5th of each month Cardholder required to – APPROVE TRANSACTIONS Before you dispute a transaction, you reconcile all transactions. must first attempt to resolve the (FORSUPERVISORS issue directly with the merchant. If 7th of each month Supervisor required to – ONLY) merchant does not contact you in a approve/revise cardholder(s) transactions. Supervisors: To approve card holders timely manner or does not resolve 8th-9th of each month Print Expense – the issue within 30 days, contact From the Home screen, select Report. JPMorgan Chase and dispute the Financial tab then Account transaction. 10th of each month Reconciled monthly – Summery. Under Quick Link, click on statement with receipts due to Accounts your ID beside Select. Choose Payable (ADM 140) or by email at appropriate Reporting Cycle month & ap@regent.edu. click search (all your assigned employees will come up). Click on 1st employee name and then CARDHOLDER SUPPORT SmartData ONLINE SUPPORT Expand All to review all transactions. To The Cardholder Support Team is available make changes uncheck the Reviewed For information or for help with navigating 24 hours a day for assistance at: box, click save icon. Click on the Edit within SmartData please reference the 1-800-316-6056 Accounting Codes detail box. Make Help Screen within the Home page. If necessary changes & click save icon. you are not able to resolve your problem Possible inquiries include: Review all transactions for please contact or call 352.4006 or adherence to university Reporting Lost/Stolen Cards 352.4007. ► policies & procedures. If any Balance Inquiry ► transactions are questionable, please speak to the employee Disputes Assistance IMPORTANT DATES ► and remind them of proper Weekly reconciliation is highly Fraud Inquiry ► policy. encouraged for employees who have a Declined Cards ► Check the boxes for each Approved high volume of transactions. Don’t wait transaction & then click on the save icon. Note: Cardholder Support will not be able to for the billing cycle to close on the 26th of Click on the Send icon & send an email to assist with SmartData system specific each month. Once purchases are made, the cardholder that all transactions have questions transactions show up online within 1 to 2 been approved. business days. DISPUTING TRANSACTIONS
APPROVE TRANSACTIONS (FORSUPERVISORS ONLY) Supervisors: To approve card holders From the Home screen, select Financial tab then Account Summery. Under Quick Link, click on your ID beside Select. Choose appropriate Reporting Cycle month & click search (all your assigned employees will come up). Click on 1st employee name and then Expand All to review all transactions. To make changes uncheck the Reviewed box, click save icon. Click on the Edit Accounting Codes detail box. Make necessary changes & click save icon. Review all transactions for adherence to university policies & procedures. If any transactions are questionable, please speak to the employee and remind them of proper policy. Check the Approved boxes for each transaction & then click on the save icon. Click on the Send icon & send an email to the cardholder that all transactions have been approved. DISPUTING TRANSACTIONS Before you dispute a transaction, you must first attempt to resolve the issue directly with the merchant. If merchant does not contact you in a timely manner or does not resolve the issue within 30 days, contact JPMorgan Chase and dispute the transaction. SmartData ONLINE SUPPORT For information or for help with navigating within SmartData please reference the Help Screen within the Home page. If you are not able to resolve your problem please contact or call 352.4006 or 352.4007. IMPORTANT DATES Weekly reconciliation is highly encouraged for employees who have a high volume of transactions. Don’t wait for the billing cycle to close on the 26th of each month. Once purchases are made, transactions show up online within 1 to 2 business days. 5th of each month – Cardholder required to reconcile all transactions. 7th of each month – Supervisor required to approve/revise cardholder(s) transactions. 8th-9th of each month – Print Expense Report. 10th of each month – Reconciled monthly statement with receipts due to Accounts Payable (ADM 140) or by email at ap@regent.edu. CARDHOLDER SUPPORT The Cardholder Support Team is available 24 hours a day for assistance at: 1-800-316-6056 Possible inquiries include: ► Reporting Lost/Stolen Cards ► Balance Inquiry ► Disputes Assistance ► Fraud Inquiry ► Declined Cards Note: Cardholder Support will not be able to assist with SmartData system specific questions