【正文】 Procedures Key Contacts ProCard Customer Service Needs: For ProCard customer service needs, please call: JPMan Chase Bank, . ProCard Customer Service (800) 3166056 (24 hours a day) Contact ProCard Program Administrator: ? To request specific assistance with use of your P。 Procedures Disputes Disputes If a dispute cannot be resolved, contact JP Man Chase, the Cardholder must plete a Statement of Disputed Item(s) and provide supporting documentation. Typically the bank needs to notification within 60 days of the statement billing date. JPMan Chase Bank, . Commercial Card Services ATTN: Commercial Card Disputes, OH10553 . Box 182918 Columbus, Ohio 432725543 and fax to JPMan Chase Bank, . at (866) 8652298. The Bank will then intercede with the merchant on behalf of the Cardholder. 33 ProCard Policies amp。s location. . Mail Small packages may also be received via . mail. Packages sent through the mail will be subject to Fermilab’s internal policies and procedures for mail processing. 31 ProCard Policies amp。 Procedures Shipping / Receiving Chemicals If the package is labeled “CONTAINS CHEMICALS”, Fermilab’s Shipping and Receiving department SHALL open the package to inspect the contents for leakage and send a copy of the enclosed SDS and packing slips to the ESHamp。s responsibility to instruct the merchant to label packages properly for shipment to Fermilab. Packages must be identified with the following information clearly visible on the outside of the box to ensure proper delivery. FERMILAB – PROCARD PRN _____________ RECEIVING DEPARTMENT KIRK RD amp。 Deliver Location) NOTE: ProCard Account Number must NOT be displayed anywhere on the outside of the package. 10. The ProCard purchase is now plete. Making A ProCard Purchase Making A ProCard Purchase 29 ProCard Policies amp。 Mail Station) NOTE: Cardholders are asked to remind merchants NOT to send invoices/receipts to the Accounts Payable Dept. 9. Specify delivery instructions including the information which must appear on the label, . CONTAINS CHEMICALS FERMILAB – PROCARD PRN ______________ RECEIVING DEPARTMENT KIRK RD amp。 Procedures Fermilab Sales Tax Exemption Fermilab Sales Tax Exemption Before placing an order, all cardholders are responsible for setting up a taxexempt account with each supplier. Fermilab’s Tax ID number is printed on each MasterCard, below your name. If needed, send a copy of the FRA taxexemption letter to the supplier, a copy of this letter resides at: Go to departments/procurement. If a supplier charges sales tax, in error, the cardholder is responsible for making sure that a credit is issued to their account. Check each bank statement to make sure taxes were not applied. Normally taxes are shown on the second line of the “Transaction Description” for each supplier charge listed. When placing an online order you may not be aware of sales tax charges until after placing the order, receive an invoice or until the bank statement arrives. Most reputable websites that include information about how to place an order that give instructions on tax charges or how to establishing a tax exempt account. If not, call their customer service number to inquire. Sales tax charges to ProCard holder accounts are monitored regularly through bank reports. During the pliance review process, cardholders may be asked to provide supporting documentation showing taxes were credited to their account. If you have problems establishing a taxexempt account with a supplier or getting reimbursed for sales tax charged, document the steps taken and contact the ProCard Administrator. 28 ProCard Policies amp。 Procedures Policies General Ledger Feed The General Ledger feed is performed each night. During this process all daily updates to Project/Tasks, both debit and credit takes place. All cost transfers initiated through the ProCard FrontEnd System can be viewed the next business day by accessing the Inquiry/Reports Cost Transfer Report. Approval Cardholder39。 Transaction Authorization Cost Transfers Cost transfers are made simple with the Fermilab ProCard FrontEnd System. The ProCard FrontEnd System provides the ability to charge to multiple Project and Task accounts using the online Reconciliation and/or Cost Transfer process. Cardholders needing information regarding cost transfer procedures, which are not currently using the ProCard FrontEnd System, should contact their Field Financial Officer (FFO) and/or Mike Rhoades, Accounting, extension 5807. Transaction Authorization The merchant should be told not to charge the ProCard until the material is shipped. 25 ProCard Policies amp。 Procedures ProCard FrontEnd System ProCard FrontEnd System An Oracle database was developed to use as a management tool for ProCard acquisitions. The ProCard FrontEnd System generates a unique ProCard Requisition Number (PRN) that is used to track each order individually. The Receiving Department can enter this PRN in the ProCard database to expedite the delivery of your order to its deliver to location. Other benefits of the ProCard FrontEnd System are the ability to use multiple project and task accounts, the ability to transfer costs from one task account to another and the advantage of receiving an from the Receiving Department once your items have arrived. For more information regarding this system or to set up training, contact the Computing Division Service Desk at extension 2345 or by entering a service desk ticket at 24 ProCard Policies amp。s immediate supervisor to ensure that cards are returned and canceled. Billing / Pay