Key Possibilities MasterCard



SCA Chase MasterCard – Summary of Information

Table of Contents

1. Description of Service

2. Ordering a Chase Card

3. Activating the Chase Card

4. Using the Chase Card

5. Chase Card user fees

6. Monthly Reconciliation of Expenses

7. Logging into the Smart Data Online Reconciliation System

8. Online Coding of Expenses (step by step)

8. Adding funds to your Chase Card

9. Chase Card Expiration

10. Lost or Stolen Cards

11. End of Project Leader’s duration with SCA or Program

SCA Chase MasterCard

Summary of Information

Description of Service

1. The SCA Chase credit card can be used at more than 22 million MasterCard merchants worldwide.

2. It is a MasterCard credit card with a declining balance credit limit. The credit limit can be “spent” (i.e., as a credit card) or by withdrawing cash (i.e., using as an ATM card). As the credit limit is used, the balance declines. The card can only be used up to the credit limit.

3. A fee is charged for cash withdrawals (see below). Cash use is discouraged as much as possible, unless approval is obtained by your supervisor.

4. Remaining balance on the credit card can be attained by contacting Chase using the number on the card.

5. Where a person’s name usually would appear on a regular credit or debit card, you will have the choice of either the title of the Corps Team or your own name (if you will be the only one using the Chase Card)

• The second line is “SCA”.

• The signature line on the back of the card will state “SEE ID”.

• Therefore, whenever using the card, the user must have the SCA identification card that has been provided by SCA.

Ordering a Chase Card

1. Program staff members need to complete an SCA Chase Credit Card Application (Either Declining Balance or Credit Card) and submit to Patty Shand in the Finance Department at pshand@ . Once approved, Patty will track receipt of the credit cards and track the distribution of all cards.

2. Make sure to note on the application the names of those using the cards.

Cards will be delivered to the cardholders via Federal Express to the Program Director unless noted to do otherwise. Finance will email or call the recipient to tell them the package is en route and when to expect it. We will want confirmation of receipt from the package recipient as well. If you do not have a fed ex address, expect to receive them via certified mail.

3. The credit limit can be established up to $2,500. Note that these credit cards are defined as “declining balance” cards. Therefore, as the card is used, the credit balance is reduced by the amount of the purchase. This credit balance continues to decline regardless of monthly payment of the balance.

4. A minimum of 2 weeks lead time is needed for getting a card. A greater lead time may be needed during high volume programming. PSG needs a minimum of 14 days advance notice to order the cards, get them in-house and distribute them.

Activating the Chase Card

1. When your card is ready, Patty will send the card and you will get an e-mail notifying you the card is being sent along with the activation instructions

Activation Instructions:

* Call 1-866-602-8170

* Hit 1 for English

* Enter: card number

* They will ask for access code: hit 4171

Your cards should now be activated.

Set up of Pin numbers:

* Call 1-800-316-6056

* Hit 1 for English

* Enter card number

* Enter Access # 4171

* You will hear the balance on your card when finished

* Hit 74432

* Hit 4

* Hit 1

* It will ask for your mother’s maiden name: hit 3549 (ELIZ)

* It will ask you to select a pin # of 4 numbers (enter 4 #)

* It will ask you to enter pin # again (do so)

You should now be ready to use your card. If you have problems please call one of the program administrators at the NH Office. (1-888-SCA-WORK) Patty Shand ( ext. 114); Debi Monroe (ext. 120); Pat Rheaume (ext. 115) or Melissa Catellier (ext. 375)

• Note that Cash cannot be withdrawn until after 24 hours from the time of activation. If you have any issues, you can contact either Debi Monroe or Patty Shand. The number to Chase technical support is 1/877-967-1100.

Using the Chase Card (to purchase items)

1. If a transaction exceeds the amount of unused monetary value remaining on the card, it will be denied.

2. The card can be used at gas stations, either at the pump or inside.

3. The maximum monthly cash withdrawal is $1000.00 per month.

4. Each cardholder will need to retain a list of card usage to determine the remaining balance available. If necessary, the cardholder can contact SCA Finance – Patty Shand at (1-888-SCAWORK Ext #114) or 1-800-316-6056 (Chase Card Services) to find out the remaining balance.

5. Cardholder’s are expected to reconcile monthly expenses online by adding account codes and tracking expenses.

Chase Card Fees:

|Card Issue Fee |No charge |Same fee regardless of dollar amount on card |

|ATM Withdrawal/ Cash Fee |2% - $3.00 minimum + |Fee charged for each ATM withdrawal or cash advance obtained. Both Cash |

| |ATM Fee |advance fee from Card processor and ATM fee. |

|ATM Balance Inquiry Fee |Not available |Fee charged for each ATM inquiry to check on the unused balance remaining on |

| | |the card |

|Point of Sale (POS) Transaction |No Charge |Fee charged each time a POS Transaction which requires the use of a PIN is |

|using PIN Fee | |made |

|Refund Processing Fee |No Charge |Fee for processing the return of any unused credit limit. |

|Expired Card Fee |No Charge |Monthly fee charged against any unused monetary balance |

Monthly Reconciliation of Expenses

Expenses must be reconciled monthly. Reconciling is completed by attaching an account code to each expense. There are two types of expenses; Direct Purchases and Cash.

DIRECT PURCHASES (Purchases made using your chase card directly as a debit/credit card): Please retain all receipts (see figure 2 below for coding details) for purchases made directly with your Chase Card. The coding of expenses for Smart-Data on Line needs to be done online a monthly basis.  The billing cycle for the Chase credit card is the 24th of the month through the 23rd of the following month.   All expenses must be coded by the 1st of the next month for staff (please remember to e-mail your supervisor when coding is complete).  Supervisors need to have their approvals done by the 10th of the month. This should give everyone ample time in their schedules to complete this tasks.

A Checklist of the process to follow is listed below: (Each step in this process is explained in great detail below.)

• Purchase Items using your chase card

• Keep all receipts

• On the 24th of each month go on the Chase Card Online Reconciliation System

• Code your expenses by inputting expense description, department, account numbers, Max ID and MDA Code for each expense

• Be certain you have a receipt for each expense listed

• Print a report showing all expenses

• Attach receipts with a paperclip to the report

• Mail report and receipts to Pat Rheaume in SCA Finance

• Send your supervisor an email, so they can approve your online expenses

• Keep track of expenses for each account number on your project budget sheet

• Email your supervisor your project budget sheet

• Congratulate yourself!

• Repeat monthly

Logging onto the Smart Data Online Reconciliation System

• Go to or to the front page of the Corps Website & select Chase Card Website.

• Enter your 16 digit account number in the User ID line. If you are a supervisor then your username will be your first initial and last name (all lowercase)

• Enter temp1234

• If you are unable to login please contact your System Administrator. Your username and password will be reset so that you can successfully log into the system. (System Administrators are Patty Shand ext 114, Debi Monroe ext 120, Pat Rheaume ext 115, and Melissa Catellier ext 375, all located in the SCA NH office.)

• When you successfully login to the system you will be prompted to create your own User ID and password. Please do so, and be sure to keep in a safe place.

Online Coding of Expenses (step by step)

(All staff with Chase Declining Balance Mastercards and Chase Credit Cards

Using the online system

Log on to the Smart Data Online Reconciliation System.

• Click on the Financial Tab

• Click on Account Summary from the menu located to the left of the page.

• Select the dates you wish to view and click on the view button on the bottom left of the page.

• Now click the account you would like to enter/review information for. (If you are a project leader you should have only 1 account, (managers/directors will have several)

• You will be on the Financial Transaction Summary screen.

• If you want to see more detail select the detail icon to the far left of the page.  This will expand the information for your viewing.

• Click on Back to Financial Transaction Summary at the top left of the screen to return

• You are now ready to code your receipts in the system

• If you would like you can click the expand all link at the top. (This will allow you to edit all your expenses at once)

• Type in the Expense Description. (required) This will help if there is any question about reclassifying the cost.

• Now Click on the View Account Codes Tab on the left. (Icon looks like a graph with an arrow pointing left)

• Note, if you have already opened the View Account Codes Icon, then you will need to click edit account codes first to re-enter information into the system.

• Select the Department from the drop down menu (required)

• Select the Account from the drop down menu (required)

• Type the Max Position ID/Job# (required for project leaders) If a Job # does not exist, or you are using an admin MDA Code (Corps Managers only), enter 0000 in that field.  The MDA field is not required so it may be left blank if it does not apply to you.

• Type in the MDA Code (required for project leaders) For Managers and Directors use your administration code.

• If you are fortunate enough that all your expenses are the same Dept, Account Code, Max Position ID/MDA Code, then you may click the Copy to all on page tab. This will duplicate all of this information for All expenses on that page.

• In order to save changes you must now click Apply at the bottom of the screen. (This is very important.) If you do not hit apply and exit the system the information you entered will not be saved and you will have to re-enter it. (In the event that you forget to hit apply before going on to the next page, you will receive the following warning:

o “Modifications have been made to the data on your screen, click OK to continue without saving your changes, or cancel to return to apply your changes.

• be sure to click cancel to be able to apply if you want to save your changes. (Otherwise you will lose all your work)

• Click Apply

• Even if all of the information you entered is not the same, you can also use this Copy to all on page as a shortcut. Simply click on Copy to all on page and hit apply. Your changes have been saved. Now simply go back through each expense, and click the edit account codes tab. You can now edit whatever expense information you need to. For Project Leaders this is typically only the account number.

• Be sure to click apply again and your changes will be saved.

• Repeat the process for all expense on the page.

• Go on to the next page of expenses by clicking the page number at the bottom of the screen.

• Repeat the process.

• When you have gone through each page, Be sure to double checked your numbers/info by clicking on View Account Codes for each expense.

• Once you have done this, check the Cardholder reviewed boxes for all expenses and click apply.

• Important! After you click the Cardholder reviewed boxes you cannot make changes to the your expenses. Only your supervisor can, so if you made a mistake please contact them.

• Congratulations! You have finished coding your receipts for the month.

• You are now ready to send an email to your supervisor alerting them that they can now review them.

• To do this click on the email icon at the top of the screen.

• Now change the email address to your supervisor’s.

• This will send an e-mail to your Supervisor requesting he / she review your purchases and approve.  Note: Your Supervisor can also change account coding upon approval. 

Splitting Expenses between 2 or more accounts

Sometimes it is necessary to split a particular expense into 2 or more accounts. This can happen when you purchased several items on a single receipt that are very different, (For example, office supplies and field supplies, etc) To do this from the Financial Summary Screen on the online system.

• Select the Split transaction icon on the left  

• Choose from the drop down box the amount of splits you want to make

• Click create

• On the next screen enter the $ amount you want in the boxes. (Note there is a section for the expense as well as the tax. (You can also click on many other drop down menus with options)  

• The total in the boxes needs to add up to the amount of the transaction.

• If you need to add another split, Select add split at the bottom of the screen

• Repeat the process of entering amounts for each split.

• Click on apply.

• Click on View Account Code Select Edit and enter the account information for each split. (As explained above)

Reports.

It is necessary when submitting receipts to use the Cost Allocation Details Report as the cover sheet.

• go to to the reports tab and select run reports.

• Select Cost Allocation Detail Report from the drop down menu

• Enter the Date Range of the receipts you are submitting.

• Click Run

• Click Print/Print Landscape and attach the report to your receipts. (note your receipts should be in the order of the Cost Allocation Details Report) Be sure to double check this. There is no need to do any kind of written expense report for Chase receipts any longer. 

• In addition to printing you can save a copy of the PDF to your computer. Simply select save, create a file name. You can then view the electronic report, and/or print it.

Sending your Receipts/Report to Finance

Put the receipts and report in an envelope with the following information on them:

Your name

Title

Program (include account code) (273, 275, etc.)

MDA Code

MAX ID

Dates the receipts represent

(7/24/06 – 8/23/06)

mail the envelope to following address:

Pat Rheaume

SCA Finance

689 River Road

PO Box 550

Charlestown, NH 03603

How to work with CASH Purchases (when you use the card to withdraw cash and then use that cash to make purchases)

Take the money that you received from the ATM Machine (Cash back at retailers etc) and immediately assign an account code to the cash you withdrew (You can write the account code on the withdrawal receipt)  Please note that you can only withdraw $1000 per month in cash.     

• Place the cash you withdrew from the ATM into an envelope. 

• Write on the envelope the Account Code that you wish to use the cash for. (example (273-5490-0000 Subsistence) 

• Use the cash as needed, and place the receipts for the Cash amount in the envelope (Note if you have several account codes t, then you will have several envelopes of cash.) (Put them in a very safe place) I would recommend buying a file folder that has several envelopes that way all the cash and receipts are in one place.

• When reconciling your monthly Chase Card Online Bill, assign the proper account code to appropriate ATM withdrawal

• (Please leave the ATM fee blank for now, we are still waiting on a decision from Finance on what to do with this) 

• When you have used up all the cash in the envelope (or close to it) you should have the receipts for your purchases remaining.  

• Simply seal the envelope and send it to Pat Rheaume in NH

• Before you send the receipts in, be sure to write the following on the Envelope: 

Your Name

Site

Program

MDA Code

MAX ID

Account Code

(The words “Chase Card Cash”)

Date of the ATM Withdrawal attached to the receipts

Note actual Cash receipts don’t have to be turned in monthly.  Since you have already coded the CASH Withdrawal online, simply send the receipts once you have used up all the cash for a particular account code.

When completed please send into the Finance department to the attention of Pat Rheaume.

Approving Expenses Online (Supervisors Only)

 If you are a Supervisor looking to approve transactions

• Logon to the Online Reconciliation System

• Click on Financials

• click on Account Approval Summary from the menu located to the left of the page.

• Select the dates you wish to view and click on the view button on the bottom left of the page.

• Select the Account you would like to approve expenses for

• You should now see the expenses for the time period you have selected

• The Account Code Button is where the cardholder will apply account codes to the credit card purchases. Select the account codes desired from the drop down box. (These are required fields) If you have more than one transaction to code check the box (Apply account codes to all editable transactions displayed on the page.)  When completed apply.

• Click on Edit

• The Hide Account Codes icon allows you to view the account codes that have been assigned to that particular purchase.

• When satisfied with coding and are an individual card holder check in the cardholder reviewed box and apply.

• If you are an approving Supervisor click on the Supervisor reviewed box.

• Be sure to hit apply when you have check each page of expenses. (In the event that you forget to hit apply before going on to the next page, you will receive the following warning:

• “Modifications have been made to the data on your screen, click OK to continue without saving your changes, or cancel to return to apply your changes.

• be sure to hit cancel to be able to apply if you want to save your changes. (Otherwise you will lose all your work)

• Note, once you click on the Supervisor Review Box the system locks. In order to edit account codes, once the system locks, you must uncheck both the Cardholder and Supervisor Review boxes for the given expense and hit apply.

• Click on View Account Codes and click edit to make changes to the account information.

• Once you have made all changes for a give page hit apply

• Congratulations! You are done!

Attention Supervisors:

When approving Chase Card expenses please be sure the card you are approving has been coded by the staff member. If the card is approved prior to coding it will lock the staff member out making them unable to code.  Please wait to approve until you have received an e-mail from the staff member you are supervising before approving.

Important Things to Remember!

In order to keep the Chase system up to date please contact Patty Shand with any changes in Supervisor status.

Please notify Patty Shand in the event account numbers are missing from the list when coding your Chase charges so that it can be updated right away.

The Chase Card system although a great tool, is a little finicky. For security reasons, if it is idle for 10 minutes, it will log you out. You may have trouble logging back in after this. (Advice: If this happens restart your computer and try logging into the website again.) If your login still doesn’t work, contact Patty Shand (1-888-SCA-Work) ext. 114

It is also recommended that you click apply each time you enter in information (Dept, Account, Max ID, MDA Code, Description) for a given expense. That way if for any reason the system crashes you will not lose all your hard work.

Troubleshooting Problems?

• If you experience any problems during normal business hours, please call a System Administrator. If problems occur during non-business hours, contact Technical Support at 1-877-967-1100 prompt #2. Have your credit card and SS # available at the time of your call for a more smooth transaction. If you are a department cardholder, have available your card number and access number that was assigned to you when you received your card.

• JP Morgan Chase Customer Service is available 24 hours a day ,7 days a week at 1-800-316-6056

• System Administrators are:

Patty Shand ext. 114

Pat Rheaume ext. 113

Melissa Catellier ext 375

Debi Monroe ext. 120

Adding Funds to Your Chase Card

So you spent all the available money on your chase card. Now what?

Simply email or fax the following information to your direct supervisor.

Please put the following information in the subject line: Additional Chase Card Funds Request

The name written your card

The account number written your card

Your MDA Code

Your Max ID

How much additional money you are requesting

It is very important that you include the name written on the card and the account number written on the card, as SCA’s Finance Department needs this information to communicate your request to the Chase Card Representative.

Your supervisor will either approve or disapprove your request. If it is approved the email will be forwarded to Patty Shand. Supervisors please cc SCA CFO Richard Seaman and the field staff on the request. Patty will communicate your request to Chase. If your request is unapproved you will receive a reply explaining why.

It may take up to a week for your request to be processed. So it recommended that you plan ahead and request in advance.

Chase Card Expiration

The card expires on the date noted on the card. When the credit limit is depleted, the card is still “live” but will need to have the credit limit reloaded.

Lost or Stolen Cards

If your card is lost or stolen, the finder/thief may be able to use the card. Loss of card must first be reported to MasterCard at 800-316-6056. Then, report to SCA: Debi Monroe in the Program Services Group (603-543-1700 x120). SCA will coordinate with MasterCard to provide and deliver a new card. It is imperative to promptly communicate a lost or stolen card to SCA Headquarters in Charlestown and MasterCard directly.

End of Project Leader’s duration with SCA

1. The card must be mailed or delivered to SCA headquarters in Charlestown, regardless of whether or not there remains a balance.

2. Staff member completes necessary paperwork, including sending in all receipts. We need these for auditing purposes.

*Please note that your supervisor reserves the right to modify the process to work best with your program/project provided that monthly reconciliation deadlines are met for Charlestown/Finance staff.

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