Individual
Purchasing Card Program
Benefits
- Easy
- Efficient
- Inexpensive
- Convenient
Suggested
Uses for an Individual Purchasing Card
- Computer
Equipment, Software & Supplies
- Lab
Supplies
- Office
Supplies
- Conferences,
seminars, course fees
- Professional
membership & license fees
- Subscriptions,
books and journals
- Photo
supplies and materials
- Tools
& building supplies
- Stamps
& delivery services
- Yale/Barnes
& Noble Bookstore
Restrictions
Exclusions
- Rental fees
- Personal purchases
- Cash advances, ATM, Travelers Checks
- Services from non-incorporated vendors
(i.e. PC's, LLC's)
- Restricted Items (Policy 3220)
- Furnishings
- Gasoline or fuel
- Service or Maintenance agreements
- Utilities
- Telecommunications
Applying
for a Card
Perspective Cardholder:
- Fill out
the P-Card Application (EMS Purchasing Card and User Request Form)
(Forms)
- Fill
out the Application Information and the Card Type
sections.
- Forward
the application to your Business Office for completion
and authorization.
Business Office:
- Complete
the Setup and Authorization sections of the form.
- Fax
the completed form to the Purchasing Card Office at
432-3280.
Questions?
Contact the Purchasing Card Office at purchasing.card@yale.edu
or call 432-3227.
Receiving
Your Card
Your
Purchasing Card application will take 7-10 business
days for JP Morgan Chase to process from the time that your
Business Manager faxes the
EMS Purchasing Card and User Request Form to the Purchasing
Card Office. In
order to receive your card, you must complete online training which will be emailed to you from the P-Card office.
Cards can be picked up at the P-Card office upon notification. You may pick up the card yourself, or designate someone else to pick it up for you. Alternatively, new P-Cards can be mailed to your Business Manager if specified.
Reports
As
a best business practice, Procurement recommends monitoring
Purchasing Cardholder data to maintain sound Purchasing
Card controls in departmental business offices. On a
monthly basis, business managers or their designees,
should run the reports available in the BUG library
to answer the following questions.
Report #1 –
P-Card HR Data for Cardholders: BUG701 (Data Warehouse Portal)
Are
these Cardholders active employees?
Do these Cardholders still require cards?
Are the dollar limits for cards appropriate for the
Cardholders?
Who
is getting charged when this card is used?
Is the person receiving the CC email still working
in the department and is this person different from
the Cardholder?
Lost or Stolen Purchasing Card
- If your Yale University Purchasing Card is lost or stolen, please immediately contact JP Morgan Chase Bank at 1-800-316-6056
- Yale is liable for charges until the bank is notified
Troubleshooting Purchasing Card Problems
- If your P-Card is accidentally used for a non-Yale expense, alert your business manager immediately
- If you notice an incorrect or suspicious charge on your statement, call the bank and contact your business office.
- If a purchase is declined:
- Call JP Morgan Chase Bank at 1-800-316-6056 and ask for an explanation
- Call P-Card Office (432-3227) if you're still concerned
Purchasing
Card Security
|
