Accounts Payable EMV Procurement Cards

EMV Procurement Cards – Overview

EMV PCards are chip embedded credit cards that the university uses for purchasing. EMV is a technology that makes in-person use of the card more secure.  These cards have both the chip and the magstrip, so they will work with any USA card reader.

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Training Requirements

EMV
Click on the following link for a training guide on EMV cards. This will also cover how our bank will use this technology with WSU. It is highly recommended that you completely read through this training deck once before using your new EMV card for the first time.
EMV TRAINING DECK

PCard Training Overview

There are multiple WSU and WA state training requirements that a Cardholder must meet before using their PCard. Please check that you have completed all requirements on this list before using your card in compliance with state and university policies. These classes only need to be taken once, however it is recommended that you take a refresher every 3 years. If you have trouble signing up for or finding any class, reach out to the HRS Training team for assistance at: HRS Training

WSU REQUIREMENTS:

1) WSU ILT training class – “New Cardholders”  (https://acctspay.wsu.edu/pcard-training-classes-and-resources/)
This class must be completed before you can obtain a WSU Pcard and Your card will not be ordered until this training has been completed. The above link will take you to an information page about the class, that also has the handouts.
To find and sign up for this class
– go to the WSU HRS Training Page (https://hrs.wsu.edu/training/), select the button on the right-hand side titled “Log into your Training Account” and login to your training home page with your NID. Search: “purchasing”, and then select the filter for only ILT classes. Look for ILT classes titled “Purchasing Card – New Cardholders”, and click on the title to see available dates and to enroll in the training.

State Requirements

STATE REQUIREMENTS:
2) WSU HRS online course
“WA State Purchasing & Procurement Ethics”
This class is mandatory for all WSU cardholders. As set forth in RCW 39.26, WA State requires that state employees who perform purchasing activities as part of their job duties (i.e. any WSU employee who has a PCard) take specific procurement training. This class must be done in addition to the WSU ILT New Cardholder training in order for the Cardholder to be in compliance with the state training requirements.
To find and sign up for this class
– go to the WSU HRS-Training Page (https://hrs.wsu.edu/training/),
>
Select the button on the right-hand side entitled [Log into your Training Account] and login using your WSU NID.
>
Search for “DES Mandated Procurement Training”. This is an overview page of all DES classes, and under the Table of Contents tab you should see “WA State Purchasing and Procurement Ethics” listed.
>
Click on the title to launch the class.
*
You can also launch the class from the WSU Purchasing DES website (https://purchasing.wsu.edu/employee-training-resources/des-mandated-procurement-training/)  under the “ROLE: PURCHASING CARDHOLDER” collapsible section.

*** Direct Buy Limit:
If your PCard has a Single Transaction Limit equal to or higher than the Direct Buy Limit (currently $10,000), there is an additional state required training you must take called “Small Purchases”. See the below link.

3) WSU HRS online course
WA State Small Purchases 
To find and sign up for this class
– go to the WSU HRS Training Page (https://hrs.wsu.edu/training/),
>
Select the button on the right-hand side entitled [Log into your Training Account] and login to your training home page with your NID.
>
Search for “DES Mandated Procurement Training”. This is a overview page of all DES classes, and under the Table of Contents tab you should see “WA State Small Purchases” listed. Click on the title to launch the class.

*** WSU Job Titles:
If your role is higher than that of Cardholder alone (i.e. Director, Area Finance Officer, Expenditure Authority, Contract Delegate Authority, etc.) there are additional state required training you must take in addition to the above listed classes. To see those additional requirements by role, follow the below link to the Purchasing department, and expand the section that correlates to your title.

4) DES Training Requirements Web page
– https://purchasing.wsu.edu/employee-training-resources/des-mandated-procurement-training/

Calling the Bank

Calling the Bank [JPMC: 800-270-7760]

The bank will need to verify who the Cardholder is when you call them. Only the Cardholder should be making this call.  This may involve the bank asking for up to three identifiers.

Access code 1
= the last 4 digits of your WSU ID#.          DO NOT give the bank your SSN info.
Access code 2 = the first 3 letters of your last name followed by the number 1.    Example  – “Jane Doe-Smith”, Access Code 2 = “doe1” Your last name as it is printed on your physical PCard will be used to generate this code. Ensure that it is listed correctly on the PCard. If you have more than one name for your last name, or it is hyphenated – the name that comes first will be used for the code. If you have your last name changed on your PCard with the WSU Admin team – we will update your Access Code 2 to the new last name for you. If your last name is less than 3 characters long, additional digits in numerical sequence (i.e. 1,2,3) will be added to the end. Example – “Mike He” Access Code 2 = “He12”
Access code 3 =
Date of birth – your actual Date of Birth in MM/DD/YYYY format

NOTE:
If the bank wants to send you a verification text message via your smartphone due to a fraud case, WSU does not currently give that information to the bank. The bank will not have a cell number on file for you, and they will not be able to send you any messages. Please do not give the bank your cell phone number, WSU is not participating in JPMC text messages at this time. The other three identifiers listed above should be more than adequate to authenticate you with the bank. If you have any issues, contact the WSU PCard ADMIN team.

Procurement Card Activation

NOTE: Instructions are listed in order of preference. You only need to use one method.

To activate your EMV PCard, follow these directions:


Method 1 (primary method) – Cardholder Calls the Bank
Follow the directions on the sticker found on the card (except for the PIN), and call 1-866-602-8170. You will want the physical card nearby when making this call. Be sure to use the call-in info. from the “Bank Call-in Directions” section above when you call. ** Please note: the Access Code and the PIN are two very different things. The Access Code is used to verify who you are with the bank when contacting them, and the PIN is used for international transactions made on the PCard in person. When asked to setup a PIN during the activation process, you can do so (as there is no option to skip this step), but understand that it will likely never be used. This is used only for international transactions made in person, and this does not include online transactions. There is no need of a PIN for any use of a PCard within the USA – in person or online.
Method 2 (secondary method) – Data Entry Specialist Uses the Link: CCPortal.jpmorgan.com
If the Cardholder cannot call the bank to activate their card (preferred method #1), this method should be used as a backup.  *The Data Entry Specialist should not use this link unless instructed to do so by the Cardholder.  *The Data Entry Specialist should have the physical card in hand when using this method.  *Do not activate a PCard if you do not have it in your possession.
To activate the card – the Data Entry Specialist will go to: CCPortal.jpmorgan.com (as directed by the activation sticker on the PCard). This method will require the use of the 16-digit card number – be sure not to email this number under any circumstances.  If you need to communicate this information with someone, it should be done over the phone.
Method 3 (last resort method) – Cardholder emails the WSU ADMIN Team
If neither the Cardholder or Data Entry Specialist can activate the card, this method should then be used.
Send an email to purchasing.card@wsu.edu containing the following information:
– The cardholder’s
First and Last names (as they appear on the PCard),
– The cardholder’s
WSU ID# (not your NID),
– The last four
digits of the PCard number (do not send the full 16 digit number),
– The date
you received the card,
– Included in the message: Subject Line “PCard Activation Request” or something similar &
“please activate my PCard” somewhere in the body of the request. If the person requesting the activation is not the Cardholder, the Cardholder must be copied in the email request or it will be denied.

*
Allow up to 72 business hours to have your request completed.  When done, you will be sent a confirmation email verifying your card activation.  Once you have received this email, you may begin using your PCard. 

Next steps once you have activated the PCard
(any method):

Sign the back of the card with an easily visible pen color that won’t rub off.
If you have any old cards from this same JPMC account, you should now destroy them. (Cutting it up with scissors will work.)
Begin using your new card!
*
If this card is a replacement card with a new card number, Expiration date, and/or CVV, be sure to contact and update all merchants and automated payments with whom you saved your PCard information (i.e. Amazon, PayPal, Office Depot, etc.).
NOTE
: to update your Office Depot Account with your new card info, please send an email to the Purchasing Department at: purchasing@wsu.edu

Picking up your Procurement Card

Picking up your Procurement Card:
All PCards are sent to the Card Services ADMIN team on the Pullman campus, and then are redistributed to Cardholders.  Once your card has come in to our offices, you will be sent a notification email.  Cardholders picking the card up in person will need to present their WSU ID or other photo ID. Off site cardholders are required to request alternate delivery in writing.

To pick up the PCard on the Pullman campus: 
(We generally do not send cards through the mail to those on the Pullman campus.)
– Come to the French Administration Building Room 240-EE (Accounts Payable) at your appointed time.
Bring your WSU ID Card or other photo ID with you.
Your signature will be required to receive the card.
If you want to send a designee to pick up the card on your behalf, you must send email notification ahead of time. The email must contain the first and last name of the designee, and the first and last name of the Cardholder(s) for each PCard they will be picking up. The Cardholder must be copied in the message if the request is not coming from them. Once an email is sent, it must be acknowledged by the PCard ADMIN team before you send your designee to pick up your card(s).
The runner must also bring a photo ID with them and be prepared to sign for the card.

To receive your PCard offsite:
Once you receive the email from us letting you know your card is here, you may send us an email stating the address to which you want the card routed or mailed.
If requesting delivery by USPS, we will need your full mailing address.
If requesting delivery by Inter-departmental or intra-campus mail, we will need your: city/location, building name, and room number. * Please do not send more than one address.

Rush shipping
is available through FedEx at the expense of the cardholder. For rush shipping, you will need to provide us with a valid shipping address (no PO Boxes or university buildings) and a FedEx account number. (Keep in mind that most USPS deliveries in WA state only take a day or two, so this is not much quicker for the cost).


Questions
about the WSU Procurement Card Program may be addressed to: