Purchase Card Tidbits

Policies, Procedures & Training

Installation Program Coordinators FAQ

1. P-CARD Furlough Contingency

2. What do I do when the Approving Official (AO) cannot see the transactions of their assigned Cardholders (CH)

  1. Validate that both the CH and the AO are assigned to the same hierarchy.
    1. Open the Employee Record of the CH, click onto the User Access tab, ensure that the Hierarchy ID at the top matches the Hierarchy ID of "Role 1" and that Role 1 is "NAF-Cardholder" or "Purch-Agent Cardholder".
    2. Go to the Employee record of the AO click onto the User Access tab; ensure that at least one of the roles match the hierarchy of the CH in question.

3. My CH tried to complete a transaction and they got a decline from the merchant. Where do I go to look up explanation
of the declines associated with my transaction?

  1. Refer to "Decline Code Definitions" under Training Aids for further information

4. Request to Reactivate Suspended Cardholder Account Instructions.

  1. Click here to send email to PCARD.NAF@us.af.mil and add the following information to the email:
    1. Cardholder First Name.
    2. Cardholder Last Name.
    3. Cardholder UserID.

5. I want to add an accounting segment, i.e. GLAC, Cost Center, etc to the PaymentNet IV Chart of Accounts (COA).

  1. Provide the segment name/nomenclature as well as the reason why you require it be added via email PCARD.NAF@us.af.mil and we will forward to the appropriate office for a decision.

6. A CH attempted to register on an additional computer and did not receive an activation code.

  1. Validate the user's email address within PaymentNet and confirm the user has access to the address.

7. At my base we have users that are not reviewing and approving in a timely manner. What disciplinary actions
may I take as an IPC?

  1. In coordination with your leadership, you may use any of the following actions, but not limited to:
    1. Remedial Training, i.e. re-do refresher training, one on one session with you, etc.
    2. Require cardholder to obtain a control number from the resource management office prior to each purchase.
    3. Suspend card by adjusting single purchase limit to $1. (Remember there are other means of payment. i.e. purchase order via IBPS.

8. Increase/Change SPL and Monthly Credit Limits Instructions.

9.P-Card Sales Tax, Surcharges and Tariffs Information

Installation Program Coordinator Training Aids

ACCOUNTS

1. Create a New Account - Guidance for building an account
2. Creating a Non Cardholder Employee Record
3. Changing From CH Role to AO Role in PaymentNet
4. Closing Accounts and Archiving Associated Cardholder Employee Record
5. Employee Record & Account Maintenance
6. IPC Instructions concerning Passwords
7. Lost/Stolen and Undelivered Card Reorder Instructions

REPORTS

1. Reports & Queries for IPC's - list of reports and queries to set up in PaymentNet for IPCs and NAFFAs.
2. How to create a Report – Standard: IPC Use Only - Please note: Requires JP Morgan Account Access
3. See PDF at How to Create Template Based Report: IPC Use Only - Please note: Requires JP Morgan Account Access

OTHER PROCESSES

1. Decline Code Definitions - PaymentNet Decline Code Reference Sheet
2. Update MCC Due to Declined Transaction Based on MCC - Instructions to Update MCC
3. MCC Groups Cross-Reference Spreadsheet - List of Merchant Categories and Codes
4. Method of Payment on Contracts

All Users Training Aids

ACCOUNTS

1. Log In Quick Reference Card - First Time, Forgot Password and Expired Password

REPORTS

1. Incomplete Transactions Query - Query Step by Step instructions for AO’s and CH’s
2. FY Transactions Query
3. Converting a PaymentNet Query to a Spreadsheet
4. Creating Chart of Accounts Favorites
5. List Screen Customizations
6. Approving and Rejecting a Transaction
7. Statement of Account Report
8. Transaction Approver Quick Reference Card - Please note: Requires JP Morgan Account Access

OTHER PROCESSES

1. Authorizations and Declines - In the event your card declines while you are attempting to make a purchase
2. Dispute & Fraud Procedures
3. Transaction Notes - examples of different types of transactions, and acceptable transaction notes
4. The NAF Purchase Card and the Single Purchase Limit