{"id":90,"date":"2022-12-19T09:42:46","date_gmt":"2022-12-19T14:42:46","guid":{"rendered":"https:\/\/inside.wooster.edu\/contracts-procurement\/?page_id=90"},"modified":"2024-03-13T09:52:58","modified_gmt":"2024-03-13T13:52:58","slug":"tips-and-tricks-for-p-card-holders","status":"publish","type":"page","link":"https:\/\/inside.wooster.edu\/contracts-procurement\/tips-and-tricks-for-p-card-holders\/","title":{"rendered":"Tips and Tricks for P-Card Holders"},"content":{"rendered":"\n<p><strong>Deadlines<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>All transactions must be reviewed on-line by the last business day of each month.<\/li>\n\n\n\n<li>Monthly packets are due to the Business Office by the 10<sup>th<\/sup> day of the following month.<\/li>\n<\/ul>\n\n\n\n<p><strong>Emergency Service:<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Emergency defined as card declined, fraudulent charges, lost, or stolen.&nbsp;&nbsp;&nbsp;&nbsp;<\/li>\n\n\n\n<li>&nbsp;<strong>Always Contact Chase Customer Service first at 1-800-316-6056.<\/strong><\/li>\n\n\n\n<li>Reporting a lost card. When calling the number above, the system will prompt you to provide your full 16 digit account number three times before allowing you to speak with a customer service representative.&nbsp; Please wait for the prompt to speak with the service rep, you will not need your full account number to report it lost.<\/li>\n\n\n\n<li>For emergency, or after hour service and weekends, contact Tracy Holtz via cell phone at 330-464-1826.&nbsp;<\/li>\n<\/ul>\n\n\n\n<p><strong>Fraud<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Chase will call and email cardholders whose P-card accounts may be at risk to Vendor fraud.<\/li>\n\n\n\n<li>Chase will never ask for your complete Social Security number, password and security questions in person or via email.<\/li>\n\n\n\n<li>If you receive an email asking to update information please do not reply, forward the email to <a href=\"mailto:tholtz@wooster.edu\">tholtz@wooster.edu<\/a>.<\/li>\n\n\n\n<li>It is also helpful to let Chase customer service know when you will be traveling out of the state or country.<\/li>\n\n\n\n<li>Login regularly preferable once a week to ensure secure activity.<\/li>\n<\/ul>\n\n\n\n<p><strong>Business Purpose<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Please be very descriptive when entering information into the Description field on the Chase website.&nbsp; For example: Hotel expense of $100.00 at a Holiday Inn should be described as \u201clodging to attend GLCA conference\u201d not just \u201cLodging.\u201d<\/li>\n\n\n\n<li>When paying for meals with multiple guests, always include the business relationship to the College and a list of their names (or if a large group, a description of the group.)<\/li>\n\n\n\n<li>If traveling for College business, an itinerary of the trip should be included with your packet.<\/li>\n<\/ul>\n\n\n\n<p><strong>Personal Use and Restricted Use:<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Never use your Pcard for Personal use.\u00a0 Personal is considered misuse of your card.\u00a0<\/strong><\/li>\n\n\n\n<li><strong>Always check with I.T. before buying computers, or equipment for computers. Make sure they can secure and service this type of equipment.<\/strong><\/li>\n\n\n\n<li>Reimburse the College immediately if a personal transaction is completed accidentally.&nbsp; Do not include check for reimbursement in your packet.<\/li>\n\n\n\n<li>Leave your card in the College provided sleeve as a reminder.&nbsp;&nbsp;<\/li>\n\n\n\n<li>Do not use your card on the College of Wooster Campus<\/li>\n\n\n\n<li>Certain MCC (Merchant Codes) have been blocked from use, i.e. Jewelry stores or specialty stores.<\/li>\n<\/ul>\n\n\n\n<p><strong>Receipts<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Itemized\/detailed receipts are required for every purchase $25 and over. If an itemized\/detailed receipt is not available, the cardholder must complete a <strong>Missing Receipt Affidavit (including appropriate approval<\/strong>.)<\/li>\n<\/ul>\n\n\n\n<p><strong>Approvals &nbsp;<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Purchases over your Datatel limit or purchases pertaining to travel and entertainment require additional approval.<\/li>\n\n\n\n<li>Purchases from grant (12 &amp; 13 accounts) will require approval from the PI.<\/li>\n\n\n\n<li><strong>Approvals should be obtained before the final packet is sent to the Business Office for review<\/strong>.<\/li>\n<\/ul>\n\n\n\n<p><strong>Sales Tax<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>If the correction has not been made prior to reconciling the statement, the employee must document sales tax with an explanation of their efforts to correct the charges.<\/li>\n<\/ul>\n\n\n\n<p><strong>Account Corrections<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>If you require an account correction after the end of the month, please notify the Business Office by e-mail.<\/li>\n\n\n\n<li><strong>Do not include a note in your statement packet.<\/strong><\/li>\n\n\n\n<li>You may email Jennifer Kirkpatrick jkirkpatrick@wooster.edu with the change.<\/li>\n<\/ul>\n\n\n\n<p><strong>Credit limit<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Please contact a P-card administrator for an increase in your credit limit.<\/li>\n\n\n\n<li>Approval is needed for an increase but can happen in real time.<\/li>\n<\/ul>\n\n\n\n<p><strong>Adding GL Account Numbers<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Email requests to a P-card administrator to add GL account numbers that you are authorized to use.<\/li>\n\n\n\n<li>Approval is needed for the addition but can happen in real time.<\/li>\n<\/ul>\n\n\n\n<p><strong>Software and Support<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>The Chase website will now perform using Google Chrome and is preferred.&nbsp; &nbsp;&nbsp;<\/li>\n\n\n\n<li>Chase recommends Chrome or Safari for Mac users.<\/li>\n\n\n\n<li>Chase provides application user guides and on-line help in the resource center on the right-hand side of the home screen.<\/li>\n<\/ul>\n\n\n\n<p><strong>Object codes:<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Please make sure you are using the correct object code for your expenses.&nbsp; If you are not familiar with object codes and how they are to be used contact your budget manager.&nbsp;<\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>Deadlines Emergency Service: Fraud Business Purpose Personal Use and Restricted Use: Receipts Approvals &nbsp; Sales Tax Account Corrections Credit limit Adding GL Account Numbers Software and Support Object codes:<\/p>\n","protected":false},"author":3,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"class_list":["post-90","page","type-page","status-publish","hentry"],"_links":{"self":[{"href":"https:\/\/inside.wooster.edu\/contracts-procurement\/wp-json\/wp\/v2\/pages\/90","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/inside.wooster.edu\/contracts-procurement\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/inside.wooster.edu\/contracts-procurement\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/inside.wooster.edu\/contracts-procurement\/wp-json\/wp\/v2\/users\/3"}],"replies":[{"embeddable":true,"href":"https:\/\/inside.wooster.edu\/contracts-procurement\/wp-json\/wp\/v2\/comments?post=90"}],"version-history":[{"count":10,"href":"https:\/\/inside.wooster.edu\/contracts-procurement\/wp-json\/wp\/v2\/pages\/90\/revisions"}],"predecessor-version":[{"id":212,"href":"https:\/\/inside.wooster.edu\/contracts-procurement\/wp-json\/wp\/v2\/pages\/90\/revisions\/212"}],"wp:attachment":[{"href":"https:\/\/inside.wooster.edu\/contracts-procurement\/wp-json\/wp\/v2\/media?parent=90"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}