Washington State Sales Tax Has Increased:.

Effective April 1st, the sales tax rate has increased .1% to 9.0%.  You will see the impact of this new rate on your purchases going forward. This will be the new use tax rate that will be charged to your taxable out of State ProCard transactions.

For a complete list of the current tax rates in Washington, please visit:

http://dor.wa.gov/Docs/forms/ExcsTx/LocSalUseTx/LocalSlsUseFlyer_Quarterly.pdf

Please contact Jeff Follman at 543-3708 or jfollman@u.washington.edu with any questions.

A New eCommerce Division Created in UW Financial Management.

Financial Management has created a new division focused on delivering electronic purchasing and payment solutions for the campus. The services for this new division include eProcurement, ProCurement Card, Travel Cards and Corporate Travel Accounts.

And speaking of eProcurement, you’ll discover some enhancements to the requisition splitting process and suggested reconciliation practices at the eProcurement website.

Please contact David Wright at djwright@u.washington.edu ,( 6-7076) or Laurie Hunt at lahunt@u.washington.edu ,(5-3566) for additional information.

Recent JPMC Website Enchancements :.

Launched over the weekend is a navigation enhancement within the PaymentNet transaction detail screen. In the upper right hand corner of the transaction detail screens you will be presented with new symbols that pertain to back (<<), forward (>>) and return to Transaction List ( ). When saving work in these screens a message should appear in red stating “Saved Successfully”. The screen will not automatically redirect to the transaction list. You can now choose to stay within the transaction detail screens viewing other transaction detail screens by clicking the forward or back symbols or you can go back to the transaction list by clicking on its symbol.

However, there is a defect in the message upon saving transaction changes. Instead of “Saved successfully” it incorrectly displays “Save successfully”, and this of course is causing some confusion. This defect has been reported.

Please send all comments or concerns to procard@u.washington.edu.

Enchanced Transaction Detail Report:.

Based on campus feedback, JPMC has enhanced the UW transaction detail report to assist transaction reconciliation by including the merchant city data field which is where Fedex tracking numbers are located. Along with the enhancements we also changed the name of the report to make it more identifiable for UW users; it is now called the “UW Transaction Detail with Notes & Account Codes Report”.

Additional modifications to the report will be presented in the next couple of months; most notably will be the option to query by cardholder and account number. These were previous report version options but were mistakenly removed from the enhanced version. Automated scheduling of the enhanced report will need to be rescheduled for those using this feature.

All responses to this new report are welcomed and should be sent to procard@u.washington.edu .
-submitted 10/17/06

UW ProCurement Card Transaction Data Older Than 2 Years Will Be Archived.

JPMorgan Chase archives PaymentNet transaction data 2 years and older. Archiving affects your ability to research transactions on PaymentNet older than 24 months, but it should not be a documentation audit issue as documentation should already be retained by departments on a monthly basis.

Required UW ProCard purchasing documentations:

* UW Transaction Detail with Notes & Account Codes Report (for each monthly account cycle)
* Transaction approvals
* Invoices or Receipts
* Packing Slips

The JP Morgan Chase statement is no longer required for retention but is optional.

Archived data will not be lost. If you need archived data you will need to request it through the ProCard staff via email. It may take up to 30 days to receive the data and JPMorgan Chase will assess a cost for retrieval.

If you have any questions or concerns please contact UW ProCurement Card Services at 543-5252 or email procard@u.washington.edu.
-submitted 5/22/06

Vendor Names on MyFinancial Desktop/BAR.

To assist with ProCard reconciliation efforts, vendor names are on MyFinancial Desktop and the Budget Activity Report. The transaction ID number is located in the “Invoice Number Field” and the vendor name, with a prefix indicating either ProCard (PC:) or CTA Travel (TR:) is in the “Description Field”.

Email Fraud Alert: Beware of requests for Credit Card Information
Recently there has been an increase in the amount of emails that appear to be coming from JP Morgan Chase. These are email scams that can be very convincing as they attempt to extract account information from the recipient. Never reply to these email phishing scams. Businesses do not conduct their business in this way.

It is not JP Morgan Chase’s practice to:
•Send e-mail that requires you to enter personal information directly into the e-mail
•Send e-mail threatening to close your account if you do not take immediate action
•Send e-mail asking you to reply by sending personal information
•Send e-mail asking you to enter your user ID, password, or account number into an e-mail or non-secure web page

You should never reply to, click on, or enter any information received from a suspicious e-mail.

When receiving a phone call from a JP Morgan Chase Commercial Card Representative, it is not JP Morgan Chase’s practice to ask you to provide:
•Your complete social security number, a representative may ask for the last 4 digits as a verification point
•Card’s expiration date
•CVV or CVV2 from the back of your card

Please contact UW ProCurement Card Services (procard@u.washington.edu) if you ever have any questions or concerns regarding a suspicious email or phone call.

Please click here to learn how to identify these false requests and protect yourself and your organization.
-submitted 3/21/06

Cardholder Training Notice
Previously, new users of the UW ProCurement Card had 30 days from the receipt of the card to attend one of the weekly training classes. As of February 1, 2006 all new users of the ProCurement Card system must receive training prior to receiving their UW Procard.

To register for a class, go to http://www.washington.edu/admin/procard/training.htm .An optional online ProCard knowledge assessment test will be available for those who can demonstrate a hardship in attending a ProCard training class.

Cardholders expecting their card to be renewed after the card's expiration date must have documented training on file. We apologize for any inconveniences this may cause because we realize that some users may have had training but it wasn't documented. For these circumstances the cardholder is required to pass the 10 minute online ProCard Knowledge Assessment test.

For questions on this new policy, please email UW ProCurement Card Services at procard@u.washington.edu or call 543-5252.
-posted 12/14/05

PaymentNet "Transaction Notes" Box
Most transactions should include purchase information in JPMC's PaymentNet transaction notes box, especially if the purchase had some unusual circumstances. In addition, all food purchases using a budget not approved for food should identify that a "Light Meal or Refreshment (UW Form 1798) is on file" for that purchase.
-submitted 9/19/05

Visa's International Operating Regulations
Effective April 2005, Visa will alter its International Operating Regulations. The exchange rate between the transacting currency and the billing currency used for processing international transactions will be either:

1) a rate selected by Visa from the range of rates available in the wholesale currency markets for the applicable central processing date, which may very from the rate Visa itself receives, or

2) the government-mandated rate in effect for the applicable central processing date. In calculating the transaction amount billed to you, we will use the same rate that Visa uses in billing us.

Change in Cardholder Agreements International Charges - These changes include charges for any transactions that the cardholder makes in a non-U.S. currency or for any charges outside of the United States, even if it is made in U.S dollars. If a charged in a non-U.S. currency occurs, Visa International will convert the transaction into U.S. dollars by using its respective currency conversion procedures. The exchange rate used by each entity to convert currency is either a rate that is selected from a range of rates available in the wholesale currency market for the applicable processing date (which may vary from the rate the respective entity receives), or the government-mandated rate in effect on the processing date. The rate in effect on the processing date may differ from the rate on the date used for the transaction. Visa reserves the right to charge 1% of the U.S. dollar amount of any international transaction whether that transaction was originally made in U.S. dollars or was made in another currency and converted to U.S. dollars by Visa. In either case, the 1% charge will be calculated on the U.S. dollar amount provided to Visa by the entity. The same process and charges may apply if the international transaction is reversed.
-submitted 5/6/05 -ag

FedEx Passkey Information
To assist in your reconciling processes, Fedex offers assistance by calling Fedex hotline at 1-877-339-2774. Hotline hours are 6AM - 9PM M-F, 6AM - 6PM SAT, 8AM - 8PM SUN. Please say "FEDEX.COM" or "PASSKEY". You will be then connected to a Fedex technician.
-submitted 7/27/05

Excess Use Tax: If Use Tax was added to a purchase when it shouldn’t have been, the excess tax can be credited by emailing your request to jvreq@u.washington.edu . Please include a brief description of the problem, the transaction ID#, budget #, and the month it appeared on the BAR.
-submitted 7/27/05

Transaction Edit Lock-Out Function
If departments want to prevent further editing of a transaction by other designated reviewers of the transaction, the department Reconciler II (RecII) must check their RecII review box on their PaymentNet screen. Departments desiring this function but don't have an individual set up at the RecII level can request this role level by sending an email to procard@u.washington.edu.
-submitted 8/23/04

Harborview Medical Center Applicants Must Have Prior Approval of HMC Finance
All cardholders using Harborview Medical Center budgets (3120200000 org code) must have prior approval from HMC Finance. Please contact Cathi Silva (cathih@u.washington.edu) for further information.
-submitted 6/3/04

The "No Use Tax" Box
It is the responsibility of University of Washington employees to ensure tax is charged to all UW purchases if the item being purchased is used in the state of Washington.

Use tax is sales tax collected by the purchasing institution. Each receipt/invoice for ProCurement Card transactions with an out of state merchant should be reviewed to determine if the merchant charged Washington State sales tax.

• A check mark should be entered into the "No Use Tax" box if an out of state merchant charged tax on the transaction. This communicates to PAS that no use tax should be charged to the purchase.
  
• The "No Use Tax" box should be left blank if Washington State sales tax needs to be collected on the transaction. Leaving the "No Use Tax" box blank communicates to PAS to charge use tax to the purchase. Use tax (sales tax) will be added to the transaction when it is recorded on the BAR.

The "No Use Tax" box for Washington State merchants is managed by UW ProCurement Card Services. No action is necessary by department users for Washington State purchases.
-submitted 6/2/04

ProCurement Card Administration Seeking Administrator Approvals
In an effort to ensure all proper approvals are in place, ProCurement Card Administration contacts department administrators or procard coordinators to certify that new procard applications and requests for transaction or monthly increases have proper authorization.
-submitted 5/20/04

EIO and Transaction Limits ProCurement Card transaction limits are set at $2000 because equipment, needing to be inventoried does not automatically download into the Equipment & Inventory system for their review and approval. That is why we have a $2000 (or $1838.00 base price including shipping charges but prior to taxes) transaction limit on all cards. On a case by case basis the ProCurement Card staff can approve purchases under $3000 if the item being purchased is not equipment. Cardholders must have prior approval from EIO to purchase equipment with a ProCard.
-submitted 4/21/04

Tips

Automatic Scheduling of the “Transaction Detail with Notes Report & Acct Codes"

-submitted 6/5/06

Taxable Shipping Charges
03-24 object coding is tax exempt and should never be used for freight expenses occurring as part of the total cost of a purchased item. All portions of a purchase become the total cost of the item as illustrated in determining whether an item needs to be inventoried ($2000 and above including shipping, handling, tax, etc.). In other words, for a purchased item we don't account for the cost by its labor or material costs, it's merely the cost being charged by the vendor. It's not necessary to use object coding to account for the division of forces that went into determining the cost of the item.
-submitted 1/25/06

Can I take my ProCard to a new department and use it there? Not really? Why not?
There was a brief period in the beginning of the ProCard Program, where we moved cards to departments in which the cardholder was moving to. That has not been our practice for several years now because there are two major problems in moving cards to different departments. First, there isn't documented approval for the card in the new department, and second, the card potentially could be used by vendors for the previous department's purchases. Vendors often keep account numbers on file for future recurring purchases.

All of the information requested on an application are the necessary pieces of information required in moving an account to a new department/division (or org code number within the UW hierarchy). So an application is the easiest format to provide the new department information. It also provides us with the most important piece; the new departments documented approval of the ProCard. So as a rule, a cardholder needs to cancel their account in the old department and complete a new application for a card in the new department.

There can be an exception to this rule. For instance, we will move an existing card to a new department if it's not possible to continue normal operating procedures without a ProCard for the short period of time necessary in issuing a new ProCard.

To expedite a ProCard, departments can request a rushed card. We handle those requests immediately and receive a card in our office in two business days; otherwise it takes from 5 to 10 business days.

Proper object coding on UPS & FedEx transactions will prevent Use Tax
Freight Carriers such as UPS and FedEx are exempt from Sales and Use Tax. Xmail Ghost accounts are set up with a defaulted object code of 03-24 which tells the system not to charge Use Tax. If you use your own procard for UPS/FedEx shipments and do not change the object coding Use Tax for that item will be charged to your budget. Please change the object code for UPS/FedEx shipments to 03-24 prior to the procard cut-off to prevent tax from being charged.
-submitted 6/3/04

Password Information
Password and activation information is emailed to the cardholder after the UW ProCurement is sent through campus mail to the cardholder. Please keep this password information for future reference. This activation information is also used when it is necessary to contact JPMC regarding your ProCurement card account.

If you need password information for your account, please email procard@u.washington.edu. With your request, please include last 6 digits of your account and the expiration date. We ask that you also include your UW NetID and the name of the department administrator who signed your ProCurement Card application.
-submitted 6/2/04

Approve All feature available between 8:00 AM - 5:00 PM
The approve all feature is now available during normal business hours, 8AM-5PM Monday-Friday. Click the checked box at the top of a review or tax column in order to check all boxes in that column for each transaction listing page.
-submitted 12/2/05

Changing Default JPMC Statements
For cardholders with multiple accounts (active or inactive), check the default box to the right of the primary account number on the Electronic Statement Page to default the view to the selected account when accessing statements.
-submitted 5/20/04

Transaction Detail with Notes Report
The UW ProCurement Card Advisory Board developed a report designed for efficient BAR reconciliation. This report is called the "Transaction Detail with Notes Report and Account Codes". It is available on the "All Reporting" section on PaymentNet. Select the "all" or "transaction" radio button and scroll down to the appropriate report. This report lists the purchases for each budget in order of object codes. It also shows the cardholder name, transaction date, merchant name, location, amount and any transaction notes included.
-submitted 5/20/04

What Address is the Merchant Requesting
Merchants are requesting your UW department address. To locate the address, select PaymentNet from your JPMC welcome page. Next, select the menu drop down box in the middle top portion of the screen. Finally, select your profile, it will list the address associated with your JPMC account.
-submitted 4/21/04

For additional tips and information, see what's available in "Links" or "Documents" on the top blue bar of the welcome page at your JP Morgan Chase website account.

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