PROCUREMENT CARD

Procurement Card Policy & Procedure

Cardholder Account Form

Agreement Signature Form

Dispute Form

The Procurement Card is a MasterCard from JP Morgan Chase that can be used for many College purchasing transactions, please make sure to click on Procurement Card Policy & Pocedures to ensure compliance (Procurement Card Policy & Procedure). You can use the card for subscriptions, off-campus telephone invoices, local stores, preprinted order forms, online ordering, and anywhere MasterCard is accepted. Use it in conjunction with campus contracts and MHEC contracts and you still receive the same discounts. It is quick and easy to use. You keep and manage your own receipts. You receive monthly statements, and use journal vouchers to manage your budget lines.

The Business Operations group sets up new cards, closes out cards, sends monthly reports, and helps resolve problems. Questions, or to order a card, call Marisabel Alvarez at extension 2436.

We encourage the use of the ProCard whenever possible, especially for small purchases. There are a few restrictions:

• The Procurement Card cannot be used for personal purchases.
• The Procurement Card cannot be used for college employee travel or entertainment expenses. Instead, use the College Travel Card, available through the Controllor's Office.
• Do not register your department for vendor credit cards, such as Sears. Use the Procurement Card instead.

See Procurement Card Agreement for more details.

To resolve a dispute or question a charge, you must, within 60 days of the monthly cycle date, complete a Dispute Form and send it with supporting documentation to:

JP Morgan Chase
P. O. Box 2015
Mail Suite IL1-6225
Elgin , IL 60121

INSTRUCTIONS FOR APPLICATION FOR PROCUREMENT CARD

1. Please read the Procurement Card Agreement .
2. Print the Agreement Signature Page and fill it out.  Please print clearly./li>
3. Fill in the following information on the Commercial Card Classic Cardholder Account Form (this form should be filled in on your computer, then printed and signed):

• Cardholder Name: Name of the person who will use this card
• Name Line 2: SMITH COLLEGE
• Address Line 1: Department name
• Address Line 2: Campus Location (Building, room number)
• Complete Social Security Number, Date of Birth, and Mother's Maiden Name (For bank security purposes only)
• Work Phone: Your campus extension
• Banner Accounting Code: Enter either a four-digit organization and five digit account code or a six digit fund number and five digit account code.(Do not leave any spaces between numbers)
• Reporting Hierarchy: Print your direct supervisor name and position
• Cardholder Approvals: Complete “Prepared by” section only.
• On the first line print your name, then sign your name, and date
• Approved by:  Leave blank

Please note: Both you and your direct supervisor must sign the "Agreement Signature Page". Your supervisor does not sign the "Cardholder Account Form"

Return both the signed and completed "Agreement Signature Page"; and the completed "Cardholder Account Form" in a sealed envelope marked " CONFIDENTIAL" to Purchasing Department, 126 West Street. Attn: Lynn Pelland.