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The Purchasing Card is ideally suited for simple,
straightforward purchases. No personal purchases are allowed.
Purchasing Card holders are responsible for the card, purchases,
returns and refunds and reconciliation of the account. Budget
Managers that delegate a card to individuals under their supervision,
also delegate the scope of responsibility for the card to
that individual. The University secures credit; there is no
individual credit check or liability (other than fraudulent
use). Lost or stolen cards need to be reported immediately
to JPMorgan Chase at 800.270.7760 and Purchasing Card Administrator at pcard@drexel.edu or 215.895.2876.
Purpose
To make purchasing items quick, flexible, easy and
cost effective. To reduce paperwork by not using requisitions,
low-dollar purchase orders or check requests. The individual
controls the card and purchases and maintains the records,
receipts, etc. There is one monthly reconciliation for one
single monthly payment.
Benefits
Reduction in paperwork: requisitions, check requests,
petty cash are not needed when you use your Purchasing Card.
Reduction of petty cash funds and cash exposure. Allows an
employee to deal directly with suppliers. Faster processing
time for end users. Personal funds are no longer needed for
purchases. Reduces processing for cardholder with University
Procurement and Accounts Payable. Consolidated invoicing for
a single monthly payment saves time, stationery, checks, postage
and filing.
Purchasing Card Preferred Vendors Information
In an effort to consolidate our vendor base, and
to ensure that you will receive superior customer service
and competitive prices, we will be naming preferred vendors
for selected commodities and services. It is highly desirable
that you use one of these vendors when purchasing goods or
services where possible. Preferred vendors are denoted with
a  icon next to their name on the vendors
lists. Since this will be a dynamic process, check back frequently
for additions, deletions and changes.
A few of the preferred vendors have Special
Instructions for first time users that must be followed before
proceeding. Vendors with Special Instructions for first time
users at denoted on the vendors lists with a 
icon next to their name. Click on the Special Instructions'
icon and follow the vendor's instructions to pre-register
before making purchases.
Department/Cardholder Responsibilities
- Identify requirement(s) to fill your need (University
Procurement will provide assistance if you need help selecting
a vendor)
- Determine your available funds
- Place order with vendor
- Pick-up items or have them shipped. Shipping addresses MUST include:
your name, department and phone number. Main Campus residents
MUST use the Central Receiving address of 34th & Ludlow
Streets, Philadelphia, PA 19104. All other campuses should
use their street addresses along with their room number or mail stops.
- Receive goods
- Retain original receipts with a copy of the "Statement
of Account," forwarding the approved original to University
Procurement by the 1st of the month
- Reconcile monthly cardholder statement by the 26th of the month
- Notify vendor or JPMorgan Chase of any discrepancies or credits due
- Immediately report lost or stolen cards to JPMorgan Chase
at 800.270.7760 and University Procurement at 215.895.2876
or email to Pcard@drexel.edu
- Surrender the Purchasing Card to University Procurement
upon termination of employment
Statement of Account
Reconciliation is the responsibility of the cardholder.
Transactions will be maintained using the PaymentNet
online service provided by JPMorgan Chase. At the end of each
billing cycle, a monthly statement will be printed out by
the cardholder, which is then approved by the Budget Administrator/Dean/Chair,
depending upon the cardholder's position.
Payments, Discrepancies, Mistakes, Credits
The University's Treasurer will automatically make
payments on a monthly basis for all Purchasing Card transactions
billed within the prior month's cycle. The fund and org provided
on your Purchasing Card Application Form will be automatically
charged for all transactions. Cardholders are responsible
for resolving any issues directly with the vendor and/or JPMorgan
Chase Customer Service Center at 800.270.7760. Discrepancies
that cannot be resolved with the vendor directly must be submitted
to JPMorgan Chase through PaymentNet.
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