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Procurement Card FAQ's

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What is the URL for the Oracle Log-In Site?
The web address for Oracle is:

https://oa.dartmouth.edu:8007/OA_HTML/AppsLocalLogin.jsp

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How much can I spend on my Purchase Card?
Procurement Card transactions for non-restricted commodities cannot exceed the $2,499.00 (including all delivery, shipping and/or special handling charges) per single transaction limit. Departments may restrict their staff in both single transaction purchase limits and monthly limits. Please contact your departmental purchase card administrator to discuss your single and monthly transaction limits.

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If what I’m buying is over the $2,499.00 limit, can’t I just ask the vendor to break the purchase up to make two smaller purchase totals?
No. Transactions that exceed the $2,499.00 per transaction limit are not allowed to be pyramided. Visa/MasterCard rules and regulations strictly prohibit pyramiding. Any purchases totaling $2,500.00 or more will need to placed on a purchase requisition and submitted to Procurement Services for processing.

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What’s the difference between a Purchase Card and a Corporate/Travel Card? Do I need to have both?
A Purchase Card is for staff that make frequent, low dollar (under $2,499.00) purchases for goods. Examples of the types of goods you might use your Purchase Card for are: office supplies, software, books, coffee and water supplies. A Purchase Card may NOT be used to pay for services (consulting services, contracting/construction services, hotels, in-house meals at a restaurant, etc.).

The Corporate/Travel Card is for staff that travel or entertain frequently as part of their job. Here are some examples of what you can use your Corporate/Travel Card for: hotel costs, eating in a restaurant (business lunches, etc.), renting a vehicle, cab/taxi fares, shuttle buses to and from airports, parking, etc. The Corporate/Travel Card has insurance coverage, which is why you would use this card for rental vehicles, etc. The Corporate/Travel Card is linked to the cardholder personally. The cardholder is responsible for submitting detailed receipts using a Travel & Entertainment Voucher for reimbursement. Corporate/Travel Cards must be paid in full every month by the cardholder. It is the cardholder who is responsible for payment to the bank. This card does not have any direct bill features. Personal purchases are not allowed on the Dartmouth Travel Card.

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How do I know what items/services cannot be charged to my purchase card?
The Procurement Card CANNOT be used for the following transactions:

  • Cash Cards (credit cards that are used like cash), Travelers Checks, etc.
  • Travel and Entertainment related expenses and advances (this includes but is not limited to: airfare, cabs, car rentals, buses <with the exception of the Dartmouth Coach>, trains, parking fees, internet access, hotel fees - including room rentals for conferences, meals in restaurants/hotels, etc.)
  • Alcoholic beverages
  • Items/services for other than College related purposes (personal use)
  • Meals in restaurants - No sit-down or in-house service is allowed
  • Catered events from non-approved caterers (approved caterers link): http://www.dartmouth.edu/~rmi/
  • Automotive gasoline
  • Construction and renovations
  • Consulting services ("services" in general should not be charged to the P-Card)
  • Office furniture (*)
  • Prescription drugs and controlled substances
  • Radioactive and hazardous (**) materials
  • Animals (***)
  • P-Cards may NOT be used to purchase gifts or gift cards for any student or staff member.
  • A P-Card may not be used to pay for any goods or services internally at Dartmouth College. For example: Any purchase at the Computer Store, NO tickets for Athletic events, No HOP tickets, No Hood Museum purchases, No Baker Library fees, No Central Stores purchases, NO internal purchases at all. Internal purchases require a valid chart string or PTAEO for payment.

(*) Contact Environmental Health and Safety regarding hazardous materials
(**) Contact Animal Resources
(***) Contact Linda Lagasse

When in doubt, please contact your department Purchase Card administrator or Linda Lagasse before trying to purchase an item.

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Do I need to keep receipts for my purchases?
YES. Each transaction must have a detailed receipt, indicating what was purchased and the business purpose of the charge. Food receipts must show all food and beverage detail. A receipt that shows only the total spent is not acceptable. For example: if you arranged to have a meeting catered you would need a receipt that listed what type of food was ordered (10 sandwiches, 2 dozen cookies, etc.) and what the purpose of the meeting was for (Directors lunch meeting to review yearly budgets). All local vendors can provide detailed receipts. Please be sure to ask for one. This will save you the trouble of having to go back after the event to get a detailed receipt from the vendor. It is the CARDHOLDER’S responsibility to provide the proper receipts.

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How long do I have to keep my Purchase Card receipts?
Seven years retention for chart strings and for PTAEO accounts is the policy. You should have two years of receipts on hand in the department (current fiscal year and previous fiscal year) and the other past years may be archived in Records Management.

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How should Purchase Card receipts and statements be organized?
Each department must keep all Purchase Card receipts in a central location. Individual cardholders should not keep their original receipts. When departments are being audited, the audit will be sent to the person who approves the Purchase Card transactions online. In a central location, each cardholder must have a separate file/folder. These Purchase Card receipts must be kept separate from any other type of financial papers. Each time a cardholder purchases something, they need to provide their Purchase Card approver with a detailed receipt. When the monthly statement comes in, each cardholder should review their statements, initial them and then send them to their Purchase Card approver. The person who approves Purchase Cards should review each statement and match each transaction on the statement to a receipt they have on file. Attach all receipts to the monthly statement and return to the cardholder’s file. This will make retrieving receipts much easier.

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Why did my credit card decline? How do I fix this?
All transactions are declined at the point of sale instantaneously based on some of the following Procurement Card authorization criteria:

  • Single purchase limit exceeds $2,499
  • The wrong expiration date was entered
  • The wrong 3-digit security wasn’t entered correctly
  • Monthly credit cycle has been exceeded
  • Merchant/vendor Code Approval (certain vendors are blocked for P-card use, such as hotels, etc.)
  • Your card may not be the issue; it may be the vendor’s credit card machine and/or bank that are having difficulties

If your card is declined, please contact Linda Lagasse in Procurement Services at (603) 646-3527. The sooner you report the decline, the faster the issue can be explained and resolved.

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How often should I log into Oracle to view and approve my Purchase Card transactions?
Minimally you should review transactions TWICE per week. You may want to check your transactions daily if you have several staff members who use their cards frequently.

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What happens if I don’t have time to approve my transactions online?
Every Purchase Card transaction has 9-14 business days to be approved. This leaves more than enough time to approve ALL Purchase Card transactions before they automatically post to the default chart string or PTAEO. Fridays are when Purchase Card transactions automatically post, unapproved, to the General Ledger. Once a Purchase Card transaction posts to the General Ledger, the only way to correct any errors is to submit a journal. This is not the approved method and will be questioned by the Controller’s Office.

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I need to change my last name or my address. Do I call JPMorganChase directly?
NO. If you have any informational changes (name change, address change) or need a copy of a Purchase Card statement, contact Linda Lagasse. She can take care of this for you.

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Does my shipping address have to be the same as my billing address?
No. Your billing address is the address that is shown on your credit card statement. You may ship your purchases to any address.

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How long does it take to get a Purchase Card?
Once the application has been processed at Procurement Services, it can take 10-15 business days to arrive at the department. This time frame is an approximate only. It may take longer. If you need a Purchase Card ‘rushed’ to you, an additional charge of $25.00 will be billed to the department. This is a new banking policy. Please plan ahead.

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Can I use my Purchase Card to pay for food for a meeting?
If the food is being catered to a location on campus or is take-out, you may use the Purchase Card to pay for the food. Remember the maximum limit is $2,499.00. If you have a catering charge that is larger than $2,499.00, please ask the vendor for a detailed invoice/receipt. You may submit the receipt (with the proper accounting information and authorized approver signature) directly to A/P without having to create a requisition in eProcurement. A check will be mailed directly to the vendor.

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What is the difference between “fraud” and “dispute” charges?
Fraud is when an unauthorized person uses your Purchase Card to buy something. Normally this is done by scam artists who electronically steal your credit card. The bank scans regularly for any credit card transactions that are outside of the ‘normal’ spending pattern for the College. Examples of fraud may include: Dating sites, Apple iTunes, Jewelry stores, Gaming/video sites, etc. If the bank detects any suspicious activity on a Purchase Card, they will temporarily block the card until they have contacted the cardholder to verify the validity of the charge. If the charge is valid, they will release the temporary block. If the charge is fraudulent, they will cancel the current card and automatically re-issue a new card. Dispute is when you buy something from a known vendor and you want to return the item and the vendor will not refund your original transaction price. Or if a known vendor charges you twice for the same item. The first step you need to take is to contact the vendor to request a credit to your credit card. We do not accept “Credit Memos” for Purchase Card transactions. IF the vendor refuses to credit your Purchase Card, you then would need to contact JPMorganChase to begin the dispute process. Before you contact the bank, you will need to contact Linda Lagasse so she can provide you with information that the bank will ask for to verify you are the actual cardholder. The cardholder is the only one who can work with the bank.

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I called JPMorganChase to request a copy of a statement and they said my Social Security Number was wrong. Why doesn’t it work?
Dartmouth College doesn’t use a staff member’s personal Social Security Number for Purchase Cards (Corporate Cards *do* require your personal information). We use a generic number. However, we do use each staff person’s Dartmouth ID as their mother’s maiden name. This number is unique to each staff member, but not linked to any personal information that may be associated with their identity (banking, personal credit cards, etc.). Before calling the bank for anything, please contact Linda Lagasse.

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I have a Purchase Card but am moving to a different department within the College. Can I just take my current card with me to my new job?
NO. Credit cards are not transferrable. When an employee leaves a department or leaves the College, they must turn in their Purchase Card to the original department who issued the card before they leave. Please note that if your Purchase Card was used for regular, monthly charges (example: Verizon/Cell phone, Allan’s Vending, Conway Copiers, etc.) you are responsible to contacting the vendors and supplying a new credit card number for future billings. The department is responsible for this step and late fees may be issued by the vendor if the billing is not updated.

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I need to change the default account number on a Purchase Card. How do I do that?
You would need to fill out a Purchase Card Distribution Change form. The form can be found at the following URL: http://www.dartmouth.edu/~control/forms/index.html. Once the form has been completed and has the authorized fiscal officer signature you may submit the form by sending it to Linda Lagasse as a scanned document, or fax it to her.

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A staff member needs a Purchase Card. Where can I find the form?
You would need to fill out a Procurement Card Authorization form. The form can be found at the following URL: http://www.dartmouth.edu/~purchase/procurement/pcardapp10-09.pdf. Once the form has been completed and has the authorized fiscal officer signature you may submit the form by sending it to Linda Lagasse as a scanned document, or fax it to her.

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I can’t remember my password. Can you re-set it for me?
You can change your own password. You do not need to know the old password in order to change it. To change your password in Oracle please follow these instructions:

  • Connect/click on the link below to gain access to the Dartmouth Oracle Information Page:

http://oracle-www.dartmouth.edu/dart/groucho/dartsys.dba_web.dba_menu?in_message=

  • You will be asked to sign on for authentication before you will be allowed access to the change password site. Your name is what is listed in the DND and the password is your BlitzMail password.
  • Once you get to the Oracle Information page, click on the link that says, "Oracle Databases/ Password Change Page".
  • The next page lists several different databases. The one you want to change is "Copper" - so click on the link, "Change My Password" next to Copper.
  • The next page should read at the top: "Change Your Oracle Systems Password". On this page you will see boxes near the bottom of the page to enter your new password.
  1.  
    1. Password must NOT begin with a number.
    2. Password may contain the following special characters (#,$).
    3. Password must be at least eight characters long.
    4. Password must contain at least one number.
    5. If attempting to use a modified version of your old password, you must change at least three characters in order for it to be accepted as your new password.
    6. Passwords are *case* sensitive.
  • Type in your new password, then re-type it in the box below.
  • Click on: "CHANGE PASSWORD".

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Who do I contact if my department is interested in accepting credit cards as a form of payment?
You should send an e-mail to the Controllers.Office@Dartmouth.edu or call (603) 646-3006 for assistance with this process.

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Last Updated: 5/21/13