PCARD SUPER POWERS
TABLE OF CONTENTS Policy and Procedures Page 3 Registration Page 9 Reconciliation for Cardholders Page 21 Reconciliation for Approvers Page 44 Mobile App Reconciliation for Cardholders Page 53 Mobile App Reconciliation for Approvers Page 70 2
NEW PCARD POLICY & PROCEDURES Effective May 1, 2019 Approved by the President’s Cabinet 3
NEW STREAMLINE PROCESSES BILLING CYCLE DATE ELECTRONIC APPROVAL Starts on No More the 1 st Day Paper of the Expense Month Reports to get Signed 4
NEW STREAMLINE PROCESSES MOBILE APP PAPERLESS Receipt Image Receipts Capture Submission Approval Approval Reconciliation Storage 24/7/365 Anywhere Anytime 5
Spend Limits • Coded with a single transaction and monthly spend limit • Limits aligned to department’s core function, budget and employee’s job responsibility • Spending habits will be audited for card limit adjustments • Alternative payment methods such as cash, check, personal credit card or gift card redemption CANNOT BE USED to circumvent University’s current processes, policies, reviews or approvals for restricted and declined purchases Tax Exemption Status • Classified as a non-profit educational institution and exempt from the Pennsylvania Sales and Use Tax • Cardholder is responsible to ensure that the seller does not charge PA sales tax on the purchase • A Tax Exemption Certificate may be required for on-line merchants and for in-store purchases • Obtain from Business Office @ https://www.cabrini.edu/globalassets/pdfs-website/business- office/pa-tax-exempt-cert-2019.pdf • Cardholder is responsible for contacting merchant to get applicable tax credited back Auditing • Every PCard transaction by every Cardholder is audited by the Business Office each month to verify the business purpose, budget coding and to protect the University from fraud. The University is also subject to audits conducted by the Commonwealth of Pennsylvania and other governing bodies, including an independent end of fiscal year audit 6
POLICY & PROCEDURES USE GUIDELINES • Alcohol : Restricted. The purchase or reimbursement of alcohol, under all circumstances, is Not Permitted, unless when it is a necessary and integral part of a University and/or Fundraising sponsored and authorized event(s) with final approval by the Vice President prior to the event. Cardholder should contact the Business Office to obtain an Alcohol Authorization Letter to present to the merchant at the time of purchase • Artwork and Office Décor : The purchase of decorative accessories, artwork (frames, prints, photos), plants, expensive and/or personalized office supplies (briefcases, luggage, portfolios, pens), nameplates, signage and holiday decorations are Not Permitted • Cell Phones : See Cell Phone Policy • Computer Equipment : Restricted. Contact ITR Employee Awards : Not Permitted. Contact Human Resources • • Floral, Fruit, Gift or Gift Basket (Tribute) Arrangements : If a (Tribute) Arrangement is deemed to be appropriate, requesting office(s) should coordinate with the President’s Office to determine which office will send the (Tribute) Arrangement. Only ONE (1) (Tribute) Arrangement can be sent using University funds. Additional (Tribute) Arrangement receipts submitted by check request for reimbursement will not be processed and PCard charges must be reimbursed back to the University Furniture : Contact Facilities and Procurement Manager • • Gifts and Awards to Students and Others : See Gift Card Policy Gift Cards for Employees : Not Permitted. See Gift Card Policy • • Gift Cards for Students and Other : See Gift Card Policy • Kitchen Appliances : The purchase of kitchen appliances such as refrigerators, microwaves and other kitchen appliances is Not Permitted. Contact Facilities • Series Buying : Is the practice of buying goods via multiple purchase transactions of small dollar amounts to circumvent per single-transaction limits and/or to avoid competitive bidding requirements of larger dollar amounts. Series Buying is Not Permitted • Service Agreements & Contracts : Not Permitted. Contact Procurement Manager Entire Policy Can Be Reviewed At: https://www.cabrini.edu/globalassets/pdfs- 7 website/business-office/pp-pcard-final-rev-5.1.19.pdf
COMPLIANCE Failure to comply with the policies and Policy violations include, but are not procedures outlined in the PCard limited to : Program may result in: Alternative Payment Methods either a temporary suspension or Declined Purchases permanent revocation of charging privileges Excessive Missing or Incorrect Receipts may be subject to disciplinary Fraud, Misuse or Abuse actions in accordance with all Intentional or Unintentional Personal applicable laws, regulations and Charges policies including possible Late or Missed Reconciliation termination of employment Repeated Lost, Stolen or Fraud Card Replacement Any anticipated difficulties or questions Series Buying in complying with this policy should be Shipping Business - Related directed to your Vice President when Merchandise to a Residential Address known or encountered and if necessary Shipping Personal - Related they will engage further discussion with Merchandise to University Financial Administration and/or Cabinet. Tax Charges If you suspect internal PCard misuse, abuse or fraud, you may notify a person of authority or contact the Procurement Manager or file an anonymous report through EthicsPoint at 8 https://secure.ethicspoint.com/domain/media/en/gui/21195/index.html or by telephone by dialing toll-free 888-235-1730
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CARD REGISTRATION INSTRUCTIONS You will need to do the following: 1. Activate your new PCard via Telephone with PNC Bank 2. Set up a Personal Identification Number (PIN) via Telephone with PNC Bank. You will do this at the same time and on the same call as your card activation telephone call 3. Go on-line to Visa IntelliLink Spend Management and establish a Password and a Memorable Word 4. Download the Mobile App for account access and the receipt library depository for cell phone camera ready photos (optional) 10
TELEPHONE ACTIVATION • Call 1-888-339-2228 to activate your card • To Continue in English Press 1 or Press 2 for Spanish • Press # when you hear - “Enter last 4-digits of your account number followed #” • Enter your 16-digit card number followed by # when prompted • Please hold • Enter your 4-digit assigned activation code followed # when prompted > provided to you at training • Enter your 3-digit security code on the back of the card • DON’T HANG UP • You will need to establish a 4-digit PIN. Think of one that is easy to remember but not 1,2,3,4 or 4,3,2,1 • Enter your 4-digit PIN followed by # when prompted • Reenter your 4-digit PIN followed by # when prompted • Your card has been updated, activated, remove sticker > hang up • Safeguard your PIN. DO NOT write it on the back of the card • If you can’t remember your PIN contact the bank • Sign back of card 11
You Will Receive A Welcome Email With Your User Name, Temporary Password And A Link For The Visa IntelliLink Spend Management Portal 12
francesca.s.cabrini@cabrini.edu 1. temporary password 13
2. CHALLENGE QUESTION 14
What is you pet’s name? 3. Answer: ZZZZZ or CCCCC or JJJJJ etc. Your 4. Memorable Z Characters will be the Z same each Z time 15
5. 16
ACCOUNT DISABLED Here are the instructions if your are locked out and need your password reset: 1. Submit a “Forgotten Password Request” 2. This will be sent to your Cabrini email account. It cannot be sent to a personal email address 3. If you do not receive a “Login Details Request” email within 15 minutes, check your junk email folder 4. After 15 minutes, you can make another request 5. If you have not received an email within 30 minutes, please call or email (if no answer) Liz Kanaras 6. If you have not received a confirmation back from Liz Kanaras within 2 hours, please contact Diane Scutti 7. If your account is locked, it will automatically be unlocked after 2 hours or email Liz Kanaras to unlock 17
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Phishing Phone Calls and Emails 19
PNC CUSTOMER SERVICE US 800-685-4039 / OUTSIDE US 706-644-3224 • For English press 1. For Spanish press 2 Repeat press the * sign for the following: • Enter the last 4 digits of your card number followed by # 1. Payment by phone – not applicable • Enter your 4 digit activation code followed 2. 10 last transactions by # 3. Forgot PIN or set up new PIN 4. Mobile Wallet You will hear the following: 5. Report Lost or Stolen card • Account Balance • Available Credit Press 0 for a customer service • Credit Limit • Payment Due – not applicable ALL Cardholders are required to • Repeat account summary press * supply their 4-digit activation • Stay on line code every time a call is placed to Customer Service 20
PCard Reconciliation Instructions for Cardholders 21
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