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a copy of the Billing Cycle Report should be included with the receipts in the P-Card
Binder.
CSN P-Card website: The website accessible at http://www.csn.edu/askpcard
,
designated for information regarding the CSN P-Card Program. Information available
includes resource materials, forms, links, etc.
CSN Central Billing Account: The primary CSN P-Card account used for processing the
payment to J.P. Morgan of all of the individual P-Cards.
Employee: Persons employed by CSN in a full-time capacity as Classified Staff, Academic
Faculty or Administrative Faculty are eligible to apply for a P-Card. Employees on
LOA/LOB Contracts, 1000 Hour employees, student workers and students are not eligible
for a P-Card.
Individual Card: A P-Card issued with the employee’s name on the card. The individual
whose name appears on the card is responsible for protecting the card and is accountable
for all purchases made using the card number. Neither the physical P-Card nor its number
should be shared with or transferred to any other person. Although the Cardholder is
subject to disciplinary action if the card is misused, liability for P-Card transactions resides
with CSN, not the Cardholder.
Limit Reviews: Periodic review of Cardholders’ spending patterns are performed by the
Purchasing Department to ensure assigned monthly spending and transaction limits are
appropriate and align with the Cardholders’ actual needs.
Merchant: Any supplier, vendor, business, retailer, seller, service provider, etc. that
accepts credit card transactions.
Merchant Category Codes (MCC): Each supplier is assigned a merchant category code
(MCC) when they sign up to accept credit card transactions. The Administrator is
responsible to monitor the MCC codes available for use within the Program as well as
restricting P-Card use for certain purchases such as financial institutions, betting
companies and any other restricted categories or companies.
Monthly Spending Limit: A dollar limit assigned to the Cardholder for the total of all
charges made during each monthly billing cycle. This amount will not exceed the pre-
determined limit unless a special exception is approved by the Administrator.
PaymentNet: A web accessible version of the J.P. Morgan P-Card software used to
review balances and dispute P-Card transactions.
P-Card Binder: The original hard copy files of all P-Card transactions, supporting
documentation, billing cycle reports and other relevant documentation related to the use
of the Cardholder’s P-Card. The P-Card Binder may be reviewed, and data must be
maintained for the current Fiscal Year plus 5 years (per NSHE Records Retention
Schedule) from the transaction date.
Purchasing Card (P-Card): A MasterCard credit card issued to an employee for the
purpose of making authorized business purchases on behalf of CSN. Though cards are in
the individual’s name, they are the property of CSN and CSN will be responsible for issuing
payment for charges made with the purchasing card. The use of the term “P-Card” is
synonymous with purchasing card.