Receiving your Purchasing Card

1. Cardholder Checklist
   
   
2. Activate the Purchasing Card
   1. Call JP Morgan Chase customer service number on the back of your card (800-890-0746)
   2. JP Morgan Chase will require a 4 digit PIN which is the last 4 digits of your Social
      Security #

Read and understand the Purchasing Card Program Guide, all uses of the
Purchasing Card must be within the rules stated in this guide.

3. Cardholder Responsibilities Prior To Purchase

   1. Never use the Purchasing Card for personal use!
   2. Determine if purchase is within the delegated limit of less than $5,000.00
   3. Determine if the transaction is allowable on the purchasing card, review section 3.4 of the Purchasing Card Program Guide.
   4. Determine if a HUB vendor can be used by visiting Strategic Sourcing HUB Directory or CMBL (State of Texas website that allows searching by name, commodity code or city)
   5. Identify the vendor
      1. If the vendor has a Master Order Contract with Texas AgriLife Research/Texas AgriLife Extension Service, verify that we receive contracted pricing.
      2. Do not allow the vendor to split the purchase to remain in the delegated limit. To do so would be a violation of State of Texas, TAMU System and Texas A&M AgriLife guidelines.
   6. If the purchase is greater then $150.00
      1. Verify that the vendor is not on the State of Texas Vendor Hold List, State of Texas Debarred Vendor List or the Excluded Parties List.
      2. Determine if the item is available from the Texas Industries for the Blind and Handicapped.
      3. If required by department, record on Internal Order Transaction Log.
      4. Do not pay Texas Sales Tax! Present Texas Sales Tax Exemption Form to vendor prior to purchase, if purchase is within the State of Texas.
      5. If you allow another person to use your Purchasing Card, then document that on the Purchasing Card Check In/Out Log.
   7. Cardholder Responsibilities after Purchase
      1. Turn in receipts/invoices and any other required purchase documentation (and log if required by department) to the bookkeeper daily, weekly or monthly (least preferred) but no later than the 3rd day after the statement closes each month.
         1. Documentation must include a detailed invoice or receipt and documentation of the receipt of the goods or services.
         2. Other documentation may be required. For example: business meals must document who attended and what the business purpose is (who, what, where, when, why).
      2. Review and sign the bookkeeper’s reconciliation of the receipts to the report 121 Cardholder Statement.
      3. Route to department head/approver for approval prior to reallocation deadline, usually about the 21st of each month.
      4. For more information on the monthly Purchasing Card Approval Process please refer to section 3.7 of the Purchasing Card Program Guide.

• Protect the card and card number at all times to prevent unauthorized use.
• Immediately notify JP Morgan Chase at 1-800-890-0669 and the program coordinator at 979-845-2534 if the card is lost or stolen.
• Dispute fraudulent transactions within 60 days of the statement date in which the transaction appears.

last updated October 14, 2008