Each card is assigned a default general funds account number and object code in the University accounting system. These defaults may be changed when verifying transactions. Payments for all transactions made with Procurement Cards are made directly to suppliers by Citibank. The University subsequently makes a single monthly payment to Citibank.

The Procurement Card Program is not intended to supplant the University's existing purchase order system. It is intended to broaden the University's portfolio of procurement methods. Ideally, the Procurement Card is to be used for the purchase of supplies and services less than $2,500 in value. Items, valued at more than $2,500 should be procured through the issuance of a University purchase order. The Procurement Card program is also not intended to be used for travel/hospitality expenses. These types of services should be procured through the University American Express travel Card Program (administered by the Controller's Office, Travel Section).

The maximum single transaction limit for Procurement Card purchases is $2,500. Individual Cardholders will be extended monthly credit limits based upon their needs.

University Procurement Cards shall expire every four (4) years. Authorized Cardholders shall be provided with a new Procurement Card automatically. Upon receipt of a new Card, it shall be the Cardholder’s responsibility to destroy the expired Card.

The department chairperson/administrator shall be responsible for notifying Purchasing Services’ Procurement Card Administrator regarding any change in the employment status of a Procurement Cardholder. Upon receipt of such notification, the Administrator shall contact Citibank and have the Card canceled immediately. The department chairperson/administrator shall also be responsible for destroying the Card.

If a department chairperson/administrator wishes to have a Cardholder’s Card canceled for any reason, this may be done immediately by calling Purchasing Services’ Procurement Card Administrator.

The Card is University property and should be secured as one would secure personal credit cards. If a Card is lost or stolen, Purchasing Services’ Procurement Card Administrator and Citibank should be notified immediately. Citibank Customer Service may be reached at 800-248-4553, 24 hours a day, 365 days a year. Upon verbal notification of a lost or stolen Card, Citibank will block any further use of the Card until a replacement has been provided. A replacement Card with a new account number will be mailed within two (2) business days. The University/Cardholder will not be held liable for any purchase(s) or charge(s) incurred by use of the Card following receipt by Citibank of notice in writing of the loss or theft of a Card. If a Card is stolen, it is also recommended that the University Security Office be notified.

Use of the Card must be consistent with good purchasing practices and with University procurement policies and procedures. The Card may be used with any supplier that accepts credit cards as a form of payment. Ideally, a supplier solicited to provide a needed supply or service should be one with a historically good business relationship with the University.

The Card may be used for most of the types of purchases necessary to conduct the University’s research and teaching activities. Any purchase $2,500 or less in unit price, or total aggregate value, for the categories listed below may be considered to be an acceptable use of the Card.

		Office Supplies
		Laboratory Supplies
		Housekeeping/Maintenance Supplies
		Computer Supplies/Software
		Small Equipment and Appliances
		Subscriptions
		Conference/Seminar Registrations
		Dues
		Publications/Reprints
		Delivery Services (e.g., UPS, FedEx, etc.)
		Equipment Repairs

Some categories of suppliers have been “blocked” from usage with the program. If a Cardholder attempts to make a purchase from one of these suppliers, the transaction will be declined. Examples of blocked suppliers include: automobile rental agencies, hotels, restaurants, etc.

When using the Procurement Card to make a purchase in person at a supplier, present the merchandise and the Card to the cashier. Inform the cashier that the merchandise being purchased is for use by the University and that the purchase is exempt from sales tax. The University’s Retail Sales Tax Exemption number is 3100612-6 and is printed on the Card. Most suppliers with which the University regularly conducts business know the University is exempt from sales tax and already know the University’s sales tax exemption number. The cashier should then process the sales transaction and present the Cardholder with a transaction receipt to sign for the net value of the merchandise being purchased. This receipt should be retained to document the transaction. The receipt may also be needed should it be necessary to return or exchange the merchandise purchased or resolve any billing disputes

After confirming the price, availability and specifications of the needed merchandise, the Cardholder should advise the supplier’s representative that they wish to place an order using a Johns Hopkins University Procurement Card. The Cardholder should inform the supplier not to charge the Card until the item(s) being purchased is actually shipped.

Advise the supplier that all packages/packing slips must identify the Cardholder’s name and University address. All mailing labels/packing slips should state “Procurement Card” as the method of payment. The Cardholder’s account number should not appear on any mailing labels or packing slips. This number needs to be kept as confidential as practicable.

Vendors should be advised not to send separate invoices for the item(s) purchased to the University’s Accounts Payable office. The supplier will receive payment directly from Citibank.

Occasionally, it may be necessary or convenient to place an order through the U.S. Mail. In instances of this kind, any required Procurement Card information, e.g., account number, Card expiration date, etc., should be mailed to the supplier in a sealed envelope. To protect the confidentiality of the Cardholder’s Procurement Card information, this information should never be sent by postcard.

Occasionally, it may be necessary or convenient to place an order by fax. This means of ordering is discouraged. It is very easy to compromise a Cardholder’s Card information using this means of ordering.

Each Cardholder will receive a monthly statement from Citibank. This statement will identify each transaction made with the Card during the previous billing cycle. If there has been no activity on the Card during a billing cycle, no statement shall be received.

Items should not appear on the statement that have not been shipped by the supplier. The supplier has been instructed to enter an item for payment only after it has been shipped. Each month, the Cardholder should reconcile their monthly statement with their receipts and monthly log of Procurement Card transactions. Monthly statements should be kept on file for seven (7) years along with other Procurement Card transaction documents.

There may be occasions where purchase transactions listed on a Cardholder’s monthly statement do not correspond to the Cardholder’s records. Should such an instance occur, the Cardholder should first contact the supplier involved to resolve the error. If a supplier agrees an error has been made, it will credit the Cardholder’s account.

Citibank shall acknowledge a Cardholder’s request to resolve a disputed charge within thirty (30) days of notification, unless it has already corrected the error. Citibank shall correct or explain why it considers a disputed charge to be correct within ninety (90) days of a disputed charge.

Each month, Accounts Payable will receive a data transmission from Citibank identifying all University Procurement Card transactions for that billing cycle. Accounts Payable shall remit payment to Citibank electronically for all identified charges. Charges will be made to the individual Cardholder’s designated University account number(s). Cardholders do not have to forward anything to Accounts Payable for their bill to be paid.

Purchases made using the Procurement Card are subject to audit/review by appropriate University personnel. Outside auditors may also review Procurement Card documentation if warranted. For these reasons, it is important that all Procurement Card documentation such as receipts, packing slips, etc. be retained on file by Cardholders for seven (7) years.

After signing on to the JHU Mainframe and clearing your screen, type EASY and press the "ENTER" key. This will bring you to the Purchasing Credit Card Statement System Menu Selection Screen. The cursor will be positioned at the Service Selection field.

1. The Action Line. A different list of commands will appear at the top of each screen. To perform a command, move the cursor to the Home position by pressing the "HOME" key on your keyboard. Type the letter of the command you want to execute, and press the "ENTER" key.

2. Service Selection #1 allows the Cardholder to review his/her own transactions from the current billing cycle and to search for a billing statement by billing month/year.

3. Service Selection #2 allows the Verifier to review and approve all billing statements of Cardholders for whom he/she is responsible and to search for a billing statement by billing month/year and/or credit card number.

4. Service Selection #3 allows the Verifier or Inquirer to search for billing statements in a specified Area or Area-Org.

5. Service Selection field - Type a 1, 2, or 3.

6. Search Criteria fields. The billing month/year will always default to the current billing cycle, which is the previous month. Prior months/years may be entered in this field for review purposes only. The JHU Card Number field is used in conjunction with Service Selection #2 to search for a billing statement by billing month/year and/or credit card number. The Area/Org field is used in conjunction with Service Selection #3 to search for billing statements in a specific Area or Area-Org.

7. Information area. Error messages and action line prompts will appear here.

1. To approve all the transactions listed, type A for Approve at the "HOME" position. Press the "ENTER" key.

2. To approve a specific transaction, cursor down to the desired transaction. Tab to REVW Stat field, and type A for Approve. Press the "ENTER" key.

3. To change the default account code to a different account code on a specific transaction, cursor to the desired transaction. Tab over to REVW Stat field, and type A for Approve. Tab to Account field, and type over the default budget code with the new budget code. Press the "ENTER" key. Press the "ENTER" key. Notice that the PROC Stat field has changed from ORIG to CHNG.

Once all changes and approvals are complete, return cursor to the "HOME" position, type S to Save. Press the "ENTER" key.

The Restore command on the action line puts the default account code back onto any, and all, transactions where the account code has been changed, or where the cost of a transaction has been split. The Restore command does not change an approved transaction back to unapproved status.

  

_ : Goback Help Save Quit ---------------------------------------------------------------------------------------- EASY: 4.32 Purchasing Credit Card Statement 08/23/2004 16:53:46 Page 1 of 1 Cardholder: XXXXX, XXXX Card No: 1234567 Billing Cycle: 07/2004 _____________________________________________ FAS Sweep date: 08/29/2004 | Transaction Date: 07/04/2004 | Transaction | ORIGINAL acct. amount: 47.19 | Merchant Date | ORIGINAL Acct: XXXX-XXX-XXXX-XXXX | WILCOXON RESEARCH INC 07/04/2004 | | COASTAL OFFICE PRODUCTS 07/04/2004 | New Accounts Amount | MWI*INMAC 07/05/2004 | ___ ____ ____ ____________ | PARALLAX INC 07/05/2004 | ___ ____ ____ ____________ | MONDO TRONICS 07/07/2004 | ___ ____ ____ ____________ | MC MASTER CARR SUPPLY CO 07/13/2004 | ___ ____ ____ ____________ | DAWNS OFFICE SUPPLY 07/17/2004 | ___ ____ ____ ____________ | | ___ ____ ____ ____________ | |____________________________________________| Total for billing cycle: 1,376.99 Press the HOME key to go to the Action line.

To split the cost between different accounts for a specific transaction:

1. Press the "HOME" key and type X for Xsplit. Your cursor will be at the REVW Stat field. Cursor to the desired transaction. Type A for Approve in the REVW Stat field. Press the "ENTER" key.

2. Enter desired budget numbers and amounts. Individual transactions may have up to six (6) budget numbers, and the system only requires AREA-ORG-OBJT. Include a decimal when entering amounts.

3. Once completed, press the "ENTER" key.

4. Type S to Save your work and press the "ENTER" key. The system will return to the previous screen.

5. Notice that a separate line is listed for each account code, and that the Proc Stat has changed from ORIG to SPLIT.

To see the detail about a specific transaction:

1. Press the "HOME" key and type D for Detail.

2. Cursor to the desired transaction and press the "ENTER" key.

3. If desired, print the transaction and its detail by using your computer's print function.

4. Type G to Goback to the previous screen.

5. At the "HOME" position, type T for Text, to document the dispute. Cursor to desired transaction. Tab to the REVW Stat field.

6. At the REVW Stat field, type D to mark this transaction as a disputed transaction. Press the "ENTER" key. The text edit screen will appear.

7. Once dispute has been documented, press the "HOME" key. Type U to Update the text to the transaction, and press the "ENTER" key. System will return to the previous screen.

8. Cursor will be at the "HOME" position. Type S to Save.

Disputed transactions will be paid at the sweep date. The vendor should issue a credit for the disputed transaction. Departments are responsible for developing a system that tracks disputed transactions as well as credits.

To exit the EASY System, press the "HOME" key. Type Q to Quit. System will present a blank screen. Access to another JHU electronic system (i.e., EB14, REQN, ESUP, etc.) may be entered or one may exit the JHU Mainframe. To exit from the JHU Mainframe, type QUIT then press the "ENTER" key.

Reminder: The sweep date is the third from the last business day each month. All transactions must be reviewed and approved prior to the sweep date.