The purchasing card is a MasterCard issued in the name of the VCSU employee. Employees will be designated by VCSU management to make purchases within assigned spending parameters for official VCSU business needs. The purchasing card will enable employees to purchase goods more efficiently and eliminate the preparation of purchase orders or vouchers (request for payments) to make applicable purchases. The purchasing card payment system is an individual bill/central payment system. The cardholder receives a monthly account statement for information and reconciliation purposes only. VCSU Business Office obtains a consolidated electronic billing file and makes payment to JPMorgan on behalf of all cardholders. Expenditure transactions are processed and posted to the appropriate departmental fund. Individual credit limits, including card and cycle limits, vary as determined by VCSU. Failure to use the purchasing card in accordance with applicable policies and procedures may result in revocation of the purchasing card and may involve appropriate disciplinary action, up to and including termination and possible criminal prosecution. For more information, please contact: VCSU Business Office 701.845.7232 business.office@vcsu.edu

After making purchases with your university purchasing card you will need to download your statement. Statement will be ready in the JP Morgan by the 3rd of the following month.  The statement and receipts/invoices will need to be placed in the Purchasing Card envelope that is supplied by the Business Office. The envelope will need to be filled out, signed by you, and approved by your supervisor. To download your statement log in to JPMorgan by clicking here.

Welcome to the Valley City State University Purchasing Card Program. The VCSU Purchasing Card Administrator is be responsible for administering the purchasing card program. The VCSU Purchasing Card Administrator is Haley Jenrich if you have any questions contact her at 845-7234. The purchasing card program delegates the authority and capability of purchasing low dollar items directly to designated cardholders, allowing them to purchase goods and services faster and easier than before. The basic program authorizes the use of a purchasing card for individual transactions up to and including $1,000. Exceptions may be made on an individual basis after consultation with the supervisor. Use of the purchasing card does not exempt VCSU or its employees from the purchasing/procurement requirements of the State of North Dakota and VCSU policy. NDUS Purchasing Card Policy NDUS Purchasing Card Procedures Purchasing Cardholder Responsibilities Purchasing Card Supervisor Responsibilities What is a University Purchasing Card Commonly Asked Purchasing Card Questions Below is the Purchasing Card Application & Agreement, it will need to be completed, signed by a supervisor and sent to the Business Office for processing. When completing the monthly statement below is a Blank Purchasing Card Statement Template if extra pages are needed, attached to the front of the envelope. If you are missing a receipt or invoice and are unable to obtain a copy from the vendor the Missing Receipt Form will need to be completed, approved my you supervisor and sent to the Business Office with your monthly statement.

Each cardholder is responsible for the following activities: Safeguard the purchasing card. Sign the purchasing card immediately upon receipt. Activate your purchasing card by Calling the Purchasing Card Center Customer Service Department at 1-800-270-7760. Select '1' for english Enter 16 digit card number Enter the last 4 digit employee ID# Keep original itemized receipts from each purchase. Print Statement of Account report to attest that all purchases are for VCSU business and in compliance with all applicable rules and regulations. Forward the signed purchasing card envelope with coding, JPMorgan electronic statement and original itemized receipts to your supervisor. Notify the Purchasing Card Administrator and the supervisor immediately in the event of a lost or stolen purchasing card. Give the purchasing card to the supervisor or Purchasing Card Administrator when employment is terminated. Resolve transaction disputes in a timely manner with JPMorgan Customer Service. The Purchasing Card Administrator should be notified of any disputed items that the cardholder has not been able to resolve. Policy and procedure violations include, but are not limited to: Purchasing items with the card for personal use Failure to return the card when reassigned, terminated, or upon request Failure to submit original itemized receipts/invoices to the appropriate person in a timely manner Transferring assignment of the card to another individual Using the card on Internet Auctions sites, such as EBAY Repeatedly allowing sales tax to be charged when the purchases are tax exempt. Whenever the card is used, please inform the vendor that it is a tax exempt sale. NOTE: VCSU's tax exempt number is embossed on each purchasing card  A purchasing card is:  Purchasing authority delegated by VCSU management to individual VCSU employees For official Valley City State University use only Authorized for purchases of $1000 and under, some exceptions apply Authorized for use with only certain categories of merchants A purchasing card is NOT: A means to avoid appropriate procurement or payment procedures A means to access cash or a line of credit For use with interdepartmental billing (IDB) A right of employment For personal use Purchasing Card Security The purchasing card is to be treated with the same level of care that is afforded personal credit cards. Do not lend the purchasing card to anyone. The only person authorized to use the card is the person whose name appears on the front of the card and who has completed the Purchasing Card Application and Use Agreement forms. Do not post or write the purchasing card account number in any location that is accessible to others. Take additional care when using the card to purchase thru the Internet. Only use internet sites that have an indication that they are a secure sight, such as the padlock located on the lower right. Purchasing card can not be used on Internet Auction sites, such as EBAY. For more information, please contact: VCSU Business Office 701.845.7232 business.office@vcsu.edu  

The cardholder has the responsibility for following up with the vendor or bank (JPMorgan Chase) on any erroneous charges, disputed items or returns, as soon as possible. Disputed billings can result from failure to receive the goods charged, defective merchandise, incorrect amounts, duplicate charges, credit not processed, as well as fraud and misuse. Credits: To request a credit to be applied to the purchasing card account from the vendor, refer to the cardholder receipt. If the item was shipped, refer to the packing slip. Returns: The vendor should issue credit for any item that has been approved for return. The credit should appear on a subsequent statement. Any item returned, that was purchased with the purchasing card must be returned for credit. Do not accept a refund in cash or check. Disputed Items: If the cardholder has a problem with a purchased item or a billing resulting from the use of the purchasing card, the cardholder should first try to reach a resolution with the vendor that provided the item. In most cases, disputes can be resolved directly between the cardholder and the vendor. If you have a disputed charge and cannot reach resolution with the vendor, contact JPMorgan Chase Cardholder Support Team at 1-800-270-7760. Disputed items must be resolved or reported within 60 days of the date that JPMorgan sent the first statement or transaction file. Make sure you keep documentation of credits, returns, exchanges and disputed items. For more information, please contact: VCSU Business Office 701.845.7232 business.office@vcsu.edu

  The following items may be performed by the cardholder's supervisor, the Purchasing Card Administrator, or another designated employee (other than cardholder). Review the information submitted by the cardholder. The amount of review will depend on a number of factors, but the supervisor should, at a minimum, periodically compare receipts to the Statement of Account report submitted by the cardholder. Verify purchases are for business use. The card must not be used for personal transactions. If it is determined that personal or other inappropriate charges are occurring on the purchasing card, appropriate steps, up to and including repayment, cancellation of card, dismissal, and possible criminal prosecution may be taken to solve the misuse/abuse of the purchasing card. Repayment will include any applicable sales tax. Sign the purchasing card envelope to certify that purchases are for business purposes and are in compliance with appropriate rules and regulations to the best of the supervisor's knowledge. Forward the signed the purchasing card envelope, JPMorgan electronic statement and all original itemized receipts to the VCSU Business Office. Departments may keep a copy of the Statement of Account report on file within their department. Return the purchasing card of a terminated employee to the Purchasing Card Administrator. For more information, please contact: VCSU Business Office 701.845.7232 business.office@vcsu.edu

The following resource persons are available to answer questions, solve purchasing card problems, or provide assistance in the areas listed: Purchasing Card Administrator: 701-845-7235 To apply for a purchasing card For questions concerning policies and procedures To replace damaged cards For assistance with vendors For account inquiries For billing information To report a lost or stolen card For assistance with JPMorgan JPMorgan Cardholder Support Team: 1-800-270-7760 To report a lost or stolen card For questions concerning monthly statements To report disputed items For authorization assistance   For more information, please contact: VCSU Business Office 701.845.7232 business.office@vcsu.edu

 What is my single transaction limit? The Single transaction limit is $1,000. What is my total credit line? The monthly credit limit is $5,000. Can I use my P-Card for University-sponsored travel? Yes, travel expense other than meals and gasoline are allowable expenses. Can my credit limit be increased? Yes, have your supervisor email the P-Card Administrator with approval and justification for the credit limit increase. When is my monthly reconciled Statement of Account due and where should it be sent? Cardholders can run their statement of account report on the first of every month. Paperwork is due in Business Office by the 8th of each month. What if my paperwork is going to be late? Email the Purchasing Card Administrator if your paperwork will be late. What do I do if I have a suspicious or fraudulent charge on my statement? Contact the P-Card Administrator or JPMorgan Chase. What if I don’t have an itemized receipt for my transaction? If you do not have a receipt/invoice for a transaction, you will need to contact the vendor for a replacement receipt/invoice. If a merchant asks for a "Bill to" or "Verification" address, what do I give them? The address associated with all VCSU purchasing cards is 101 College St SE Valley City ND 58054 How do I cancel my P-Card? Email the P-Card Administrator and your supervisor. The canceled card will then be given to your supervisor. The supervisor is responsible for shredding and disposing of the card. What if my Purchasing Card is declined? Contact the Purchasing Card Administrator, 845-7232, and it will be determined why your card is being declined. What are examples of items that MAY be purchased with the P-Card: 1 Year Subscriptions Abstract Fees Advertisement for Positions Airline/Amtrak Tickets Books Booth Rentals for Recruiting Students Computer Supplies Equipment ≤ $4,999 Equipment Rentals (Excluding Car Rentals) Fees Healthcare/Medical Services IT Equipment ≤ $4,999 Memberships/Dues Registrations Repairs/Labor Supplies/Office Supplies Tax Reportable Services/Fees (1099) Tools Web Domains Webcasts/Webinars What items are NOT allowed for purchase with my P-Card? Alcoholic Beverages Ammunition/Weapons Cash Advances (ATM or other) Gasoline/Fuel Hazardous Materials Insurance Legal services Motor Vehicles Personal Expenses of Any Kind Radioactive Materials Travel (Excluding Airline/Amtrak Tickets & Registrations)      Per Diem meals will need to be requested through Travel & Expense Reimbursement

What to do when making a purchase? In-Store Purchases Prior to making the purchase, notify the clerk that the purchase is tax exempt. Verify that no sales tax was charged on your receipt prior to leaving the store. Telephone Purchases Prior to making the purchase, notify the vendor that the purchase is tax exempt. Online Purchases “Valley City State University” should be on the first line of the “Bill to Address”. Utilize higher education links (Example: Dell) whenever possible. When not utilizing a higher education link, watch for a check box to indicate the purchase is tax exempt and utilize this option before completing the purchase. What to do when sales tax has been charged? If tax was charged, contact the vendor immediately for a refund to your credit card. The cardholder is responsible for getting the tax refunded. Document on the receipt/invoice the date the vendor was contacted. Amazon Orders Contact Business Office to be added to the VCSU Amazon Business Account Otherwise - Initially you will be charged sales tax. Always put “Valley City State University” on the first line of the billing address. After you place your order you will obtain an order number. Email Amazon at tax-exempt@amazon.com and provide them with your order number and tax exempt certificate Refund may take 3-5 days to show up on your card. Amazon phone number: 866-216-1072 VCSU Business Accounts Many companies have an account for VCSU to process tax exemption. We have listed company accounts you will want to know if you are making purchases with them to receive tax exemption. Menards (ND) - 6001461 Menards (MN) - MN0112260 Office Depot - 63640014 OfficeMax - 000302065497 Wal-Mart (ND) - 1464759 Wal-Mart (Jamestown) - 917879 Wal-Mart (MN) - 1908054 Canon please do the following: Tax exempt orders can be made through Canon Direct; however, your tax exempt status will need to be verified prior to an order being placed. A copy of your Tax Exempt Certificate form will need to be faxed to Canon at 1-800-729-5030, with attention to the Canon Direct Department. The fax should include the following information in addition to the actual Tax Exempt Certificate: - Your contact in Canon Email Support - Company Name - Your Name - Street Address (street, city, state, and zip code) - Telephone number - State EIN (Employer Identification Number) - Email address or eStore ID Once the Tax Exempt Certificate is received, it will be reviewed to ensure all required information is included. Once the certificate has been approved it will be entered into the Canon Direct system. You will be contacted when this process is complete so that you can place your order. Please be aware that any orders placed prior to your tax-exempt status being entered into our system will result in the order having sales tax applied, which will be non-refundable. Once the tax exempt process is complete, orders will be able to be placed online at Canon Direct (http://shop.usa.canon.com) or via our Sales Department at 1-800-828-4040. The department is open from 8:00 a.m. to Midnight (Eastern Time), seven days a week. For more information, please contact: VCSU Business Office 701.845.7232 business.office@vcsu.edu