Procurement

Card

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No reimbursement

needed

No checks to print

No checks to cash

Electronic approval

process

Receipts images are

scanned

View current

transactions at any

time on the website

View prior

transactions/receipts

for returns, vendor

history, etc.

No expense reports to

handwrite

No math

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Budget is not updated immediately for

department tracking

Potential to not always get the best price,

delivery, or quality

Notification to central receiving of

purchases

Fraud risk

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Your card MUST be activated to work. Call the number on the sticker that is on your card. The last 4 digits of your social security number is your activation code.

If you have an issue or your card does not work, call the number on the back of your MasterCard.

When calling JPMorgan Chase you will need to supply them with a code before they will speak to you about your account. This number will also be the last 4-digits of your social security number.

To report your card lost or stolen, please call JPMorgan Chase at 1-800-316-6056. This call must be placed immediately. Contact the Controller’s office within 24 hours to also report the incident.

Your default card limit is $5,000.

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Our billing cycle ends on the 4th of every month unless the 4th falls on a

weekend, then it will be on the Friday before the 4th.

If the transactions are not cleared by the deadline your card will be

automatically suspended until charges are cleared.

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Ohio Wesleyan University 2014-2015 Procurement Card Schedule

Cycle Name Cycle Start Date Cycle End Date Review

transactions by Approve

transactions by Transactions posted to

the general ledger

April 2014 3/5/2014 4/4/2014 4/14/2014 4/19/2014 4/21/2014

May 2014 4/5/2014 5/2/2014 5/12/2014 5/17/2014 5/20/2014

June 2014 5/3/2014 6/4/2014 6/14/2014 6/19/2014 6/22/2014

July 2014 6/5/2014 7/4/2014 7/14/2014 7/19/2014 7/22/2014

August 2014 7/5/2014 8/4/2014 8/14/2014 8/19/2014 8/22/2014

September 2014 8/5/2014 9/4/2014 9/14/2014 9/19/2014 9/22/2014

October 2014 9/5/2014 10/3/2014 10/13/2014 10/18/2014 10/21/2014

November 2014 10/4/2014 11/4/2014 11/14/2014 11/19/2014 11/22/2014

December 2014 11/5/2014 12/4/2014 12/14/2014 12/19/2014 12/22/2014

January 2015 12/5/2014 1/2/2015 1/12/2015 1/17/2015 1/20/2015

POLICY

REVIEW

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Cell phones or monthly cell phone service

Controlled substances

Donations

Fines and penalties

Gambling in any form

Gift cards

Guns, weapons, ammunition, or explosives

Hazardous chemicals

Illegal transactions

Internet connectivity

Personal items, services, or expenses

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Office supplies

Office Furniture

Printing and Stationery

Catering on campus

Computers and Software

Goods that require contracts

Professional Services

Promotional Materials

Replacement Items

Long-term rentals (2 months or longer)

Items to be capitalized – Items worth $5,000 or more

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Do NOT divide one purchase into two or more transactions

in order to stay within the transaction limits that have been

determined by the supervisor.

Do NOT receive cash back for refunds or exchanges; all

amounts are to be credited directly to the credit card account.

Do NOT allow others to use your card under any

circumstances. It is to be used by the cardholder whose name

appears on the card ONLY.

ALL purchases made with Ohio Wesleyan procurement cards

must be shipped to an Ohio Wesleyan University address.

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Ordering Online Pitfalls

Know who and where you are ordering from.

Watch delivery dates and in-stock availability.

Check for preferred Vendors (Vendors we use all the

time that have provided us competitive pricing, no

hassle free delivery, and a quality products).

We have agreements with suppliers. Please be sure

you have access to our account pricing on websites.

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DON’T PAY SALES TAX – We are tax exempt and the forms are available on the Purchasing site. Purchasing.owu.edu.

Delivery Address. The delivery address should be:

Ohio Wesleyan University

Central Receiving (Optional if there is room)

Attn: Your Name (NOT optional-needed for central

receiving)

28 Hayes Street

Delaware, OH 43015

Tips

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E-mail notification will be sent when the cardholder statement

is ready for review.

Cardholder has 10 days to login to the website and review the

account.

Website: http://smartdata.jpmorgan.com/

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Assign account number to all legitimate charges.

Attach receipts by uploading them into the system. Original

receipts will remain with the cardholder.

Enter business purpose.

Submit E-mail to Authorized Approver after review.

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Meals and entertainment transactions require the

following additional information to be included in

the notes of the transaction on the website.

o name of the event

o date of the event

o location of the event

o business purpose

o names (or description) of all those involved in the event

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Procurement transactions must clearly identify the items

being purchased.

All charge slips should be itemized, meaning they should

include:

o item descriptions

oquantities

ounit costs

o the total cost

o the date of transaction

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Contact the vendor, and if after two weeks the vendor does not

correct the inappropriate charge, the cardholder should

complete a transaction dispute form on SDOL and send it to

JPMorgan Chase.

JPMorgan Chase will further investigate the disputed charge

and grant a provisional credit for disputed item during the

course of the investigation.

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Do NOT allow others to use your card under

any circumstances. It is to be used by the

cardholder whose name appears on the

card ONLY.

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TRANSACTION METHOD OF PAYMENT

Computer Equipment and Software Purchase Requisition

Conference Fees P-Card

Contracts for goods or services Purchase Requisition

Donations Check Request

Food Service Invoices for On-site Catering Approve Vendor Invoice

Furniture Purchase Requisition

Gift Cards Check Request

Internet charges/Apple Apps Reimbursement

Items to be Capitalized Purchase Requisition

Long-Term Rentals (2 months or longer) Purchase Requisition

Office Supplies Online Order Site of Preferred Vendor

Payments to individuals (consultants, sports officials, speakers) Check Request

Printing and Stationery Purchase Requisition or Duplicating

Promotional Materials Purchase Requisition

Replacement Items from damages or loss Purchase Requisition

Supplies over $5,000 (Lab Supplies, Books, etc.) Purchase Requisition

Supplies under $5,000 P-Card or Purchase Requisition

Travel (Auto Rental, Hotel Stays, Meals) P-Card

Mileage Smartdata online “add cash transaction”

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Please keep in mind the following

turnaround times for purchase order and

checks. Urgent, last minute requests put

everyone else’s requests on hold. Please plan ahead.

› Purchase order turn around time: 7-10 days

› Check request turn around time: 10 business

days

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Add Cash Transactions: All out of pockets

reimbursements should be entered in this system.

Splitting Transactions

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Please click the e-mail button when complete with your review to notify your supervisor that your report is ready for approval.

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Outstanding account balances will no longer be

available on the OWU Webportal.

This process is all electronic now, therefore charges

must be cleared by the deadline. If there is an

outstanding balance in the account associated

with you card, your card may be suspended until

charges are cleared.

Also, your card will be monitored for unauthorized

uses based on our Policy. If the card is used for an

unauthorized purpose, the card may be

temporarily suspended.

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• Account numbers must be complete

and accurate.

• They must contain the correct expense

account.

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• Purchase Orders encumber money right

away.

• P-Card purchases do NOT!

• Please watch your budgets closely and

check the budgets before spending.

• How do you check your budget?

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Type Smartdata.jpmorgan.com in any browser

Click on Cardholder Self-Registration

Your Account Number is your card number

The Company Code is 88475123

If you have any questions, please refer to

the Procurement Card Policy, or contact

the Purchasing Office at 740-368-3377 or

the Accounting Office at 740-368-3360.

Please sign your Cardholder Agreement

Folder Review

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