Penn Purchasing Logo Image with Penn Shield
Purchasing Card FAQs

ABOUT THE PURCHASING CARD PROGRAM

How do I apply for University purchasing card?
What type of training is required for the Purchasing Card?
When do I receive my card?
Who do I notify when transferring from one department (or school/center) to another?
How do I report a lost or stolen card?
How do I cancel a card?

USING YOUR PURCHASING CARD

What purchases can I make with my Purchasing Card?
What are my card limits?
Can I request to have my spending limit increased?
How do I dispute a transaction or a fraudulent transaction?
What do I do if a merchant charges a sales tax to my purchase?
What type of supporting documentation do I need to retain?
How will my department be charged for my Purchasing Card transactions?

USING THE PAYMENTNET APPLICATION

How do I log into PaymentNet?
Logging in for the first time: How do I generate my initial Pass Phrase?
How do I view my transactions in PaymentNet?
How can I see detailed transaction information?
How can I document the business purpose of the transaction within PaymentNet?
How do I view Purchasing Card Authorizations and Declines?
How do I view my credit limits and available credit?
How can I schedule a Statement of Account to run automatically?
How do I print my Statement of Account Report once it has been submitted?
How do I setup an e-mail notification to let me know when my Statement of Account is ready to be downloaded? What other e-mail notifications are available in PaymentNet?
How can I run more advanced Reports or Queries? Where can I find additional information on these features?
How can I run a Statement of Account for the most recently completed billing cycle?

ABOUT THE PURCHASING CARD PROGRAM

How do I apply for a University purchasing card?

Applicants need to complete and submit the cardholder form, print, sign and get approval signatures, then scan and email to the Card Program Administrator at This e-mail address is being protected from spambots. You need JavaScript enabled to view it .Forms digitally signed are acceptable and preferred. No hard copy is required to be sent to the Card Program Administrator. In addition, you must complete the Purchasing Card training before your card is issued.

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What type of training is required for the Purchasing Card?

All cardholders are required to successfully complete a web-based PaymentNet online training course; the online training course will take approximately 30 minutes to complete.

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When do I receive my card

Once your application has been submiitted for processing to the bank, your card will arrive in 10 business days to your office address

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Who do I notify when transferring from one department (or school/center) to another?

Prior to transferring from one department or school/center to another, you must contact This e-mail address is being protected from spambots. You need JavaScript enabled to view it .

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How do I report a lost or stolen card?

To report a lost or stolen card, you should immediately contact JPMorgan Chase at (800) 316-6056.

Best Practices for Fraud

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How do I cancel a card?

In order to cancel a card, you will need to submit the "Delete Cardholder Account Form" request to the Card Program Administrator. Upon receipt of form the account will be deactivated and the Business Administrator advised as such. Please properly destroy the Card at your department. It is not required to return the card to the Card Program Administrator.

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USING YOUR PURCHASING CARD

What purchases can I make with my Purchasing Card

For information relating to allowable purchases using your Purchasing Card, refer to Purchasing Services Commodity Matrix

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What are my card limits?

The standard Purchasing Card transaction limits are as follows:

  • Each purchase must be less than $1000
  • Charges may not be split
  • 25 transactions per day
  • 800 transactions per month
  • Monthly purchase limit of $4999.99

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Can I request to have my spending limit increased?

Purchasing Card spending limit increases must go through your school/center Senior Financial Officer. In turn, your school/center Senior Financial Officer will advise the Card Program Administrator of any changes to your spending limit.

To request a single one time transaction exception limit increase, please submit a properly completed Single transaction increase request form to the Card Program Administrator.

To request a permanent monthly/single (not to exceed $4,999) spending limit increase, please submit a properly completed Monthly spending limit increase request form to the Card Program Administrator. This form can also be used for a timed monthly increase.

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How do I dispute a transaction or a fraudulent transaction?

Before you dispute any Purchasing Card transaction online, you must first attempt to resolve the issue directly with the merchant. If you are unable to reach an agreement with the merchant for erroneous charges, disputes can be submitted on-line within the PaymentNet application as follows:

  • From the Transaction List, click on the transaction you need to dispute.
  • Click "Dispute".
  • Select a Dispute Reason from the drop-down list.
  • Confirm your E-mail Address and enter the Merchant State, if requested.
  • Enter any additional information required and Click "Submit".

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What do I do if a merchant charges a sales tax to my purchase?

Before disputing any sales tax charge online, you must first attempt to resolve the issue directly with the merchant. If you are unable to reach an agreement with the merchant for erroneous sales tax charges, disputes can be submitted on-line within the PaymentNet application as follows:

  • From the Transaction List, click on the transaction you need to dispute.
  • Click "Dispute".
  • Select a Dispute Reason from the drop-down list.
  • Confirm your E-mail Address and enter the Merchant State, if requested.
  • Enter any additional information required and Click "Submit".

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What type of supporting documentation do I need to retain

It is the cardholder's responsibility to retain all original receipts and provide a documented business reason for each Purchasing Card transaction. The documented business reason can be either hand written on the original receipt or it can be entered online within the PaymentNet application.

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How will my department be charged for my Purchasing Card transactions?

Your department will be charged for your Purchasing Card transaction(s) based on the Default Chart of Account that was entered on your Purchasing Card Application. Purchasing Card transactions are posted to the ledger (in BEN Financials) on a weekly basis. Questions regarding the validity of your Purchasing Card's Default Chart of Account should be directed to your school/center Senior Financial Officer.

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USING THE PAYMENTNET APPLICATION

How do I log into PaymentNet

Log On Screen

To log into the PaymentNet application, enter the URL for the PaymentNet logon page in your web browser: https://www.paymentnet.jpmorgan.com

In the Customer Login box, enter:

Click the "Remember my Organization ID" checkbox to have the system pre-fill the Organization ID field for your next login. For security purposes, the system will not save your Password.

Note: Your Penn Key name will be used as your User ID for PaymentNet unless it is less than the 6 character requirement for PaymentNet. If needed, your User ID was appended from your application with additional characters only for use in PaymentNet.

Note: that the Password is not your PennKey Password.

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Logging in for the first time:

Log on Screen

The first time you log in, enter the URL for the PaymentNet logon page in your web browser: https://www.paymentnet.jpmorgan.com

Click the "Forgot Your Password" link and [Go]

You will be requested to enter the following:

  • Organization ID {unipenn}
  • User ID {Your PennKey}
  • Email Address {your Penn email address}

Note: Your email address must match the address in the PaymentNet system (as provided on your P-Card application)

A temporary Password will be sent to your email address. Please keep in mind that the temporary Password will only be sent to the email on record in PaymentNet.

Once you have received your temporary Password, you can proceed to log into PaymentNet. The system will then require you to change your Password for future logins.

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How do I view my transactions in PaymentNet?

PaymentNet Transactions Menu

From the menu bar on the PaymentNet Home page, click [Transactions > Manage].

The next screen will show the Transaction List. The default view is listed as "last 30 days (system)".

Note: As Penn exports Purchasing Card transactions into the BEN Financials system on a weekly basis, the default view will only shows transactions within the last week (those not exported to BEN).

Other transactions can be viewed by selecting "Waiting for My Review" or "Waiting for my Approval" by clicking on the drop down arrow next to the listed view. Click the "set as Default Query" link have either one of those views come up every time you return to this screen.

Up to 24 months of transaction history will be available to view from within PaymentNet.

PaymentNet Transaction List

Cardholders will see their own list of transactions. Individuals with either the Transaction Approver or Manager roles will have access to view and report on the same information for all Cardholders in their respective areas of responsibility.

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How can I see detailed transaction information?

Clicking on a specific transaction line on the Transaction List will open the Transaction Detail screen.

The left-side of the Transaction Details screen shows a summary of information from the Transaction List.

The right side contains the default P-Card Account, Penn ID, Number (a reference number for use in BEN Financials), and Card Type.

PaymentNet Transaction Details

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How can I document the business purpose of the transaction within PaymentNet?

The business purpose of each transaction can be entered in the Transaction Notes field on the Transaction Detail screen.

Transaction notes must include:

  • A brief description of the item(s) purchased
  • The business purpose of the purchase
  • Changes in the account to be charged (if applicable)

Once you have entered your information, be sure to click [SAVE] on that same screen.

PaymentNet Transaction Notes

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How do I view Purchasing Card Authorizations and Declines?

PaymentNet Transactions Menu

From the menu bar on the PaymentNet Home page, click [Transactions > Authorizations/Declines].

The next screen will show any Authorizations or Declines made on a Purchasing Card in real time.

PaymentNet Authorization and Decline List

Cardholders will see their own list of transactions. Individuals with either the Transaction Approver or Manager role will have access to view and report on the same information for all Cardholders in their respective areas of responsibility.

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How do I view my credit limits and available credit?

PaymentNet Transactions Menu

From the menu bar on the PaymentNet Home page, click [Transactions > Statement].

The next screen will show the Statement Detail Screen. From the Statement Detail Screen you will be able to see your Credit Limit and Available Credit. The Cash Limit and Cash Available fields are for informational purposes only (the Purchasing Card may not be used for cash advances).

PaymentNet Statement Detail

Important: This Statement is for individual Cardholder information only and should not be confused with the monthly Statement of Account.

For information on scheduling your monthly Statement of Account, see the Using the PaymentNet Application FAQ #8: How can I schedule my Statement of Account to run automatically?

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How can I schedule a Statement of Account to run automatically?

PaymentNet Reports Menu

From the PaymentNet Home Page, select [Reports > Create].

PaymentNet Report List

From the Report List, select Statement of Account.

On the Report Detail Screen:

  • Enter a new name for your scheduled report in the Name field
  • Select Adobe PDF from the Report Format drop-down box
  • Select Is Relative from Operation drop-down box
  • Select Prior Period from the Value drop-down box
  • Select Billing Cycle from the Cycle drop-down box
  • Click the check box to Schedule to run automatically
  • Select Monthly for Frequency from drop-down box
  • Select 28 for Day from drop-sown box
  • Click "Save"

Report Detail Screen

Schedule Repot

IMPORTANT NOTES ON ENTERING CRITERIA:

If your have the role of Cardholder (and no other) in PaymentNet, you do not have to enter any information in the Criteria or Hierarchy sections of the Report Detail Screen.

Individuals, who have the Transaction Approver, Manager, or Auditor roles, MUST enter information in the Criteria and/or the Hierarchy sections of the Report Detail Screen to avoid running reports for their entire area(s) or responsibility.

Use the down arrow and plus buttons to add Criteria and/or Hierarchy parameters for your desired report.

Examples may include:

  • Specific Account Number
  • Last Name
  • Department

The Criteria and/or Hierarchy parameters may be used individually, or in combination to achieve the desired result.

Note: The report will run automatically. The amount of time your report will take to process depends on the volume of system activity.

You will need to log back in to PaymentNet to print your Statement of Account.

For more information on printing the monthly Statement of Account, see the Using the PaymentNet Application FAQ #9: How do I print my Statement of Account once it has been submitted?

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How do I print my Statement of Account Report once it has been submitted?

Once your report is ready, the status field on the Available Downloads Screen will update to "Successful".

To get e-mail notifications when your report is ready, see the Using the PaymentNet Application FAQ #10: How can I setup an e-mail notification to let me know when my Statement of Account is ready to be downloaded?

Download your report by clicking the name field. The Statement of Account will be downloaded as a PDF file. Click [OPEN], and print the document from your desktop.

PaymentNet Report Downloads

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How do I setup an e-mail notification to let me know when my Statement of Account is ready to be downloaded? What other e-mail notifications are available in PaymentNet

From the PaymentNet Home Page, click on My Profile

PaymentNet Toolbar

From the General Information tab of the My Profile screen, click the checkbox next to Reports to have the system send an email notification when your scheduled Statement of Account (or any other report you choose to run) is ready to be downloaded.

If you would like to be notified when your Purchasing Card transactions post to PaymentNet, you may also choose to click the checkbox next to "Transactions for Review".

PaymentNet General Information

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How can I run more advanced Reports or Queries? Where can I find additional information on these features?

PaymentNet Transactions Menu

From the menu bar on the PaymentNet Home page, click [Transactions > Query].

Use the drop down boxes as well as the down arrow and plus buttons to add criteria to your customized query.

Additional information on creating queries can be found by clicking [Help > Help for this Page] on the menu bar.

PaymentNet Advanced Query

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How can I run a Statement of Account for the most recently completed billing cycle?

From the PaymentNet Home Page, select [Reports > Create].

PaymentNet Reports Menu

From the Report List, select Statement of Account.

PaymentNet Report List

Cardholders: If you have the role of Cardholder (and no other) in PaymentNet, you do not have to enter any information on the Report Detail Screen. Click [Process Report] to generate the Statement of Account for the most recently completed billing cycle.

Paymentnet Statement of Account

Transaction Approver or Managers: If you have the role of Transaction Approver or Manager in the PaymentNet System, when your application is processed a temporary password will be sent to your email. A second email will contain your user ID.

 

Click [Process Report].

Statement of account - portrait

To print your report, see the "Using the Payment Application FAQ #9: How do I print my Statement of Account report once it has been submitted" listed above.