Should a problem arise with a purchased item or charge, the cardholder will attempt to first resolve the issue directly with the supplier.  Review of future statements is vital to ensure the account is properly credited for returns, credits and disputed charges.  The returned, credited or disputed item shall be noted on the procurement card Transaction Log.

Returns:  If a cardholder needs to return an item to a supplier, contact the supplier and obtain instructions for return.  Note that some suppliers may charge a restocking or handling fee for returns.  All returns should be indicated on the Transaction Log.

Credit:  If an item is accepted as a return by the supplier, a credit for this item should appear on the following month’s statement.  All credits should be indicated on the Transaction Log. The month the original charge was made should also be indicated on the Log.

Disputed Charges:  If a cardholder finds a discrepancy on a monthly statement, the cardholder should contact the supplier and attempt to resolve the problem directly.  All disputed items should be indicated on the Transaction Log.  A copy of the form and letters shall be kept in the department as documentation and copies forwarded to the PCard Coordinator with monthly documentation.

If a Cardholder cannot resolve a disputed item directly with the vendor, the cardholder should complete a JP Morgan Chase Statement of Disputed Item Form and return it to JP Morgan Chase according to their instructions on the form.

Billing and Payment

Accounts Payable receives a monthly total of all charges to the account, which will be remitted to JP Morgan Chase. Employees do not pay their own monthly statement.  The program does not affect your credit rating in any way.  The Procurement Card Program carries corporate liability and is subject to the “Open Records Act.”