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					PROCARD MANUAL
         Revised: September, 2005
                                                TABLE OF CONTENTS

Mission Statement ......................................................................................................................1
Program Description...................................................................................................................1
Program Participation Requirements ........................................................................................1
      Cardholder Qualification ....................................................................................................1
      Card Issuance ...................................................................................................................1
      Cardholder/Approving Official Agreement ..........................................................................1
      Purchase Limits .................................................................................................................1
Cardholder Responsibilities.......................................................................................................2
      Training .............................................................................................................................2
      Card Usage .......................................................................................................................2
      Determination of Need.......................................................................................................2
      Obtaining Goods ...............................................................................................................2
      Shipping Information..........................................................................................................2
      Special Purchases .............................................................................................................2
      Monthly Statement Reconciliation......................................................................................3
      Receipts and Invoices .......................................................................................................3
      Taxable Purchases not Taxed by the Vendor ....................................................................3
ProCard Audit Requirements .....................................................................................................4
      Auditing of Purchases........................................................................................................4
      Introductory Training Period ..............................................................................................4
      Audit Scheduling ...............................................................................................................4
      Audit Guidelines ................................................................................................................4
      Audit Findings....................................................................................................................4
      Violations Record ..............................................................................................................4
      Penalties for Violations ......................................................................................................5
      ProCard Probation .............................................................................................................5
      Revocation of ProCard Privileges ......................................................................................5
Reporting Incorrect Billing & Defective Goods .........................................................................6
      Incorrect Billing/Disputed Items .........................................................................................6
      Defective Goods ................................................................................................................6
Card Replacement ......................................................................................................................6
      Reporting Lost Cards.........................................................................................................6
      Replacement of Worn Out/Defective Cards .......................................................................6
      Replacement Due To Employee Turnover/Cardholder Employee Exit Procedures ............6
Approving Official Responsibilities ...........................................................................................6
Other Areas of Responsibility & Procedures ............................................................................7
      ProCard Contractor ...........................................................................................................7
      ProCard Program Administrator.........................................................................................7
      ProCard Program Auditor ..................................................................................................7
ATTACHMENT A - ProCard Program Agreement .....................................................................8
ATTACHMENT B - Prohibited Use of ProCard ..........................................................................9
      Prohibited Computer-Related Items...................................................................................10
      Authorized Computer-Related Items ..................................................................................11
ATTACHMENT C - ProCard Phone Order Instructions .............................................................12
ATTACHMENT D - Optional Monthly ProCard Purchase Report .............................................13
ATTACHMENT E - Web Enabled Tax Accrual Form Instructions ............................................14
ATTACHMENT F - Lost/Itemized Receipt Form .........................................................................15
ATTACHMENT G - Cardholder Statement of Disputed Items ...................................................16
ATTACHMENT H - ProCard Audit Checklist ..............................................................................17
ATTACHMENT I - ProCard Cardholder Employee Exit Worksheet ..........................................19
                                      MISSION STATEMENT
      The ProCard Program is designed to provide an expedited method for end-users to
      procure low-value/high-volume commodities by utilizing a credit card. The ProCard
      Program distributes low-risk procurement authority throughout the University.
      Participants in this program are issued a personal CSUSM Visa credit card and
      agree to adhere to the provisions of the program.


 Program Description
 The University uses a variety of methods for the purchase of goods and services, including
 petty cash, purchase orders, agreements, and contracts. In the instance of repetitive low-dollar
 procurements, processing purchase orders may not be the most effective method, and
 suppliers occasionally refuse to accept a purchase order.

 Consequently, the University has approved a credit card program. It consists of a Visa card
 that can be used to purchase authorized items only and is directly billed to the University. The
 ProCard should be used as the end user's first purchasing option to obtain low-dollar value,
 non-prohibited supplies. Cardholders are encouraged to use the ProCard in order to achieve
 cost-savings and improve processing time for such items.

 PROGRAM PARTICIPATION REQUIREMENTS

    Cardholder Qualification
     Cards are granted to permanent University Staff members and long-term, temporary
     University Staff members with a position appointment of at least six months.

    Card Issuance
     The credit card is issued to the University in an individual's name; however, the University
     is responsible for all payments. The Cardholder is responsible for ensuring that all
     purchases are made within University and State guidelines. In addition, all Cardholders
     must have a designated Approving Official. Approving Officials may not be a subordinate
     or peer of the Cardholder.

    Cardholder/Approving Official Agreement
     Cardholders and Approving Officials must sign a ProCard Program Agreement for each
     card issued. By signing the ProCard Agreement, Cardholders and Approving Officials verify
     that they have read, understand and accept their responsibilities as outlined in this manual.
     ProCard Program Agreements are to be completed and submitted to Procurement Services
     in order to initiate the card ordering process.

    Purchase Limits
     The ProCard is issued with a $1,000.00 per purchase limit and an overall monthly limit of
     $5,000.00 (to include all taxes and shipping charges). Increases to dollar limits are
     considered only upon written request to the ProCard Program Administrator. Such requests
     may be in memo or email format and must justify the need for higher purchase limits.
     Requests are to be approved by the Departmental Approving Official.




CAL STATE SAN MARCOS PROCARD MANUAL                                                             Page 1
CARDHOLDER RESPONSIBILITIES
Training
 Training will be offered on a quarterly basis to all Cardholders. Notification of forthcoming
   trainings will be sent via email to Cardholders from the ProCard Administrator.
 New Cardholders must receive training prior to receiving their card, which will be provided as
   needed

Card Usage
 Appropriate use of the ProCard as outlined in this manual
 Security of the ProCard (keep all cards locked in desk drawer, file cabinet, etc.)
 Assuring charges to card are made solely by the assigned Cardholder
 Reporting of any taxable purchases that were not taxed by the vendor
   (http://www.csusm.edu/procurement/procard/procard_tax_form.htm)
 Direct any questions regarding use of the card, clarification of questionable purchases, etc., to
   the ProCard Program Administrator
 Compliance with Cal State San Marcos Procurement & Support Services policy and procedures
   for purchase of goods and services (http://www.csusm.edu/procurement/Policy.htm)

Determination of Need
 Cardholder determines the need to purchase authorized goods or services totaling less than
   current card purchase limit (see "Purchase Limits")
 Cardholder screens requests to determine if the request is an appropriate use of the card

Obtaining Goods
 Cardholder uses the ProCard to purchase goods in person, by telephone, facsimile, mail or via
   the Internet (see Attachment C for phone order instructions)

Shipping Information
 Third party “drop shipments” are not allowed. Commodity orders to be shipped must be
   shipped directly to the University and require the following “ship to” address format:

                            Central Receiving - ProCard
                            Cal State San Marcos
                            441 La Moree Road
                            ATTN: (Cardholder Name, Dept., Bldg., Room #)
                            San Marcos, CA 92078

                            (NOTE: any missing “ship to” address information will result in the item
                             being returned to the vendor and payment being disputed)

Special Purchases
 Subscriptions/Memberships (newspaper, magazine, journal, publications)
   a. Complete the order form. Place the order by phone, fax, mail, or via the Internet.
   b. Instruct the vendor of the proper department and representative subscriber/membership title
      with the publication mailing address. NOTE: State policy requires that all subscriptions and
      memberships remain in position title and not in an individual’s name.

   Purchases requiring pre-approval
    a. When a prohibited or questionable item is requested (see Attachment B for a list of
       prohibited items), Cardholders must obtain written approval from the ProCard Program
       Administrator before initiating the charge. Email requests for exemption may be sent
CAL STATE SAN MARCOS PROCARD MANUAL                                                                Page 2
      directly to the ProCard Program Administrator. All approval notifications must be kept
      on file with the original receipt for that purchase.

Monthly Statement Reconciliation
ProCard statement billing cycles run from the 23rd through the 22nd of each month. At the
close of each monthly billing cycle, Cardholders receive an individual Statement of Account,
hereinafter referred to as Bank Statement (NOTE: if no purchases were made in the current
statement month, the Cardholder will not receive a Bank Statement).
 Retain postmarked envelope from the Bank Statement
 Review the Bank Statement for accuracy and reconcile the Bank Statement with all vendor
    receipts/invoices by the 10th of the next month, following the statement cycle end date
 Compile the paperwork in the following order:
       1) Bank Statement
       2) Original receipts/invoices (If you have a receipt that does not show on the current
           month Bank Statement, include it with the next month’s report.)
       3) Justification/Approval for purchases (where applicable)
 Sign and date the Bank Statement
 Submit the Bank Statement packet to the Approving Official for approval and signatures
 File completed, approved and signed Bank Statement packet (NOTE: the Bank Statement
    copy is to be retained by the Cardholder as departmental record for five years)

Receipts and Invoices
 Cardholder will require the vendor to itemize the receipt/invoice or packing slip with the
  following information for commodity purchases:
       1) Description of commodities purchased
       2) Quantity purchased
       3) Unit price per item
       4) Amount of sales tax and total amount (if no tax was charged on a taxable purchase,
          see Attachment E for information on reporting taxable amounts)
       5) Shipping charges, if applicable
       6) If no receipt is given, the itemized order form (Attachment F) is an acceptable
          receipt/invoice
 If the receipt or invoice supplied by vendor is not itemized, the Cardholder must write in
  required information for each line item.
 Individual receipts/invoices smaller than 4-1/4" X 5-1/2" must be taped on an 8-1/2 x 11"
  sheet of paper to ensure they are not lost
 If the Cardholder has lost receipts/invoices and a duplicate copy cannot be obtained from
  the vendor, the Cardholder must attach a Lost/Itemized Receipt Form (Attachment F) with
  an explanation of lost receipt to the Monthly ProCard Purchase Report

Taxable Purchases not Taxed by the Vendor
Cal State San Marcos is required to pay tax on all taxable items, even if not charged tax by the
vendor. When a taxable purchase has not been charged tax, the Cardholder must report this
amount on the web enabled Tax Accrual Form. Please see Attachment E for more information
on taxable purchases and completing the Tax Accrual Form.




PROCARD AUDIT REQUIREMENTS                                                                     Page 3
CAL STATE SAN MARCOS PROCARD MANUAL
 Auditing of Purchases
 All Cardholders are to adhere to applicable Procurement Policies & Procedures and ProCard
 Program guidelines as outlined in this manual when making purchases with the ProCard. Post-
 Audits will be conducted. Accounts Payable designates a ProCard Auditor or designee to
 perform periodic desk audits of Cardholder transaction files.

 Introductory Training Period
 During the first four months, all Cardholders must turn in statements with receipts by the 10th of
 the month, following the statement date, to the ProCard Auditor for review (see page 7 for
 designee). If there are no statements in a particular month, that month will not count as a
 statement period. First violations will count as a warning. If the violation is repeated during the
 training period, the point value of the violation will be assigned. If the total points received
 during the initial training period exceed 50, the card may be revoked.

 Audit Scheduling
 Cardholder transaction files are audited at least every two years. The ProCard Program
 Auditor schedules all desk audits at least one week in advance (via email or telephone). The
 ProCard Program Auditor reserves the right to perform desk audits less frequently when:
  Cardholder has participated in the ProCard program for more than one year
  Cardholder demonstrates a commitment to applicable Procurement Policies and
    Procedures and ProCard Program Guidelines as outlined in this manual
  Cardholder has had a steady history of clean audit findings

 Audit Guidelines
 Cardholders must ensure that all transaction records are easily accessible and ordered by
 month.

 Audit Findings
 When performing a desk audit, the ProCard Program Auditor reviews for compliance with all
 applicable Procurement Policies and ProCard Program Guidelines. A point system has been
 established to better evaluate Cardholder compliance. Audit violations (unauthorized
 procurements) are assigned a point value per the following scale:

                                     VIOLATIONS RECORD

 Violation Description                                                     Point Value
 Personal purchase………………………………………………………………………………….50
 Splitting of transactions to circumvent dollar limitations………………………………………..50
 Failure to report taxable purchase………………………………………………………………..50
 Purchase made by other than the authorized Cardholder……………………………………..50
 Missing purchase receipt…………………………………………………………………………..50
 Lack of signature (Cardholder or Approving Official) on Bank Statement……………………50
 Card security………………………………………………………………………………………..50
 Date of reconciliation………………………………………………………………………………10
 Non-itemized receipt……………………………………………………………………………….10
 Unauthorized purchase of:
         Food………………………………………………………………………………………….50
         Minor capital outlay projects……………………………………………………………….50
         Leases……………………………………………………………………………………….40
         Maintenance agreements………………………………………………………………….40
         Services……………………………………………………………………………………..40
         Travel………………………………………………………………………………………...30 Page 4
CAL STATE SAN MARCOS PROCARD MANUAL
         All other prohibited items as listed in Attachment B…………………………………….20
 Penalties for Violations
 ProCard violation points are tallied during the desk audit per the above scale. Each
 Cardholder begins the desk audit with 0 points, unless the Cardholder is currently on ProCard
 Probation (see “ProCard Probation” below). Penalties for violations are as follows:

 0-100 points - Memorandum of Audit Findings sent by ProCard Program Auditor to the following parties:
  Cardholder, Approving Official, and Account Manager
                                                       *

  Lead

 101-150 points - Memorandum of Audit Findings sent by ProCard Program Auditor to the following parties:
  Cardholder, Approving Official, Account Manager*, Lead, and Administrator
  Director of Procurement & Support Services

 151-200 points - Notice of ProCard Probation (see below) sent by Director of Procurement & Support Services to
 the following parties:
  Cardholder, Approving Official, and Account Manager*
  Lead through Director
  University Controller

 Over 200 points - Notice of revocation of ProCard privileges (see below) sent by Director of Procurement &
 Support Services to:
  Cardholder, Approving Official, and Account Manager*
  Lead through VP/Dean
  University Controller
  Vice President, Finance and Administrative Services

 ProCard Probation
 In the event that a Cardholder accumulates 151-200 points during one ProCard desk audit, the
 ProCard Program Auditor reserves the right to place the Cardholder on ProCard Probation for
 a minimum period of six months.

 During ProCard Probation the Cardholder must send all original Bank Statements, receipts and
 supporting documentation to the ProCard Program Auditor by the 10th of each month, retaining
 copies of all documents for departmental record. The ProCard Program Auditor will audit
 transactions each month, according to the violations record. If, at the end of the six month
 ProCard Probation period, the Cardholder has incurred less than 50 violation points, the
 Cardholder returns to full privileges and the normal audit schedule. However, if infractions
 totaling 50 or more points are incurred during the six month ProCard Probation period, the card
 may be immediately revoked.

 Revocation of ProCard Privileges
 In the event that a Cardholder accumulates 200 or more points during one desk audit, his or
 her ProCard is subject to immediate revocation and cancellation by the Director of
 Procurement & Support Services. Revocation of ProCards may also occur if the Cardholder is
 currently on ProCard Probation and has accumulated 50 or more points during the Probation
 period. After a period of one year, Cardholders whose privileges have been revoked are
 allowed to re-apply for the card.


 REPORTING INCORRECT BILLING & DEFECTIVE GOODS
 Incorrect Billing/Disputed Items
 If an item is billed incorrectly, and/or a charge
CAL STATE SAN MARCOS PROCARD MANUAL                   appearing on the Bank Statement is being              Page 5


 *
     If other than Cardholder or Approving Official
disputed, the following step should be taken immediately:
 For questionable or disputed items appearing as a transaction on the Bank Statement, the
   Cardholder is to call the vendor immediately in effort to reconcile incorrect billing.
           a. If the vendor is unable to correct the charges, the Cardholder is responsible for
              contacting JPMorgan Chase within five days after receipt date of statement. Do
              not contact Procurement or Accounts Payable with questions concerning
              disputed charges
           b. See Cardholder Statement of Disputed Items – Attachment G

Defective Goods
If items purchased with the ProCard are found to be defective, the Cardholder is responsible
for returning the item(s) to the merchant for replacement and/or for receiving a credit on the
purchase. If the merchant refuses to replace the defective item, and/or fails to issue a credit,
then the purchase will be considered to be IN DISPUTE, and Cardholder must notify JP
Morgan Chase. Disputed charges will remain unpaid until dispute is resolved.

LOST CARDS/CARD REPLACEMENT
Occasionally, it may be necessary to replace ProCards or obtain additional cards. It is the
Approving Official's responsibility to initiate this process.

Reporting Lost Cards
The following steps must be taken immediately:
 Cardholder contacts JPMorgan Chase Customer Service at (800) 270-7760
 Cardholder contacts ProCard Program Administrator via email
 ProCard Program Administrator contacts JPMorgan Chase to obtain a replacement card
 JPMorgan Chase will mail replacement cards to ProCard Program Administrator within two working
   days of notification
 ProCard Program Administrator notifies department when replacement card is available

Replacement of Worn Out/Defective Cards
To replace a worn out or defective ProCard, the Approving Official must cut the card in half
and return it to the ProCard Program Administrator with a memorandum requesting a
replacement card. The ProCard Program Administrator will notify the Cardholder when the
replacement card is available.

Replacement Due To Employee Turnover/Cardholder Employee Exit Procedures
When a Cardholder leaves the University or department for which he or she holds a card, Cal
State San Marcos exit process will notify the ProCard Program Administrator that the
employee is leaving. All employees must return the card to the ProCard Program Administrator
as part of the exit process. Cardholders must also sign the ProCard Cardholder Exit
Worksheet, which details current cycle balances (where applicable) and authorizes payment
upon receipt of the Bank Statement for the current cycle. All Cardholder accounts will be
terminated with JPMorgan Chase by the ProCard Program Administrator.

APPROVING OFFICIAL RESPONSIBILITIES
Approving Officials are responsible for reviewing all Cardholder transactions to ensure that all
purchases are appropriate and in compliance with current Procurement & Support Services
Policies & Procedures.


 Following the close PROCARD MANUAL
CAL STATE SAN MARCOSof each statement    cycle:
                                                                                               Page 6
   Compare the Cardholder Bank Statement with all documentation as prepared by and received
    from the Cardholder
   Review charges to ensure that purchases are appropriate and any purchase of restricted items
     are appropriately documented
    Review receipts and invoices to ensure that all invoices/receipts are attached
    Sign and date the Bank Statement next to the Cardholder signature at the bottom of the form

 Approving Officials must also:
  Ensure that all original Bank Statements, invoices, receipts and back up documentation are
   kept on file in the department for the period of five years
  In the absence of the Cardholder (i.e., in the instance of an exiting employee), it is the
   Approving Official’s responsibility to compile monthly paperwork upon the Bank Statement’s
   arrival, in accordance with the Cardholder procedures outlined above. Approving Officials
   must also enter all taxable charges that were not taxed by the vendor in the web enabled
   ProCard Tax Accrual Form.

 OTHER AREAS OF RESPONSIBILITY & PROCEDURES
 JPMorgan Chase is the ProCard contractor who will issue the ProCard to Procurement & Support
 Services.

 Procurement is responsible for administering the ProCard program. Responsibilities include
 assisting departments with their purchases, monitoring the proper use of the program, reporting,
 coordinating & evaluating program aspects. Cardholders will receive their ProCard from the
 ProCard Program Administrator. Each Cardholder must sign a Cardholder agreement
 acknowledging receipt of the ProCard and acceptance of the purchasing responsibility and
 authority delegated to the Cardholder. The ProCard Program Auditor responsibilities include,
 auditing all Cardholder transactions as outlined in this manual. All audits will consist of reviewing
 the Cardholder Statements and receipts for accuracy, appropriateness of purchases, and the
 presence of all supporting documents (receipts, invoices, memos of justification and written
 approval from the ProCard Program Administrator for questionable purchases). Violations of
 ProCard policy are assigned a point value based on the Violation Record Scale (see “ProCard
 Audit Requirements”).

 INFORMATION SOURCES
 ProCard Contractor:
 JPMorgan Chase
 Customer Service
 Phone: (800) 270-7760
 ProCard Program Administrator:
 Barbara Sainz
 Procurement & Support Services
 Phone: (760) 750-4446
 Fax : (760) 750-3286
 bsainz@csusm.edu
 ProCard Program Auditor:
 Charlene Montalvo
 Accounts Payable
 Phone: (760) 750-4551
 Fax: (760) 750-3289
 montalvo@csusm.edu

CAL STATE SAN MARCOS PROCARD MANUAL                                                                      Page 7
                                                                                                      ATTACHMENT A
                                               Cal State San Marcos
                                            ProCard Program Agreement

 Name of Cardholder:
 Name of Approving Official:

 Department:                  Phone Extension:

 P/S Default Account                            Fund                    Dept.
 Optional: Program                   Class                 Project

     I understand that this card is to be used for the purchase of office supplies only.

 The Cardholder accepts the authority and responsibility to utilize the University Visa card. The Cardholder agrees
 to verify the accuracy of the billings and to forward the statement, postmarked envelope, supporting itemized
 credit card receipts and any memos of justification to the Approving Official for review and approving signatures.
 All documents are to be retained on file for a period of five years.
 If a card is lost, the Cardholder has the responsibility of notifying the Bank and the ProCard Program
 Administrator immediately. If the card is stolen, the user must notify the University Police in addition to the Bank
 and the ProCard Program Administrator.
 The credit card is to be used only for authorized University purchases, by the named Cardholder and is not to be
 loaned to another employee. Should a Cardholder terminate employment with the University, the user department
 is obligated to reclaim the credit card, cut it in half and return it to the ProCard Program Administrator prior to the
 employee's termination date. The Cardholder may not make personal purchases on the card.
 As holder of this credit card, I agree to accept the responsibility for the protection and proper use of this card as
 enumerated above. I understand the following items are NOT to be purchased with the ProCard:

    Advertisements                             Hazardous materials                     Personal purchases
    Alcohol                                    Items placed on back order              Postage (ALL postal services)
    Animals (except for instruction-           Leases                                  Purchases for other departments
     related purposes)
    Cash advances                              Maintenance agreements                  Services
    Computer items as outlined in the          Minor capital equipment/fixed           Software licenses (contractual)
     ProCard Manual                              assets valued at $1,500.00 or more
    Firearms                                   Minor capital outlay projects or        Splitting of purchases to circumvent
                                                 budgeted special repairs                 dollar limitation
    Food (except for instruction related       Narcotics or other controlled           Travel (including registrations)
     purposes)                                   substances

 I understand that non-adherence to any responsibilities or procedures outlined in the ProCard Manual
 may result in the revocation of Cardholder privileges. By signing below, I certify that I have received
 and read the ProCard Manual.

 Cardholder Signature __________________________________________ Date_______________


 I understand and accept the responsibilities of a ProCard Approving Official, as described in the ProCard Manual.
 I agree to review and approve the Cardholder’s monthly Bank Statements, overseeing that the transactions are
 appropriate and in compliance with ProCard policies and that the corresponding documents are accurate,
 complete, and kept on file in the department for a period of five years. Also, I agree to assume the Cardholder’s
 monthly ProCard responsibilities in the event that he/she is unable to do so.

 Approving Official Signature ____________________________________ Date_______________




CAL STATE SAN MARCOS PROCARD MANUAL                                                                                         Page 8
                                                                                         ATTACHMENT B


                              PROHIBITED USE OF PROCARD*
               (FOR ALL GENERAL FUND, CASH TRUST, AND LOTTERY ACCOUNTS)

 The ProCard is strictly UNAUTHORIZED for the procurement of the following items:

    NO BACK ORDERS (vendor must ship order in its entirety)
    Advertisements
    Alcohol
    Animals (except for instruction related purposes)
    Minor capital equipment/fixed assets valued at $1,500.00 or more
    Cash advances
    Computer items as listed (does not apply to IITS Cardholders)
    Firearms
    Food (except for instruction related purposes)
    Hazardous materials
    Leases
    Maintenance agreements
    Narcotics and other controlled substances
    Postage - all postal services (USPS, UPS, FedEx, etc.)
    Services
    Software licenses (contractual)
    Travel (including registrations)
    Personal purchases
    Purchases for other department(s)
    Splitting of purchases to circumvent the dollar limitation
    Minor capital outlay projects or budgeted special repairs (i.e., construction, modifications, or
     alterations to a State owned or leased facility)
    Deliveries, if required, must be shipped to Central Receiving. Due to liability issues,
     no other ship-to location is acceptable.
 *Cardholders may not purchase prohibited items without submitting a memo of justification to
 the ProCard Program Administrator and receiving his or her written consent in return. It is the
 Cardholder's responsibility to file all justification and approval documents to Procurement with
 departmental records. Procurement will not authorize food, services, rentals, leases, or
 agreements.


CAL STATE SAN MARCOS PROCARD MANUAL                                                               Page 9
                                                                            ATTACHMENT B (cont.)


                         PROHIBITED COMPUTER-RELATED ITEMS

 The computer-related commodities identified below, regardless of dollar amount, may not be
 purchased with the ProCard. This is to ensure campus-wide compatibility of computer
 commodity purchases with IITS requirements and current Information Technology equipment.

 Computer Hardware/Major Peripherals
  Computer:
       1) PC (e.g., Dell, HP, Gateway, etc.)
       2) Apple (e.g., G4, G5, Powerbook, etc.)
       3) Unix workstation (e.g., Sun, Silicon Graphics, IBM, etc.)
  Computer monitor
  Printer
  Plotter
  Scanner
  Video projector

 Computer Upgrades/Modifications
  Memory upgrade:
       1) DIMMs
       2) Expansion card
  Internal hard disk
  Expansion board
       1) Video card
       2) Controller card/adapter (for hard disks, CD-ROM drives, SCSI, etc.)
       3) Sound card
  Upgrades:
       1) Mother/logic board

 Network Hardware
  Ethernet board
  Router
  Ethernet hub or switch
  Wireless equipment




CAL STATE SAN MARCOS PROCARD MANUAL                                                      Page 10
                                                                           ATTACHMENT B (cont.)


                        AUTHORIZED COMPUTER-RELATED ITEMS

Generally, computer-related peripherals and computer accessories, which are valued under
$500.00, can be purchased without Information Technology approval. Purchases without IITS
approval means:

   No IITS installation
   No IITS support
   No University inspection of goods

The following items are to be considered discretionary purchases:

        Computer Peripheral Hardware               Media Equipment
         Tape backup (internal/external)           Television
         Modem (data/fax, internal/external)       Video monitor
         External CD/RW-DVD drive                  VCR
         External hard disk                        Overhead projector
         LCD projection panel                      Slide projector
         External Zip drives                       Tape recorder
         Wireless equipment for home use           Audio equipment
                                                    Mixer
        Computer Input Devices                      Amp
         Mouse                                     Receiver
         Trackball                                 Microphone
         Graphics pad                              Camcorder/video
         Keyboard                                   camera
         Digital camera                            Compact disc player
         Computer microphone                       Speakers




CAL STATE SAN MARCOS PROCARD MANUAL                                                    Page 11
                                                                                      ATTACHMENT C


                        PROCARD PHONE ORDER INSTRUCTIONS

1) Make certain vendor will provide you with an itemized receipt or invoice before you place
   the order, or you will need to fill out an itemized receipt form (Attachment F) to purchase
   with the ProCard from the vendor.

2) Verify that the quoted price includes any shipping charges.

3) Ask when delivery can be expected. Ask vendor if any item is on BACKORDER. If any of
   the items are not in stock (on backorder), you must cancel that item. No ProCard
   purchases can include backorders.

4) Give SPECIFIC shipping instructions to the vendor as written below (note that if any of
   the below information is missing from the shipping label, the order will be returned
   and payment for that order disputed):


                   Central Receiving - PROCARD
                   Cal State San Marcos
                   441 La Moree Road
                   ATTN: (Cardholder Name, Dept., Bldg., Room #)
                   San Marcos, CA 92078


5) Ask for a confirmation number from the vendor, and request them to fax a copy of itemized
   receipt or invoice directly to you.




CAL STATE SAN MARCOS PROCARD MANUAL                                                          Page 12
                                                                                                                              ATTACHMENT D

                                                  CSU SAN MARCOS
                                       Monthly ProCard Purchase Report (Optional)
                                    Statement Closing Date is the 22nd of each month
                  Department                            Cardholder Name                  Statement


                                                                                         Month/Year


                                                                  Bank
                                                                Statement
     Line                         Vendor        Acct. Fund        Dollar      Disputed   CSUSM          Was Tax           If No add
     No.      Date Docs.           Name          Dept. ID        Amount         Item      Tag           Charged           7.75% tax
                                                                                                      Yes         No        & Report

        1

        2

        3

        4

        5

        6

        7

        8

        9

                                                   TOTAL              $0.00                                                      $0.00




     I certify that all purchases listed on this statement, unless noted in disputed item column, are true and correct and were made
     for official CSUSM purposes.
     All goods or services have been received and payment is authorized. The Bank has been notified of all disputed items.
     (cardholder, explanation of disputed item attached)


     Cardholder Signature                      Date            Approving Official Signature


                                                          CSU SAN MARCOS




CAL STATE SAN MARCOS PROCARD MANUAL                                                                                                      Page 13
                                                                                                              ATTACHMENT E

                          Web Enabled Tax Accrual Form Instructions




   1.    Access the Web Enabled ProCard Tax Accrual Form:
         http://www.csusm.edu/procurement/procard/procard_tax_form.htm
   2.    Cardholder Name: enter your name as it appears on your ProCard
   3.    Vendor Name: enter vendor name as it appears on your receipt
   4.    Card Number: enter only the last 5 digits of the ProCard number
   5.    Date of Purchase: enter the date the purchase was made
   6.    Taxable Receipt Total: enter the total cost of all taxable items not taxed by the vendor
   7.    Tax Amount (7.75%): multiply taxable receipt total by .0775 for total tax due
   8.    Fund Code (Mandatory): enter 5-digit Fund Code portion of PeopleSoft ChartField string
   9.    Acct. Code (Mandatory): enter 6-digit Account Code portion of ChartField string
   10.   DeptID Code (Mandatory): enter 4-digit Department ID Code portion of ChartField string
   11.   Program Code, Class Code, Project Code (Optional): if applicable, fill in these corresponding codes
   12.   Submit Tax Accrual Form: click this button if the information you input is correct and is ready to be submitted
   13.   Reset Form: if necessary, click this button to clear all fields and start over
   14.   After submitting form, print out screen and attach to your monthly statement


         REMEMBER!! If you can hold it in your hand, it is taxable!!!

FYI….Shipping charges alone are not taxable unless your receipt also lists handling charges.
Handling charges are taxable.




CAL STATE SAN MARCOS PROCARD MANUAL                                                                                    Page 14
                                                                            ATTACHMENT F

                                LOST/ITEMIZED RECEIPT FORM
                                  CAL STATE SAN MARCOS
                                    PROCARD PROGRAM


 Please check one:



 I CERTIFY THAT THE FOLLOWING ITEMS WERE ORDERED FROM:



                                                   AND RECEIVED ON:
               (Name of Vendor)                                           (Date)



 ITEM NUMBER         QTY            DESCRIPTION              UNIT PRICE   EXT. PRICE




                                    LOST RECEIPT ONLY

 Reason for lost receipt:




 Cardholder signature                                                     Date


 Approving Official signature                                             Date




CAL STATE SAN MARCOS PROCARD MANUAL                                                Page 15
                                                                                                                 ATTACHMENT G

                                Cardholder Statement of Disputed Items

NAME: _________________________________             ACCOUNT # ___________________________________

MERCHANT NAME: _______________________________________ AMOUNT: ____________________

TRANSACTION DATE: ___________________________ POST DATE: ___________________________

Dear Cardholder,
This form has been forwarded to you for your convenience. If you need additional space please use the reverse side.
Regulations regarding your dispute require that you notify us in writing within 60 days of your receipt of the statement
reflecting the disputed charge. You are not required to use this form; you may write us a separate letter. Attempts should be
made with merchant to resolve the dispute before notifying your credit card company. Any response received after the above
mentioned time frame may result in our inability to assist you with your dispute. Dispute notifications may be sent by fax to
(801) 281-5859 or by mail to:

                                                       JPMorgan Chase
                                                      Customer Service
                                                3949 South 700 East, Suite 500
                                                  Salt Lake City, UT 84107

CHECK & COMPLETE THE ONE THAT BEST DESCRIBES YOUR DISPUTE & PROVIDE ALL REQUESTED
DOCUMENTATION:

A. ____ I have been billed more than once for the same transaction. I authorized only one charge with
         this merchant for $________. My card was in my possession at the time of the disputed billing.

B. ____ I have been charged for a purchase that was paid for by other means (another credit card, check, etc.)
         Enclose a copy of verification that purchase was paid for by other means.

C. ____ I have been billed for the wrong amount on my account. My credit card receipt shows $__________;
          however, I was billed $__________. Enclose a copy of receipt showing correct amount.

D. ____ I did not authorize this charge.

E. ____ Merchant was to issue credit for goods returned on ____________. This credit has not posted to my
         account. Enclose copy of credit receipt from merchant or copy of returned mail receipt.

F.   ____ I have not received the merchandise I ordered. The delivery date was ____________.
           Explain all details, including your attempt to resolve with the merchant.

G. ____ I attempted to return merchandise but the merchant refuses to accept it. Explain reason for return,
          give merchant’s response and provide copy of original return mail receipt.

H. ____ I have contacted the merchant to resolve my dispute about the quality of goods and am still
         not satisfied. Describe dispute fully, in detail. Include all documentation that supports your claim.

I.   ____ I have resolved my dispute with the merchant.



SIGNATURE                                                         DATE




CAL STATE SAN MARCOS PROCARD MANUAL                                                                                       Page 16
                                                                                                ATTACHMENT H


                    CAL STATE SAN MARCOS PROCARD AUDIT CHECKLIST

C/H NAME                                                             CARD #                  __________
DEPT.                                                                AUDIT DATE
A/O NAME


Section One: GENERAL VIOLATIONS
  Number of                                                          Point Value Per
                            Violation Description                                           Total Points
  Violations                                                            Instance
              Personal purchase                                          100
              Split transaction (circumvent dollar limitation)            50
              Failure to report taxable purchase                          50
              Purchase made by unauthorized user                          50
              Missing purchase receipt                                    50
             Lack of signature                                           50
             Card security                                               50
              Date of reconciliation                                      10
              Non-itemized receipt                                        10
 TOTAL POINTS VALUE FOR SECTION ONE


 Section Two: UNAUTHORIZED PURCHASES
 (purchases made without prior written authorization by ProCard Program Administrator or Computing)
  Number of                                                          Point Value Per
                            Violation Description                                           Total Points
  Violations                                                            Instance
              Food                                                        50
              Minor capital outlay projects                               50
              Leases                                                      40
              Maintenance agreements                                      40
              Services                                                    40
              Travel                                                      30




CAL STATE SAN MARCOS PROCARD MANUAL                                                                   Page 17
                                                                                                        ATTACHMENT H (cont.)


Section Two: UNAUTHORIZED PURCHASES continued…
                                                                                   Point
 Number of
                                 Violation Description                           Value Per          Total Points
 Violations
                                                                                 Instance
                Items placed on back order                                         20
                Advertisements                                                     20
                Alcohol                                                            20
                Animals                                                            20
                   Minor capital equipment/fixed assets
                valued at $1,500.00 or more                                        20

                Cash advances                                                      20
                Computer items as listed in Attachment B                           20
                Firearms                                                           20
                Hazardous materials                                                20
                Narcotics & other controlled substances                            20
                Postage or all other postal services                               20
                Software licenses (contractual)                                    20
                Delivery to other than Central Receiving                           20
TOTAL POINTS VALUE FOR SECTION TWO


Section One TOTAL
Section Two TOTAL
TOTAL AUDIT POINT VIOLATIONS
Audit approved (0 –150 points)*                                                                            
Cardholder placed on ProCard probation status (151 -199 points)*                                           
Revocation of ProCard privileges (200+ points)*                                                            

Audit Performed by 
                            (ProCard Program Administrator or Designee)
*Following all audits, a memorandum of audit findings will be sent to the appropriate parties as outlined in the ProCard Manual




CAL STATE SAN MARCOS PROCARD MANUAL                                                                                         Page 18
                                                                                           ATTACHMENT I

                        Cal State San Marcos
                         ProCard Cardholder Employee Exit Worksheet
           (to be completed by the ProCard Program Administrator upon notification of employee exit)



Cardholder name _______________________________                       Exit date

Card number __________________________________

Prior to employee exit, ProCard Administrator to contact JPMorgan Chase for current cycle Cardholder balance.



   NO CURRENT CYCLE BALANCE EXISTS. CARD TERMINATED


   CURRENT CYCLE BALANCE EXISTS. CARD TERMINATED
(as verified with JPMorgan Chase by the ProCard Program Administrator)

Current cycle balance amount                (total)



I verify that the above current cycle balance is correct and I approve payment for all current
charges.

Cardholder signature                                                                  Date

As Approving Official, in the absence of the Cardholder, I understand that it is my responsibility
to compile monthly paperwork upon the Bank Statement arrival in accordance with the
Cardholder procedures as outlined in the ProCard Manual. In addition, I understand that I
must enter all taxable charges that were not taxed by the vendor in the web enabled ProCard
Tax Accrual Form: http://www.csusm.edu/procurement/procard/procard_tax_form.htm

Approving Official signature                                                          Date




I certify that the above information is correct and approve the Cardholder for exit.

Date card returned to Procurement                              Date card terminated

ProCard Administrator signature 

				
DOCUMENT INFO
Description: Disputed Issue Verification Tax Form document sample