University of Rochester
Purchasing Card Program
Summary
CONFIDENTIAL AND PROPRIETARY INFORMATION
The contents of this material are confidential and proprietary,
and may not be reproduced, disclosed, distributed or used without the express
permission of an authorized representative. Any other use is expressly prohibited
Pcard Program Overview
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Only existing cardholders and managers will be transitioned to US Bank
program
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Program expansion will not be initiated until after the initial cardholders and
managers are transitioned and the program has been stabilized.
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Pcard Holders and Managers are expected to complete all training (Pcard
Program Overview and US Bank application).
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JP Morgan cards are effective until you have been issued and have activated
your US Bank Pcard.
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It is anticipated that US Bank Pcards will not be issued prior to December 2nd
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Pcard Program
HOW IT WORKS
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Cardholder makes an authorized business-related purchase by charging it on their US Bank
Visa Card.
Cardholder must upload the receipt(s) along with any additional supporting documentation in
the Access Online Internet application.
Cardholder reviews P Card transactions daily/weekly in the Access Online Internet
application.
Cardholder reconciles receipts to the Transaction Detail Report and to the Commercial Card
Statement, both from Access Online.
The P Card Manager reviews and approves the Cardholders’ transactions in the Access
Online internet application.
P Card Manager reviews all charges within the current billing cycle for distribution to the
appropriate general ledger account, valid business purpose and adequate supporting
documentation. The P Card Manager signs and dates the Commercial Card Statement from
US Bank on a monthly basis.
Cardholders need to keep original receipts and supporting documentation, transaction detail
reports, and bank statements, within the department for ledger reconciliation and audit
requirements
The bank pays the merchant when merchant submits the transaction.
University of Rochester pays the bank each billing cycle. (25th of each month)
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Pcard Program Support
US Bank Pcard Technical Support
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Access Online Help Desk – (877) 887-9260
- General Website Navigation Inquiry
- Resetting Passwords
- General Account Inquiry
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24-Hour Customer Service- (800) 344-5696
- Balance Inquiry
- Statement Inquiry
- Disputed Items
- Declined Purchases
- Card Activation
- Lost, Stolen or Compromised Card
University of Rochester Pcard
Policy Support
Pat Smith
Pcard Administrator, 585-275-8900
Pat_Smith@urmc.rochester.edu
Mary Margaret Scanlan
Purchasing Assistant/Pcard Program, 585-273-3512
Marymargaret_scanlan@urmc.rochester.edu
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Pcard Program Resources
Pcard Resources – Purchasing Website
Pcard Policy:
http://www.urmc.rochester.edu/purchasing/how-to-purchase/purchasing-card.cfm
Quick Reference Guides and User Guides:
http://www.urmc.rochester.edu/purchasing/how-to-purchase/PcardLearningResources.cfm
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Cardholder Roles and Responsibilities
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Upon accepting the P Card, cardholder becomes an authorized purchaser for the
University with specific responsibilities for expending University funds as follows:
Limit purchases to $1,500 or less.
Keep original receipts, scan and upload into Access Online
Utilize lowest price.
Protect the security of his/her P Card and P Card number.
Do not make P Card purchases from friends or relatives where he/she has a
financial interest.
Do not accept any gift or gratuity from any supplier.
Ensure that items prohibited from purchase with P Card are not procured.
(Refer to the exclusion list in your handouts).
Ensure that purchases are not made from any vendors on the Office of the
Inspector General (OIG) Vendor Exclusion list (Click on link to
https://www.sam.gov/portal/public/SAM/ to determine whether vendor has
been debarred.
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Cardholder Roles and Responsibilities
 Follow the guidelines related to special requirements for Sponsored
Projects.
 Upload transaction receipts into Access Online
 Give supplier detailed shipping instructions. Following is the preferred
format for shipping instructions:
 University of Rochester
 Requesters Name/Department Name & Room #
 Street Address and Box #
 City, State and Zip
 Purchases for the Medical Center should always be shipped to Receiving at
575 Elmwood Avenue, Rochester, NY 14642.
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Cardholder Roles and Responsibilities
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Every Week (at minimum):
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Log into Access Online (https://access.usbank.com/cpsApp1/index.jsp)
Review Transactions
Ensure that all purchases have been coded appropriately
Reconcile all original receipts and/or packing slips with pricing information in
Access Online
Upload receipts into Access Online prior to the 25th of each month
If necessary, reject/dispute goods and services and work with supplier(s) to resolve issues
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Immediately inform Department P Card Manager of the potential dispute
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It is your responsibility to ensure appropriate resolution of all disputes
All receipts and statements supporting P Card transactions for the current and past fiscal
years must be kept at the department level (in accordance with official records retention
policy) The University’s policy on record retention may be found at
http://www.rochester.edu/adminfinance/records.html
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Department P Card Managers
Roles and Responsibilities
P Card Managers:
Provide general oversight and accountability within departments
Perform the only detailed review done for Purchasing Card purchases
Serve as cardholder’s first point of contact for Access Online and
program related clarification/questions
Ensure that purchases are not made from any vendors that are
identified as debarred (https://www.sam.gov/portal/public/SAM/)
Every Week (at minimum):
Log into Access Online (https://access.usbank.com/cpsApp1/index.jsp)
Reconcile department-wide transactions against receipts
Ensure receipts are uploaded for all transactions
Ensure purchases are within program guidelines
Investigate unusual items or spending patterns immediately
Review transaction coding, re-classify or split if necessary
Dispute transactions if necessary
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P Card Program Administrator
Roles and Responsibilities
 Purchasing Card Administrator will:
 Provide help desk support to Finance and P Card Managers
 Ultimately be responsible for maintaining the Purchasing
Card infrastructure within Access Online
 Monitor UR Purchasing Card program success
 Audit card use as necessary and report irregular/suspicious
activity to UR Audit for follow-up
 Coordinate with US Bank Customer Relations Team
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Accounts Payable
Roles & Responsibilities
END OF BILLING CYCLE:
 Accounts Payable pulls the Access Online statement on the 25th day
of the month. Cardholders need to assure all transactions have been
reviewed, approved and receipts uploaded prior to the 25th.
 Transactions posted after the 25th of the month will appear in the next
billing cycle. (i.e. transaction posts on 11/27, you will have until 12/25
to adjust the account to be charged and upload receipts)
 Once the statement is downloaded, transactions not reconciled will be
coded to the default GL Account Codes and cannot be approved,
rejected, disputed or reallocated.
 Accounts Payable will process US Bank’s invoice for payment.
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Program Guidelines & Activity Review Control
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All cardholders are responsible for the security of the Purchasing Card issued to
them.
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Any purchases made on the card are assumed to have been made by the
cardholder.
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The Purchasing Card should be used for pre-approved commodities only.
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In general, do not use your U of R Purchasing Card for commodities identified as
exclusions in the Purchasing Card Policy.
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Card usage will be audited.
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Compliance with Purchasing Card Program policies is monitored by Purchasing
and UR Audit.
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Purchasing staff review transactions frequently and may require a copy of
documentation at any time for transactions which are questionable or may be
deemed inappropriate. Poorly documented transactions will be referred to
University Audit for follow up.
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Pcard Policy Card Restrictions
Red Flag Items:
The following items should only be purchased with a P Card when a valid business
reason can be documented. Questionable transactions should be discussed with divisional or
University Finance prior to purchasing these products or services.
Dues and Memberships
Entertainment Tickets (i.e., concerts, baseball, hockey, bowling, football, movie, etc.)
Flowers
Food, Beverages & Meals
Home Internet Service
Cell Phone
Pagers
Gifts and Employee Awards
Gift Cards
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Pcard Policy Card Restrictions
Excluded Items: The following may not be purchased with the P Card. (This list may not be allinclusive. When in doubt, contact the P Card Administrator.)
Alcoholic Beverages
Items ,Food, Beverage for personal use or
consumption
Animals
Lease, Rental or Demonstration of Equipment
Business Cards
Medical Supplies
Capital Equipment (i.e., with a 2+ year useful life and unit cost greater
than $300 (SMH purchases), and greater than $1,000 (University
purchases)
Purchases from individuals
Cash Advances
Radioactive Isotopes
Contracting (i.e., Consultants/Independent Contractors, Maintenance
Agreements)
Releases on standing orders, blanket orders
or multiple shipments
E-bay Purchases
Sales Tax (University is tax exempt)
Equipment involving a trade-in or exchange
Services (i.e. laundry, dry cleaning, phone,
television, utilities, moving, storage, rigging,
transportation, employment and other
professional services ).
Forms
Furniture
Split orders to remain within the transaction
limit
Travel and travel related purchases or
services (i.e. airline tickets, car rentals, travel
agencies, gasoline, fuel - Use T&C)
Hazardous Substances/Materials (i.e., Gasoline, fuel, explosives, etc.)
Textbooks (Due to Contract Agreement)
Hotel/Motel (sleeping accommodations)
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Point-of-Sale Controls
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Purchases may be declined due to Point-of-Sale controls established for
each cardholder, including the following:
 Point-of -Sale controls include transaction volume and spend
limitations as well as Merchants Category Code restrictions.
 Transaction Spending restriction $1,500. Other limits can be
established by the department head. There is enough flexibility in
the card to set pre-determined limits for each cardholder, including:
Daily transaction volume (i.e. 10 transactions per day)
Transaction spend (i.e. $10,000 per day per account)
Monthly spend (i.e. $10,000 per month per account)
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Cardholder should contact his/her P Card Manager about temporary or
permanent limit increases.
 P Card Managers will then communicate limit increase requests, in
writing, to the Department Head. The Department Head will need to
request limit increases in writing to the P Card Administrator.
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Pcard Control and Program Compliance
Consistent adherence to the P Card Program controls and rules is required of all Cardholders and Card
Managers to assure continued eligibility to participate in the program. Failure to properly adhere to these
controls and rules will result in the following actions:
Corrective Action
Event or Cause
Suspension or removal of Cardholder
privileges.
• Using the card to purchase restricted products or
services.
• Failure to properly review transactions.
• Failure to properly upload documentation to Access
Online (i.e. receipts, order confirmations, packing
slips, etc.)
• Failure to properly document transaction
• business purpose.
• Failure to properly prepare, review and file
• monthly statements.
Suspension or removal of Card Manager
privileges. Referral for possible Performance
Management Process up to and including
discharge and/or possible criminal prosecution.
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Failure to properly review and approve
Cardholder monthly transactions.
Failure to properly review and approve
monthly statements.
Failure to properly report transactions with
employee tax reporting liability.
Failure to properly retain transaction
documentation (invoice copies, documentation,
statements) of all employees including terminated.
Using the card for personal use.
Fraudulent use of card.
Receiving cash or check issued to Cardholder to
resolve a credit or return
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Pcard Control and Program Compliance
Consistent adherence to the P Card Program controls and rules is required of all Cardholders and Card
Managers to assure continued eligibility to participate in the program. Failure to properly adhere to these
controls and rules will result in the following actions:
Corrective Action
Removal of Cardholder or Card Manager
privileges.
Suspension or removal of Cardholder privileges.
Referral for possible Performance Management
Process up to and including
discharge and/or possible criminal prosecution.
Event or Cause
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Failure to successfully pass a re-audit resulting
from a previous unsatisfactory audit.
Using the card for personal use.
Fraudulent use of card.
Receiving cash or check issued to Cardholder to
resolve a credit or return.
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Pcard Program Transition and Next Steps
Congratulations!
You have completed the Pcard Overview WebEx Training.
If you have not submitted your Pcard Authorization Form, please send it to Pcardadministrator@urmc.rochester.edu
Following are the next steps to complete the transition process to the US Bank Pcard Program.
(1) Complete US Bank Web Based Training, Complete Certification Exam and submit Training Certificate
https://wbt.access.usbank.com/ Specific instructions on how to access the training and certification exam will be sent to
you in a separate email.
(2) Sign and submit a Pcard Program Cardholder or Pcard Program Manager Agreement Form to Pcard Administrator
Pcardadministrator@urmc.rochester.edu The forms are located on the Purchasing Website under the Forms Bank
Upon completion of the US Bank Web Based Training and submission of your training certificate as well as the above-mentioned
agreement forms, you will be notified via email on next steps to obtain your US Bank Pcard.
You will not be able to receive your US Bank Pcard until all training has been completed and documentation received.
Attention:
Due to an unexpected delay in the testing of transaction downloads from US Bank to the University of Rochester, US Bank Pcards will
not be issued until the first week of December.
Your JP Morgan Pcard will continue to be effective until you are issued your US Bank Pcard.
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Questions
Thank you for participating in the Pcard Overview Training Session.
If there were other participants in your department, other than the person who
registered for the training session, please send an email to
Pcardadministrator@urmc.rochester.edu with a list of those participants to ensure
everyone receives credit for completing Step 2 of the implementation process.
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