensure receipt. If a packet of invoices is lost, every attempt
should be made to contact the vendors and request duplicates of missing invoices.
If duplicates could not be obtained, copies of invoices or ‘missing receipt’
forms could be used.
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Q: A cardholder has not been able
to get an invoice from a merchant and it is time to mail PCard receipts to FSO-
what do I do?
A: If a Cardholder has contacted a merchant and has not been able to get a
receipt, they should then contact the PCard Office for assistance. If the
PCard office can not get a receipt from a merchant, they will instruct the cardholder
to complete a ‘missing receipt’ form.
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Q: The cardholders will not get me
the receipts in time to mail them to FSO- what do I do?
A: If a cardholder has not handed in a receipt or appropriate ‘missing
receipt’ form, use the ‘notes/comments’ section of the PCard Document
Retention Checklist to let FSO know you were unable to obtain a receipt from the
cardholder and then mail in the packet. FSO Compliance will notify the
cardholder they are in violation of policy which could result in suspension or cancellation
of the PCard.
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Q: Do I have to send the bank statement
with the PCard Documents to Financial Services?
A: No. Departments should reconcile transactions to the bank statements
prior to sending the documents to FSO. After reconciliation, it is optional
if Departments want to keep Statements or not. Bank statements contain credit
card numbers. If you do not retain the statement, please shred the document
when disposing.
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Q: Do I send a transmittal form with
my documentation for each card?
A: No. Please include one PCard transmittal form per Department (i.e.
per mailed packet). The form is to help identify the documents as well as
to supply contact information for the Department. The PCard Transmittal form
is located on eforms at:
http://uabis.arizona.edu/eforms/Launcher.asp?FormID=219 .
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Q: After our original P-card
documents have been sent to FSO to be scanned, do we get them back?
A: No. Once the documents are scanned, FSO will be responsible for retention
& the scanned documents will be considered the 'original'. Therefore,
the paper documents are not sent back to the Departments. If an actual paper
invoice or receipt is required for a return, it can be request from FSO for up to
one year.
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How do I ...?
How do I apply for
a Purchasing Card? How long does it
take after I apply?
First, apply to the Purchasing Card Program by completing a department application
(see 'Forms Online'). Second, complete
an online credit card application (see 'Forms Online').
When applying for a credit card online, the EID number and chosen password
are electronically forwarded to Purchasing.
The application is then printed, signed and mailed to Purchasing.
Once an application is received at Purchasing, it usually takes less that
a week to get the card. For detailed
instructions, please see 'PCard Program Information'.
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How do I change information
about a cardholder?
To change a cardholders card limits, address information, reconciler
or approver, complete a change form (see Forms Online).
Software Users have access to change cardholder default FRS account numbers
and object codes under "employee profile list detail screen" in PaymentNet
and are not required to submit a change form or memo.
**Note** A cardholder's department may not be changed.
The existing card would be deleted, and a new card ordered in the new department.
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How do I delete a
cardholder? Do I need to mail the card
back to Purchasing?
To delete a cardholder, complete a 'delete form' (see 'Forms Online').
Deleted cards should be retrieved form the cardholder and destroyed. Please do not mail the card to Purchasing.
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How do I reverse Use
Tax?
Please contact FSO Operations at 621-9196 to reverse Use Tax.
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How do I look up transactions
in PaymentNet that have already posted to FRS?
Transactions can be accessed for up to two years in PaymentNet by using the query
function. Cardholder, merchant, dollar
amount, date and transaction ID; to name a few.
**Note** The PaymentNet transaction ID number appears in reference field one of
FRS.
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How do I ensure a
PCard charge will clear FRS at fiscal year end?
There is no guarantee a PCard charge will clear FRS before year-end however, there
are some steps that can help achieve that goal.
The PCard fiscal year-end will be 10 business days from June 30th to
ensure any transaction that posts to PaymentNet by the last day of June will clear
FRS. To help ensure all PCard charges
post by June 30th, give as much lead-time to merchants as possible; try
not to place back order items on a PCard near year-end, as a merchant will not charge
the card until the item ships; consider putting a moratorium on delivery purchases
the last two weeks in June; and be aware that the transaction date is usually different
from the post date - a purchase made June 30th, will not post to PaymentNet
until July 1st or later.
**Note** The day a transaction posts to PaymentNet is decided by the merchant (by
how and when they batch their credit card machine).
This process usually takes one day to one week, but there is no guarantee.
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How do I report a
lost or stolen card?
Immediately contact the JPMorgan Chase Customer Service Center
at 1/800-270-7760. As soon as possible,
contact the PCard Adminstrator, Karen Brookbanks at 520/621-3288 or
kbrook@email.arizona.edu. A new
card will be issued by the bank and delivered to you.
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How do I dispute a
transaction?
How do I report a fraudulent transaction?
What is the difference between a disputed transaction and a fraudulent transaction? What documentation is required for a disputed
transaction and a fraudulent transaction?
Disputed transactions are errors in billing between the merchant
and cardholder. Some examples include: multiple billing, billing wrong
amount, billing without receiving merchandise, billing on a cancelled order.
To dispute a transaction, follow the procedure below:
- The cardholder should contact the merchant to try and resolve the
error; if the cardholder is unable to resolve the error with the merchant, they
should contact the PCard program administrator with the name and phone number/email
of the person they spoke with. The administrator will assist in resolving
the error.
- If the cardholder and PCard administrator can not resolve the merchant
error, the cardholder (via the reconciler/approver) will go to the PaymentNet transaction
list and click on the charge they wish to dispute.
- Once on the Transaction Detail Record screen, click on Dispute.
- Once in the Dispute Screen the user will need to populate their
email address and select a dispute reason. If the dispute reason that the
user selected requires additional information the needed box will automatically
come up enabling the user to enter the required information for that particular
dispute reason.
- Once all of the required information is input the user will click
on SUBMIT.
- After clicking on Submit two things will happen, 1) a message will
appear on the dispute screen that states “your *$00.00 dispute notification
has been sent to the Dispute Resolution Department for processing”
2) An email will be sent directly to the Dispute Resolution email box notifying
them of the dispute.
- Print the page showing the dispute screen and the message from the
bank. Print the Transaction Detail page showing the transaction notes (which
will include the debit or credit offset trans ID#). These pages (and any correspondence
between JPMChase and the cardholder or PCard administrator) must be submitted
as documentation to the Financial Services Compliance Office along with an invoice
if available (even if for the wrong amount).
- If the dispute reason that the user selected requires additional
documentation the user, after clicking SUBMIT, will receive message on the dispute
screen that states “your $00.00 dispute notification has been sent to the
Dispute Resolution Department for processing. The Dispute Reason that you
selected requires a copy of the receipt, showing the correct amount be sent to the
Dispute Resolution Department. Please email or fax documentation to:
SLC.Disputes@jpmchase.com or 801-590-1316”.
- Once the email has been received by the Dispute Resolution Department
they will put the charge in dispute. By putting the charge in dispute, the
system will change the yellow box on PaymentNet to a red box. When the dispute
is resolved, a credit will be posted to the card. Reconcile and approve the
credit to the same FRS/OC as the original disputed charge. Reference the Trans
ID# from the original charge in the notes filed. Print the Transaction Detail page
showing the transaction notes (which will include the debit offset trans ID#) as
documentation. The system will automatically generate an email that will be sent
to the user at the email address in the original dispute notification. The
resolved email will state: “your $00.00 dispute has been resolved. If
you have any questions please contact the Dispute Resolution Department @ 1800-270-7760”.
Fraudulent transactions are unrecognized transactions. If
the cardholder does not recognize a transaction they should first contact the
merchant; then the PCard program administrator to try to resolve. If
transaction is still unrecognized, the card will be cancelled by following the
procedure below.
Individual VISA Cardholder:
- Cardholder will call the JPMChase Fraud dept at 1/800-270-7760.
- Cardholder will be asked to review all pending transactions to determine
validity of charges.
- The cardholder will be required to complete and return a 'fraud
affidavit' form to JPMChase (supplied by JPMC); the card will be cancelled and a
new credit card will be issued and mailed to the PCard Administrator.
- Retain a copy of the completed ‘fraud affidavit’ form.
The ‘fraud affidavit’ form (and any correspondence between JPMChase
and the cardholder or PCard administrator) must be submitted as documentation to
the Financial Services Compliance Office.
- The cardholder or department liaison should then contact the PCard
program administrator to inform them of the fraud situation. Informing
the administrator will ensure the card is delivered in a timely manner, and
to assist with the fraud process.
- When a fraudulent transaction posts into PayNet, the department
reconciler and approver should NOT dispute the transaction; the
fraud department will investigate on their behalf. The reconciler and
approver must however, write a note in the 'transaction notes' field stating
'fraudulent transaction reported to JPMChase on (date)'. An FRS account
number and object code should be selected, as the transaction will post
to FRS regardless of its fraudulent status.
- A credit will post to offset the fraudulent transaction after
the resolution time frame. The reconciler and approver should notate the original
debit transaction ID number in the 'transaction notes' filed; then reconcile and
approve the credit to the same FRS/OC as the original fraudulent charge. Reference
the Trans ID# from the original charge in the notes filed. Print the Transaction
Detail page showing the transaction notes as documentation. They should also query
for the original fraudulent debit and write the credit transaction ID number
in the 'transaction notes' field.
Departmental VISA Card:
- Cardholder will call the JPMChase Customer Service department at
1/800-270-7760.
- Cardholder will be asked to review all pending transactions to determine
validity of charges.
- If fraudulent charges have occurred, the PCard will be cancelled
and a new credit card will be issued and mailed to the PCard Administrator.
- The cardholder or department liaison should then contact the PCard
program administrator to inform them of the fraud situation. Informing
the administrator will ensure the card is delivered in a timely manner, and
to assist with the fraud process.
- When a fraudulent transaction posts into PayNet, the department
reconciler and approver MUST DISPUTE the transaction. The
reconciler and approver must also write a note in the 'transaction notes' field
stating 'fraudulent transaction disputed on (date)'.
- Once on the Transaction Detail Record screen, click on Dispute.
- Once in the Dispute Screen the user will need to populate their
email address and select a dispute reason. For fraudulent transactions on
a Department PCard, the dispute reason will be ‘I did not authorize this charge’.
- Once all of the required information is input the user will click
on SUBMIT.
- After clicking on Submit two things will happen, 1) a message will
appear on the dispute screen that states “your *$00.00 dispute notification
has been sent to the Dispute Resolution Department for processing”
2) An email will be sent directly to the Dispute Resolution email box notifying
them of the dispute.
- Print the page showing the dispute screen and the message from the
bank. This page (and any correspondence between JPMChase and the cardholder
or PCard administrator) must be submitted as documentation to the Financial Services
Compliance Office.
- Once the email has been received by the Dispute Resolution Department
they will put the charge in dispute. By putting the charge in dispute, the
system will change the yellow box on PaymentNet to a red box. When the dispute
is resolved, a credit will be posted to the card. Reconcile and approve the
credit to the same FRS/OC as the original disputed charge. Reference the Trans
ID# from the original charge in the notes filed. Print the Transaction Detail page
showing the transaction notes (which will include the debit offset trans ID#) as
documentation. The system will automatically generate an email that will be sent
to the user at the email address in the original dispute notification. The
resolved email will state: “your $00.00 dispute has been resolved. If
you have any questions please contact the Dispute Resolution Department @ 1800-270-7760”.
********Note***********
Departmental VISA PCards are considered ‘corporate’ cards, and therefore
do not have the same fraud rights as Individual Visa PCards. Individual Visa
card fraudulent transactions will be processed by the JPMChase Fraud Department
for resolution. Department Visa PCard fraudulent transactions will NOT be
processed by the JPMChase Fraud Department for resolution and must be disputed by
the cardholder/department.
Due
to the restrictive bank fraud rights on the Department PCard program, it is possible
for that the department may lose a disputed fraudulent charge. If this happens,
and the department has complied with the above procedures, the PCard office will
assist the department in filing a loss report with Risk Management to reimburse
any unrecoverable charges deemed to be fraudulent. The Department must report
fraud to the PCard Office & Risk Management within 90 days of the transaction
in order to file a claim.
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How do I purchase
an airline ticket purchase?
Each PCard can be coded as a 'PCard with airline access' or
a 'PCard without airline access'. Airline purchases are blocked on the Classic PCard,
unless requested by the department to be opened.
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How do I reconcile
a travel purchase?
When reconciling Travel related PCard purchases, the following
documentation must be attached to the PCard statement:
- A travel authorization form located in E-Forms at:
http://uabis.arizona.edu/eforms/Launcher.asp?FormID=27) (See Example Below)
- A copy of the airline itinerary, rental vehicle agreement or conference brochure
(if applicable)
- An invoice or receipt indicating the total charge to the PCard
The Travel Authorization number obtained through E-Forms should be indicated
in the “Travel Authorization Number” field of PaymentNet.
Employee travel related purchases paid on the PCard should also be notated on the
Travel Expense Report submitted to the Travel Department. The Travel
Expense report is located on E-Forms at:
http://uabis.arizona.edu/eforms/Launcher.asp?FormID=28.
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Can I ...?
Can a student or part-time employee get a Purchasing Card?
Yes, as long as the student or part-time employee is on the University's payroll
system, they can get a PCard.
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Can I share or delegate
my PCard to another person?
An individual PCard may not be shared with others.
Only the cardholder has authority to make purchases using his or her card.
A department card may be delegated to any employee authorized by the department
business office.
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Can I use the PCard
to 
