Frequently Asked Travel & Procurement Questions Related to the Novel Coronavirus Outbreak
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Meeting Card

JPMorgan Chase Meeting Card

The JPMorgan Chase (JPMC) Meeting Card is a University authorized payment method for formal business meetings and event-related expenses that cannot be processed via a purchase order. Penn authorized event planning coordinators are the ideal candidates for the Corporate Meeting Card.

The JPMC Meeting Card complements the BEN Buys Purchasing System, the University’s primary authorized buying method. As such, the Meeting Card can only be used by the authorized cardholder for meeting or event related expenses. The JPMC Meeting Card is not to be used for general travel or entertainment expenses.

Use of the JPMC Meeting Card is a privilege granted by the University, and as such, will be revoked and disciplinary action taken in the event of abuse, inappropriate or fraudulent use, or failure to perform required cardholder administrative duties.

About the Meeting Card

  1. What is a Meeting Card: JPMC Meeting Cards are designed to support the specific needs of event planners. Cards can be used domestically or internationally.
  2. Who is eligible for a Meeting Card: JPMC Meeting Cards are for authorized staff members who facilitate meeting and event planning on an ongoing basis. Each School and Center Senior Financial Officers are responsible for identifying the correct individuals within their organization.
  3. Who is not eligible for a Meeting Card: Staff members that do not meet the criteria of the meeting planning designation and who organize departmental and or campus meetings for which they can use Purchase Orders.
  4. What is an event: An event is an organized occasion such as a gala dinner, special event, recognition or fund raising function which is business related but social in nature. Events are usually defined by printed and/or distributed invitations.
  5. What is a meeting: A meeting is an event or conference where the primary activity of the attendees is to attend educational sessions and/or participate in agenda driven discussions. Meetings are usually defined by printed and/or distributed agendas.
  6. Who is an event/meeting planner: An event/meeting planner is someone who oversees and arranges the logistics of a meeting or event. Arrangements can consist of venues, event space, food, beverages, audiovisual, decorations, alcohol and hotel rooms.
  7. What types of charges are appropriate for meeting cards: Meeting cards can be used for meetings and events sponsored by Penn that can be supported by agendas or invitations. They can be used for all the costs associated with such meetings and events except for airline tickets. And they can be used for meetings and events held in Philadelphia but not on campus for which purchase orders are the appropriate method of payment.
  8. What types of charges are NOT appropriate for meeting cards: Meeting cards should not be used for:
    • Individual Airline tickets
    • Individual Hotel and Car Rentals
    • Departmental meetings
    • Travel expenses that are not meeting or event related
    • Meetings or events held on campus for which purchase orders are be used (Purchase orders can only be used with Penn Approved Caterers and other Penn sanctioned providers)
  9. Limits on Meeting Card: JPMC Meeting Card accounts have monthly spend limits and single transaction limits.

Meeting Card Reconciliation Process

  1. Monthly Statements: Each cardholder is required to run monthly statements which can be retrieved online within PaymentNet application, the University's online transaction card management system. The cardholder is responsible for collecting and recording relevant notes, documents, and receipts in the application.
  2. What is supporting documentation: Each event or meeting should have an agenda or invitation which needs to be attached. Each cardholder should submit the detailed backup from the hotel or venue which breaks down all the charges. The detailed back up should support the amounts listed on the statements.
  3. How the meeting card is paid: Meeting card transactions do not require any action on the part of the cardholder. Suppliers are paid by the card-issuing bank for these transactions on a weekly basis. The bank provides a summary of transactions to the Card Program Administrator who prepares and issues a payment to the bank.
  4. Who should a cardholder contact if there are any additional questions: Please direct all questions to the University’s Card Program Administrator.

Meeting Card Application Process

  1. Go to KnowledgeLink and access the University Meeting Card FTD Course UP.87022.ITEM.UMC001
  2. Complete the Online Meeting Card application.
  3. Online Card Application User Guide.
  4. Online Card Application Approver Guide.
  5. For more information, please contact the University’s Card Program Administrator.