ࡱ> c~ %bjbj cCjj!!E"E"E""""#m&"ɽ) 6:7779 F,JTVVVVVV_zV-E"9d999d9dV!!77ttt9d>!l7E"7Tt9dTttn~",t7Pys!"wf6@0ɽ"R{qg{ltt{E" KStY>^KKKVVOoKKKɽ9d9d9d9d{KKKKKKKKKj s : State of Washington Current Contract Information Revision date: December 7, 2007 Contract number:04298 Commodity code:9706Contract title:Charge Card ServicesPurpose:To grant JP Morgan Chase an extension, effective January 1, 2008 through October 31, 2009. There are no extension options remaining. To update the Washington State Purchasing Cooperative link on page 6. To update Incentive payout process on page 6. Per Addendum #6, JP Morgan Chase will no longer process any new implementations. PaymentNet training information is updated on page 8. To update the Program Coordinator Lead on page 20. To update the incentive grid for the 2008-09 Program years on page 24. All references to Card Fees have been removed for the remainder of the contract.Term:January 1, 2008Through:October 31, 2009For use by:All State Agencies, Political Subdivisions, Participating Institutions of Higher Education (College and Universities, Community and Technical Colleges) and nonprofit organizations of the State of Washington.Be advised:The Current Contract Information you are reviewing is evolving document. Revisions are frequent. Visiting General Administrations HYPERLINK "http://www.ga.wa.gov/PCA/PCard.htm"Charge Card website frequently is recommended to ensure up to date contract information. Please note that this Current Contract Information document is not a legal contract, it is a summary of the contract terms and conditions.Contract type:Mandatory Use for all designated users.Scope of contractThis contract is awarded to one contractor.Contractor: HYPERLINK "http://www.jpmorganchase.com/pages/jpmc"  INCLUDEPICTURE "http://www.jpmorganchase.com/images/newjpmchaseimg/jpmorganchase_logo.gif" \* MERGEFORMATINET  HYPERLINK \l "_JPMorgan_Chase_Charge_card Contacts" JPMC Contact InformationAddress: Commercial Card Solutions 3949 South 700 East, Suite 500 Salt Lake City, UT 84107Payment Address:Overnight JPMorgan Chase Commercial Card Solutions Lock Box 4471 Mail Code IL1-6030 2500 Westfield Drive. Elgin, IL 60123US Mail JPMorgan Chase Commercial Card Solutions P.O. Box 4471 Carol Stream, IL 60197Fed. I.D. No.:22-2382028Supplier No.:W7094Current participation:$0.00 MBE$0.00 WBE$216,000,000.00 OTHER$0.00 EXEMPTMBE 0%WBE 0%OTHER 100%Exempt 0%This page contains key contract features. Find detailed information on succeeding pages. For more information on this contract, or if you have any questions, please contact your local agency Purchasing Office, or you may contact our office at the numbers listed below. Primary Contact:Customer ServicePhone Number:(360) 902-7400Fax Number:(360) 586-2426Email: HYPERLINK "mailto:csmail@ga.wa.gov" csmail@ga.wa.gov  SPECIAL NOTES: Table of Contents  TOC \o "1-3" \h \z \u  HYPERLINK \l "_Toc184775810" Section A  PAGEREF _Toc184775810 \h 5  HYPERLINK \l "_Toc184775811" GENERAL PROGRAM INFORMATION  PAGEREF _Toc184775811 \h 5  HYPERLINK \l "_Toc184775812" Purpose & Guidelines  PAGEREF _Toc184775812 \h 5  HYPERLINK \l "_Toc184775813" Card Options  PAGEREF _Toc184775813 \h 5  HYPERLINK \l "_Toc184775814" Authorized Users  PAGEREF _Toc184775814 \h 6  HYPERLINK \l "_Toc184775815" Incentives & Strategies To Improve Incentive Share  PAGEREF _Toc184775815 \h 6  HYPERLINK \l "_Toc184775816" Incentive Definitions  PAGEREF _Toc184775816 \h 7  HYPERLINK \l "_Toc184775817" Training  PAGEREF _Toc184775817 \h 8  HYPERLINK \l "_Toc184775818" 1099 Reporting  PAGEREF _Toc184775818 \h 8  HYPERLINK \l "_Toc184775819" W-9  PAGEREF _Toc184775819 \h 8  HYPERLINK \l "_Toc184775820" Consulting Services for Program Improvement  PAGEREF _Toc184775820 \h 8  HYPERLINK \l "_Toc184775821" Ordering Process  PAGEREF _Toc184775821 \h 8  HYPERLINK \l "_Toc184775822" Contract Specifics  PAGEREF _Toc184775822 \h 9  HYPERLINK \l "_Toc184775823" Audits and Administration  PAGEREF _Toc184775823 \h 9  HYPERLINK \l "_Toc184775824" Charge Card Responsibilities  PAGEREF _Toc184775824 \h 9  HYPERLINK \l "_Toc184775825" Agency Contacts  PAGEREF _Toc184775825 \h 10  HYPERLINK \l "_Toc184775826" Release of Information  PAGEREF _Toc184775826 \h 10  HYPERLINK \l "_Toc184775827" Agency Accountability  PAGEREF _Toc184775827 \h 10  HYPERLINK \l "_Toc184775828" Liability  PAGEREF _Toc184775828 \h 10  HYPERLINK \l "_Toc184775829" Card Design and Embossing  PAGEREF _Toc184775829 \h 11  HYPERLINK \l "_Toc184775830" Forms  PAGEREF _Toc184775830 \h 11  HYPERLINK \l "_Toc184775831" Card Users  PAGEREF _Toc184775831 \h 11  HYPERLINK \l "_Toc184775832" Agency Procedures  PAGEREF _Toc184775832 \h 11  HYPERLINK \l "_Toc184775833" New Card Delivery  PAGEREF _Toc184775833 \h 12  HYPERLINK \l "_Toc184775834" Card Name  PAGEREF _Toc184775834 \h 12  HYPERLINK \l "_Toc184775835" Card Location  PAGEREF _Toc184775835 \h 12  HYPERLINK \l "_Toc184775836" Card Misuse  PAGEREF _Toc184775836 \h 12  HYPERLINK \l "_Toc184775837" Card Security  PAGEREF _Toc184775837 \h 12  HYPERLINK \l "_Toc184775838" Investigation Assistance  PAGEREF _Toc184775838 \h 13  HYPERLINK \l "_Toc184775839" Authorization Controls  PAGEREF _Toc184775839 \h 13  HYPERLINK \l "_Toc184775840" Card Controls (Limits & Blocking)  PAGEREF _Toc184775840 \h 13  HYPERLINK \l "_Toc184775841" Merchant Blocking  PAGEREF _Toc184775841 \h 14  HYPERLINK \l "_Toc184775842" Cash Advances  PAGEREF _Toc184775842 \h 14  HYPERLINK \l "_Toc184775843" Agency Aggregate Credit Limit  PAGEREF _Toc184775843 \h 14  HYPERLINK \l "_Toc184775844" Individual Account Credit Limits  PAGEREF _Toc184775844 \h 14  HYPERLINK \l "_Toc184775845" Invoicing  PAGEREF _Toc184775845 \h 14  HYPERLINK \l "_Toc184775846" Invoice Processing and Reconciliation  PAGEREF _Toc184775846 \h 14  HYPERLINK \l "_Toc184775847" Card Custodian Statement of Account  PAGEREF _Toc184775847 \h 15  HYPERLINK \l "_Toc184775848" Payment  PAGEREF _Toc184775848 \h 15  HYPERLINK \l "_Toc184775849" Dispute Resolution  PAGEREF _Toc184775849 \h 16  HYPERLINK \l "_Toc184775850" Charge Card Transaction Log  PAGEREF _Toc184775850 \h 16  HYPERLINK \l "_Toc184775851" Account Suspension  PAGEREF _Toc184775851 \h 16  HYPERLINK \l "_Toc184775852" Late Payment Charges  PAGEREF _Toc184775852 \h 17  HYPERLINK \l "_Toc184775853" Cards Current Status  PAGEREF _Toc184775853 \h 17  HYPERLINK \l "_Toc184775854" Replacement or Lost/Stolen Cards  PAGEREF _Toc184775854 \h 17  HYPERLINK \l "_Toc184775855" Card Cancellation  PAGEREF _Toc184775855 \h 17  HYPERLINK \l "_Toc184775856" Termination of the Agreement  PAGEREF _Toc184775856 \h 17  HYPERLINK \l "_Toc184775857" Card Re-issuance  PAGEREF _Toc184775857 \h 17  HYPERLINK \l "_Toc184775858" Transaction Posting  PAGEREF _Toc184775858 \h 18  HYPERLINK \l "_Toc184775859" Post Contract Requirements  PAGEREF _Toc184775859 \h 18  HYPERLINK \l "_Toc184775860" Electronic Access  PAGEREF _Toc184775860 \h 18  HYPERLINK \l "_Toc184775861" Management Reporting  PAGEREF _Toc184775861 \h 18  HYPERLINK \l "_Toc184775862" JPMorgan Chase Charge card Contacts (Client Relations & Customer Service)  PAGEREF _Toc184775862 \h 20  HYPERLINK \l "_Toc184775863" JPMorgan Chase Charge Card Addresses (Communication & Payment)  PAGEREF _Toc184775863 \h 21  HYPERLINK \l "_Toc184775864" Account Maintenance  PAGEREF _Toc184775864 \h 22  HYPERLINK \l "_Toc184775865" Exhibit A Implementation Process Flow Chart  PAGEREF _Toc184775865 \h 23  HYPERLINK \l "_Toc184775866" Exhibit B  PAGEREF _Toc184775866 \h 24  HYPERLINK \l "_Toc184775867" Section B: (Program Features Summary)  PAGEREF _Toc184775867 \h 25  HYPERLINK \l "_Toc184775868" Section C: Forms  PAGEREF _Toc184775868 \h 28  HYPERLINK \l "_Toc184775869" Application and Maintenance Instructions  PAGEREF _Toc184775869 \h 29  HYPERLINK \l "_Toc184775870" PaymentNet Information  PAGEREF _Toc184775870 \h 30  HYPERLINK \l "_Toc184775871" NEW CARD IMPLEMENTATION PROCESS  PAGEREF _Toc184775871 \h 31  HYPERLINK \l "_Toc184775872" Credit Limit Increase Request  PAGEREF _Toc184775872 \h 31  HYPERLINK \l "_Toc184775873" DELINQUENCY MANAGEMENT  PAGEREF _Toc184775873 \h 31  HYPERLINK \l "_Toc184775874" LIABILITY WAIVER PROGRAM  PAGEREF _Toc184775874 \h 32  Section A GENERAL PROGRAM INFORMATION Purpose & Guidelines The purpose of this document is to provide guidance that will enable State of Washington agencies and potential customers of the  HYPERLINK "http://www.ga.wa.gov/customer/cust-contract.htm" Office of State Procurement to establish and successfully implement a Charge Card System. This document will help to better define responsibilities and requirements, and to provide guidelines for the acquisition and use of purchase and travel cards. Agencies must adhere to all provisions of Washington Administrative Code (WAC) HYPERLINK "http://apps.leg.wa.gov/wac/default.aspx?cite=236"236-48-250, HYPERLINK "http://apps.leg.wa.gov/wac/default.aspx?cite=236"236-48-251, HYPERLINK "http://apps.leg.wa.gov/wac/default.aspx?cite=236"236-48-252, and 236 HYPERLINK "http://www.leg.wa.gov/wac/index.cfm?fuseaction=section§ion=236-48-253" -48-253. This contract provides authorized users the ability to furnish and use Charge Cards for purchases. State agencies are required to develop individualized policy and procedures and may choose to be more specific than the guidance contained herein. It is important to communicate agency specific policy and procedures to individual cardholders. Purchasing Program guidelines provided are in accordance with  HYPERLINK "http://www.ofm.wa.gov/" OFM policy. HYPERLINK "http://apps.leg.wa.gov/RCW/"Chapter 43.19 RCW and HYPERLINK "http://apps.leg.wa.gov/wac/default.aspx?cite=236"Chapter 236-48 WAC, Contract No. 04298, Charge Card Services and General and Specific Authorities as issued by The Office of State Procurement apply when purchases are being made with a Charge Card. Within applicable statutes and authorities, the selection of suppliers for use of the Charge Card is determined solely by the agency. NOTE: VISA cards are for Official Government Use Only. VISA cards may not be used for personal purchases. Contract User must read and be familiar with the provisions of the Ethics in Public Service Law, HYPERLINK "http://apps.leg.wa.gov/RCW/"Chapter 42.52 RCW. In addition, special attention should be paid to RCW HYPERLINK "http://apps.leg.wa.gov/WAC/default.aspx?cite="42.52.160 (Use of Persons, Money or Property for Private Gain) and also to WAC HYPERLINK "http://apps.leg.wa.gov/wac/default.aspx?cite=292"292-110-010 (Use of State Resources). Card Users that improperly use a VISA card may be subject to prosecution and penalties to the full extent provided for by law. Card Options This agreement brings the two Charge Card Contracts together for administrative efficiencies. Contract users have the option of having one card for both their Travel Program and Charge Card Program or having two cards, one for travel and one for purchasing goods and services. This contract includes provisions for four (4) programs: Individual Travel Account Assigned to an individual Individual responsible for payment Central Travel Account (CTA) Assigned to an agency/division Agency/division responsible for payment Charge Card (Purchasing card) Assigned to either an agency/division or individual Agency/division responsible for payment Multi-Card (Combination Purchase & Travel) This type of card is for unique situations. For further information, please contact  HYPERLINK \l "_JPMorgan_Chase_Charge_card Contacts" JP Morgan Chase Program Coordinator Team. Unless specified, all sections of this agreement apply to all four of the programs. Authorized Users Only authorized users (For purposes of the Agreement, Authorized Users, as defined in Contract 04298 Charge Card Services revised August 12, 2003, means all agencies of the State of Washington, political subdivisions, participating institutions of higher education (colleges and universities, community and technical colleges included in the State of Washington Purchasing Cooperative (WSPC). It is the contractors responsibility to verify membership of these organizations prior to processing orders received under this contract. A list of Washington members is available at  HYPERLINK "http://www.ga.wa.gov/Purchase/index.html" http://www.ga.wa.gov/Purchase/index.html. Incentives & Strategies To Improve Incentive Share This charge card program includes a profit share opportunity based on the performance of the participants. Performance elements include agency management of the charge card repayment period, management of low spend cards out of the program in favor of high spend charge cards, and agency policies to minimize the risk of loss against charge cards issued. All of these factors increase profit for the bank and the bank shares that profit with the charge card participants. Ultimately the Office of State Procurement uses these performance elements to calculate an  HYPERLINK \l "_Exhibit_B__Incentive Grids" incentive share to be rebated to the participants in the charge card program for each calendar year period. The Office of State Procurement and our Charge Card Contractor offer training and program status reviews to help participating agencies to maximize their opportunity for using this charge card program to create payment process efficiencies and to maximize the agency opportunity to create the greatest incentive share possible for their charge card program performance. Please refer to the information provided in this document and contact the state contract administrator, Neva Peckham for further assistance and scheduled training; Phone (360) 902-7425 or email at  HYPERLINK "mailto:npeckha@ga.wa.gov" npeckha@ga.wa.gov. Brief benefits overview Large $ transactionsSmall $ transactionsBenefitsIncrease average spend per cardConvenience/ administrative savingsIncentive opportunity/ hard dollarCost avoidance/ soft costs   EMBED PowerPoint.Show.8  Incentives are calculated on a calendar year. The incentive calculations will be disbursed as follows for the remainder of the contract: 2007 Incentive payouts to customers from JPMC no later than March 31, 2008. 2008 Incentive payouts to customers from JPMC no later than March 31, 2009. 2009 Incentive calculations will be done by JPMC, and disbursements done by OSP no later than March 31, 2010.  Incentive Definitions Average Annual Net Spend per Card means the result of annual Charge Volume divided by the average number of open Accounts. The average number of open accounts is calculated as the number of accounts open at each month-end, averaged over a calendar year. Average Fileturn means the number of days between the transaction posting date and the posting date of payment in full, averaged over the rebate calculation period. Charge Volume means total US dollar charges made on a Contractor issued Credit Card, net of returns, and excluding Large Ticket Transactions, cash advances, convenience check amounts, and fraudulent charges. Credit Losses means all amounts due to the Contractor in connection with any Card that the Contractor has written off as un-collectable, excluding Fraud Losses. Fraud Losses means all amounts due to the Contractor in connection with any Card that the Contractor has written off as un-collectable as a result of a card being lost, stolen, or compromised. Incentive Share means the amount of money an agency could expect to receive as a share of the contract incentive amount available to this Charge Card Service Program based on agency performance for the prior calendar year. Large Ticket Transaction means a transaction that the Associations have determined is eligible for a Large Ticket Rate. Losses means all Credit Losses and Fraud Losses. NOTE: Each program is responsible for only their losses. Agencies are not subject to penalties based on losses from another program user Settlement Terms means the combination of the number of calendar days in a billing cycle and the number of calendar days following the end of a billing cycle to the date the payment is due. Settlement Terms are expressed as X & Y, where X is the number of calendar days in the billing cycle and Y is the number of calendar days following the end of a billing cycle to the date the payment is due. Training Upon request, training will be made available to authorized users of State Purchasing Cards. The training is provided by JPMorgan Chase. Requests for training are made to Neva Peckham,  HYPERLINK "mailto:npeckha@ga.wa.gov" npeckha@ga.wa.gov. 1099 Reporting The Contractor will assist to OSP and its Authorized Purchasers in their efforts to comply with the Qualified Payment Card Agents (QPCA) requirements. The Contractor will provide education and consulting services to OSP and its Authorized Purchasers on the requirements needed to format and transfer  HYPERLINK "http://www.irs.gov/" 1099 data to the Authorized Purchasers systems. W-9 For information on HYPERLINK "http://www.ofm.wa.gov/isd/vendors.asp"Statewide Vendor Payment Registration and HYPERLINK "http://www.irs.gov/pub/irs-pdf/fw9.pdf"W-9 form, please visit the Washington State HYPERLINK "http://www.ofm.wa.gov/"Office of Financial Management (OFM) website.  Consulting Services for Program Improvement The Contractor may work with authorized users to provide consulting services for program improvement and expansion at the request of the customer. Fees for this service are waived if the recommendations are implemented. If the recommendations are not implemented, the fee is not to exceed $25,000 per project. The authorized user for which the services described in this paragraph are provided is responsible for payment for those services. Ordering Process JP Morgan Chase will not process any new implementations for the remainder of this contract. If you have any existing account, you may still request new cards and credit limit increases. If your Agency currently participates in the Charge Card Program, Individual Travel Card requests are made directly to your agency/division financial office. Time line for receiving Charge Cards Standard Application: Process Day 1: Application received, E-mail confirmation sent to customer, Quality Check completed on application; Day 2: Account set-up in Authorization System; Day 3: Card and magnetic strip produced and information embossed on plastic; Day 4: Card is placed in mail system; Days 5-8: Card is delivered by US Postal Service. Express Mail Application: Process Day 1: Application received, E-mail confirmation sent to customer, Quality Check completed on application; Day 2: Account set-up in Authorization System; Day 3: Card and magnetic strip produced and information embossed on plastic, Day 4: Card is placed in express mail system; Day 5: Card is delivered by Federal Express. RUSH Application: Process Day 1: Application received, E-mail confirmation sent to customer, Quality Check completed on application, Account set-up in Authorization System; Day 2: Card and magnetic strip produced and information embossed on plastic, Card is placed in mail system; Day 3: Card is delivered by Federal Express. Contract Specifics Audits and Administration Program Administrators and custodians are encouraged to review reports and bank statements on an ongoing basis. Periodic program reviews should be conducted to determine if proper controls of Charge Cards are being exercised. Program Administrators should review and analyze account billings and management reports to monitor purchases and Charge card implementation. Agencys Internal Audit Office should audit compliance with terms and conditions of State of Washington Contract No. 04298, Charge Card Services, as well as individual agency purchase card program policy and procedures. Charge Card Responsibilities Each agency is required to develop procedures to identify individuals who will have responsibilities under the program and to develop system controls in compliance with WAC 236-48-251. The agency Director or designee(s) is responsible for ensuring compliance with Charge card requirements, approving Charge card limits, and to delegate to and authorize Approving Managers to oversee the implementation of this process. Individual agencies must assign card management responsibilities to one point of contact on the management team. That individual will be accountable for development, implementation, monitoring and administration of the agencys Charge card System. In most situations it will be an appropriate assignment for the Purchasing Manager. For the purpose of this document, this position will be referred to as the Program Administrator. A memorandum signed by the Director or designee, should be forwarded to the agency Program Administrator indicating approving managers for implementation of the purchase card program. Agency Approving Managers are responsible for designating custodians and recommending Charge card limits within their organizations. They will advise custodians of applicable limits and ensure that proper card usage, security, controls, timely bank statement reconciliation and approval, retention of transaction documentation and other related responsibilities as described herein are applied by the designee(s). The Program Administrator will serve as card administrator, and will be responsible for providing training, advice, direction, consultation and assistance to approving managers and custodians. The Program Administrator will monitor program implementation to assure compliance with Charge card Program requirements. Program Administrators should revisit the strategy section of this document periodically to ensure maximum incentive and overall program benefit. The agency fiscal officer is responsible for submission of payments to the Charge card contractor within the required contractual-obligation period. Successful programs use frequent (daily/ weekly) PaymentNet downloads and multiple Electronic Funds Transfers (ETF) each month to lower the fileturn. The agency Internal Auditor is responsible for audit of compliance with purchase card program and policy requirements. Custodians are required to have a working knowledge of all applicable policies, rules and guidelines, and are responsible for implementation of the card program controls and procedures as defined herein. Custodians may designate employees (purchasers) within their organization to use the Charge card to purchase specific items. Purchasers shall maintain security of the Charge card while in their custody and immediately return the Charge card, charge receipts and sales tickets to the custodian upon completion of any purchase activity. Agency Contacts The Contractor shall develop and maintain a list of agency Program Administrators and designated billing office contacts. Those positions shall be the Contractors primary contact points for individual participant issues, as well as adding and distributing cards. It is up to the Agency to keep this list updated with the Contractor. For all intents and purposes, the Program Administrator will apply to all programs (Travel, Purchasing, & Multi-Card). Contact for statewide contract issues shall be the OSP Contract Administrator, Neva Peckham at (360) 902-7425 or  HYPERLINK "mailto:npeckha@ga.wa.gov" npeckha@ga.wa.gov. Release of Information Except as otherwise specifically provided for in this document, names, addresses or other card custodian information shall not be released, sold, or made available to any third party. Information for inquiry purposes shall be available for anyone listed as a Program Administrator with JPMorgan Chase. Agency Accountability WAC 236.48.251 stipulates the following requirement: Agency heads (or their designees) shall institute a system for responsibility, control and distribution of charge cards within each agency. Control shall be so structured that, upon request of the Office of State Procurement, each agency will be able to report the number of cards used, type of cards used, amount of purchases made by card within a stated time together with any problems they have encountered. Liability General: The Contractor shall provide monthly statements of all charges and other amounts due, including late payment charges, to each participant account. Each participant shall be liable for all authorized charges provided that the use is within the required authorization control limits assigned by the state and/or purchaser, or the card custodian has used the card to make a purchase below the merchants Charge card Association floor limit, and the purchase was not electronically authorized which may result in a balance temporarily exceeding the billing cycle or single purchase limits. Unauthorized Charges: Neither the State nor participating entity shall be liable for charges resulting from unauthorized use of any charge card. For purposes of this paragraph, an unauthorized use is a use that did not benefit either the State, or participating entity or an employee of the State or participating entity and that was incurred by someone other than a State employee or participating entity employee and who did not have actual, implied, or apparent authority to use the charge card. The purchaser must, however, promptly notify the Contractor with information pertaining to lost or stolen cards. Cancellation of Cards: Neither the State nor participating entity shall be liable for charges incurred after verbal or written notification to Contractor to cancel card(s). The purchaser shall cut in half all cards and return them promptly to the Contractor. Card Design and Embossing The Contractor shall be responsible for overall card design and embossing. A unique design is essential to ensure merchant recognition that the card is a corporate Charge Card to be used only for official business. Purchasers shall have the option of choosing either a standard or customized design or a combination standard and custom designed cards. Standard Design: Design will consist of Contractors standard Charge Card stock. The design shall be approved, in writing, by the OSP Contract Administrator prior to contract implementation. The Contractors customer service toll free number shall be printed on the backside of the card. At a minimum, each Card shall be embossed with the following: Card Custodians name (may be omitted at Agency option) Department, agency, or organization identification Account number Expiration date A 20 digit Alphanumeric code for agency use (May be used for agency Tax Identification Number, etc.) Customized Design: If requested by a purchaser, the Contractor shall also provide them with the following two design options: Unique Agency Design: A Card embossed with agency unique emblem or identification. In addition to an agency unique emblem, each card would also include the same information as the standard card design. Generic: A card showing no association with the State of Washington or requesting agency. Each generic card shall be embossed with the following: Card Custodians name Account Number (not readily identifiable as the State of Washington) Card expiration date Generic cards issued under this contract will be subject to all other terms and conditions of the agreement. Forms The Contractor shall provide each agency Program Administrator, at no cost, sufficient copies of all account set-ups, account maintenance, amount cancellation forms, dispute forms and any other form that may be required in the performance of this contract. See  HYPERLINK \l "_Section_C:__Forms" Section C forms of this document. Card Users Each State agency shall designate actual employees to receive card member applications. Agency Procedures Each State agency shall issue written instructions regarding the use of Charge Cards. These instructions shall include: The card members responsibility to maintain accounts in good standing Employees utilization of cards for authorized State business travel related purchases only Reimbursement of expenses as authorized by current regulations (if applies) Instructions for monitoring and maintaining control of all cards issued Instructions for monitoring and approving or disapproving expenses Procedures for ensuring a satisfactory audit trail. New Card Delivery All cards shall be delivered to the Program Administrator for distribution. Cards shall not be mailed to individual card members address. On a routine basis, Contractor shall set up account(s) and issue cards within fifteen (15) days after receipt of field/purchase order or within extended implementation time frame as requested by the Program Administrator. In emergency situations, the Contractor shall be capable of setting up an account number and issuing Charge Cards within forty-eight (48) hours of receipt of field order. All cards shall be issued to cardholders under a central card distribution process. Contractor shall mail cards to the participants Program Administrator, not to individual card custodians (unless deemed an emergency by the Program Administrator & JPMorgan Chase). Card Name All cards issued under this contract shall bear the name of the individual authorized to use the card. "State of Washington" or Agency Name or Department shall be embossed below the individuals name. In the case of Political Subdivisions, that entity's name shall be embossed below the individuals name. If department names appear on the account, there are certain rights (disputes, etc.) that will be forfeited. Card Location The State agrees to provide the Contractor with any available information and documentation, legally and reasonably requested, concerning the whereabouts of Charge card members and their use of Charge Cards. Card Misuse The State agrees to cooperate with the Contractor in any investigation, litigation, or prosecution arising from the use of a Charge card. If requested, the State will provide a statement by an official, and sworn before a Notary Public, regarding reimbursements or authorized charges to card member. Misuse of the Charge card may result in the revocation of purchase card privileges and may result in additional disciplinary action as deemed necessary by the appropriate delegating authority. Misuse may be but is not limited to the following infractions: a) Purchasing items that are available from Central Stores or purchasing items that are on mandatory use contracts from other than the designated contractor sources unless the purchase falls under an authorized exception to that contract; b) making purchases which exceed individuals delegated purchase authority limit; c) use for any items indicated as excluded in this publication. Card Security Charge Cards and the account number must be safeguarded against loss, theft and unauthorized use. The Charge Cards shall be retained, in a secure location. The security of Charge card numbers must be maintained. In order to minimize liability for unauthorized purchases, the custodian must report lost or stolen cards immediately by calling the Charge card contractor's customer service center, (800) 270-7760 and also notify the appropriate accounting or purchasing personnel within custodians agency. Control measures to ensure the safety and security of Charge Cards must be developed by each participating agency. When a custodian transfers internally or leaves the agency, appropriate accounting or purchasing personnel must be notified. If required, cards shall be returned, by the custodian to delegating authority immediately. The custodian's appointing manager is responsible for notification to the Program Administrator and to ensure that cards are returned and/or appropriately accounted for. Investigation Assistance The Contractor shall assist any investigative unit of Washington State government concerning alleged wrongdoing or suspected fraud or abuse by any agency/organization employees or those entities doing business with the state contracted Charge card. Reciprocal assistance from the state with regard to investigations shall be provided the Contractor. Authorization Controls The Contractor shall have an authorization system in place that is available twenty-four (24) hours per day, every day of the year. Immediate override capabilities shall be available to allow the OSP Contract Administrator to authorize specific transactions that may otherwise be prohibited. Authorization controls shall be set as indicated below by the agency or OSP at agency level and card custodian level. Transactions that exceed established levels shall be denied at the point of sale. The Contractor shall provide the following electronic purchase controls for each card custodian. Card Controls (Limits & Blocking) Individual agencies shall set billing cycle purchase limit per card and dollar limits per transaction, agencies may authorize individual purchases up to any amount to be made via the PCs. Agencies shall not exceed their current direct buy limit as authorized by RCW 43.19. Purchases in excess of this amount require a written record of competition. Refer to RCW for more specific information. Agencies may set authorization limits per card, maximum number of daily and/or monthly transactions and approved supplier categories. Some additional guidelines are listed below: The maximum allowable per transaction limit is (agency sets limit not to exceed assigned agency aggregate limit). Purchases shall not be deliberately split to circumvent this requirement. The Charge Cards may be used purchase items for official state business only. You can NOT obtain cash advances from financial institutions. Personal purchases are not allowed. You are not allowed to purchase materials or services from a member of the custodian's and/or cardholders immediate family. You are not to purchase equipment, material or supplies restricted by policies, guidelines or contractual agreements. We recommend that you use separate cards for Travel related expenses, such as transportation, lodging and meals. Note: The agency may wish to add other agency restrictions to this section. Merchant Blocking Merchant Code: Purchasers shall have the ability to restrict charge activity by type of merchant (identified by merchant category code). It is recommended that Airline and Travel Purchases be kept separately on the Travel Card or CTA The following merchants will be restricted from use on the cards: Banks & Financial Institutions (Cash Advances), Escort Services, Gambling, Wire Transfers, and other fraudulent or non-business transactions, as deemed by JPMorgan Chase and the State of Washington Office of State Procurement. Cash Advances The Charge Cards shall not be used, under any circumstances, for cash advances from banks or automated teller Agency Aggregate Credit Limit Unless specifically authorized in writing by the Office of State Procurement, each agency shall have an aggregate cycle limit of $50,000.00. Per Washington Administrative Code, requests for exception to this monetary limit must be made in writing by the agency head to the Director of the Office of State Procurement, who will approve or deny. If approved, the Contract Administrator shall convey said approval, in writing, to the Contractor. The Contractor shall have seven (7) days to implement said change and Contractor shall notify the Contract Administrator when said change has been completed. Agency Credit Limits are increased by submitting a Credit Limit Increase Request Form ( HYPERLINK \l "_Section_C:__Forms" See Forms Section C) to the Washington Contract Administrator, Neva Peckham at  HYPERLINK "mailto:npeckha@ga.wa.gov" npeckha@ga.wa.gov. Individual Account Credit Limits Dollar Limit Per Transaction: Each card custodian shall be assigned a single purchase dollar limit by the ordering agency/organization. Billing Cycle Purchase Limit: Each card custodian shall be assigned a billing cycle purchase limit by the ordering agency/organization. Any purchase limit, not to exceed the agency aggregate limit, may be assigned. The purchase limit shall apply to the card custodians monthly billing cycle. Invoicing The Contractor shall provide invoices at the appropriate hierarchy level to each billing address indicated by the purchaser during the account set up process within five (5) days after the end of the monthly billing cycle. The invoice shall include all transactions and adjustments completed during the billing cycle. The Contractor shall provide electronic invoicing at the purchasers request. Electronic invoices will be considered received at the time the purchaser retrieves their invoice or a purchasers computer invokes a preset transmittal request (auto - dial feature) its electronic mailbox or 24 hours after the Contractor submits the invoice to the electronic mailbox, which ever is earlier. Invoice Processing and Reconciliation The agency fiscal officer is responsible to ensure payments or authorization for payment to the State Treasurer is executed in a timely manner. Each participating agency will have on-line access to charge transactions via contractor provided software. On line data is updated daily thus enabling next day review and reconciliation of all charge transactions. Agencies are strongly encouraged to take advantage of this tool. Discrepancies should be noted and dispute resolution should be initiated immediately. Card Custodian Statement of Account Within five working days after monthly billing cycle, the Contractor shall send each card custodian a Statement of Account that displays all transactions made during the current billing cycle. For agency generic accounts (where no card custodian is imprinted on the card) said statements shall be sent to the address indicated by the agency. No Statement of Account will be sent for accounts that have no activity during the billing cycle. PaymentNet Electronic Statement and Payment (ESP) and PaymentNet Reporting are available on-line for not extra cost. PaymentNet. ESP is an electronic version of the JPMorgan Chase Charge card Invoicing Statement. Responsibility for reconciliation of bank statements resides solely with the custodian and approving manager. Payment Payment will be initiated by the purchaser indicated on the ordering document. Payments will be made by the purchaser either by warrant or electronic funds transfers at the option of the purchaser. EFT payments will be facilitated as follows: State AgenciesViaThe State TreasurerHigher EducationViaPurchaserPolitical Subdivisions ViaPurchaserNon Profit OrganizationsViaPurchaserDuring the program implementation phase, the Contractor shall offer the purchaser with the option of paying via EFT. All information required by the purchaser to set up EFT payments shall be provided and final arrangements shall be made directly between the Contractor and purchaser. Purchasers also have the option of payment by warrant.* Invoices will not be processed for payment until receipt of a properly completed invoice and until all invoiced items are received and satisfactory performance of the supplier has been attained. Payment will not be considered late if a check or warrant is postmarked within the time specified. Terms are net 30 days. Payment(s) made in accordance with contract terms shall fully compensate the Contractor for all risk, loss, damages or expense of whatever nature and acceptance of payment shall constitute a waiver of all claims submitted by the Contractor. * For the purposes of paying faster and improving file turn (see definitions) the State Procurement office recommends EFT for payment. As discussed in Section A, file turn is one of two main performance criteria which incentives/ rebates are calculated. For information on setting up your payment method as EFT, e-mail JPMorgan Chase representative HYPERLINK "mailto:letty.forth@jpmchase.com?subject=Electronic%20Funds%20Tranfer%20payment"Letty Forth.  Individually billed accounts (Individual Travel Accounts, only) will send payment via check to the remittance address or Electronic Payment via PaymentNet. Under all programs, payment is due immediately upon receipt of monthly statement. However, payment shall not be considered delinquent until the next billing date. Under the CTA, Purchase, and Combined Card programs, the agency is responsible for payment in full of all card member charges. Under the Individual Bill Program the individual card member is responsible for payment in full of all charges on his/her account. Dispute Resolution (Agencies should outline internal functions required to accomplish this task) The Contractor shall provide immediate credit to an account upon receipt of a dispute notification. In most cases, PaymentNets online dispute resolution process is sufficient for dispute resolution. To dispute an item, the purchaser must call the  HYPERLINK \l "_JPMorgan_Chase_Charge_card Contacts" toll-free number designated herein. The disputed item will be reflected in the outstanding balance, but will not be included in the total amount due. The dispute must be documented in writing within 60 days of the first statement on which the disputed charge occurred. To facilitate this, once the card-member calls to dispute an item, the Contractor will send a letter to the card-member. The letter will instruct the card-member to provide specific information on the dispute and return it to the Contractor. The Dispute Form is found in  HYPERLINK \l "_Section_C:__Forms" Section C of this agreement (Forms). When a disputed item has been resolved, a line item credit will be put on the statement and reflect a note about the credit. The outstanding balance will be adjusted by the credit amount to reflect the final settlement of the disputed item. Charge Card Transaction Log The Charge card Transaction Log applies mainly to Charge Cards, although it may be used for Travel Cards. It is recommended that each agency develop and maintain a transaction log and make it MANDATORY for all Custodians to record each purchase on the log. The transaction log should contain all information necessary to reconcile bank statements and should identify appropriate finance coding (if applicable). For each purchase made by a Charge card, a signed supplier sales receipt/charge slip which clearly describes the items purchased, price, and any applicable tax should retained by the custodian and attached to the log during the reconciliation process. Any items returned to the supplier should also be recorded on the transaction log accompanying credit slips should be attached to the log during the reconciliation process. The transaction log enables the Custodian to reconcile the on-line data as well as monthly statements. Complete files of the Charge card transactions are to be maintained by the Custodian. These files are subject to periodic audit and review. The  HYPERLINK "http://www.secstate.wa.gov/archives/doc/STATE%20GS%20MANUAL%204-2002.doc" General Records Retention Schedule for Purchasing Records is to be followed. Reference: Chapter HYPERLINK "http://apps.leg.wa.gov/RCW/default.aspx?Cite=43"43.19 RCW and Chapter HYPERLINK "http://apps.leg.wa.gov/wac/default.aspx?cite=236"236-48 WAC Account Suspension The Contractor retains the right to suspend accounts for late payment of undisputed amounts using the procedure outlined below. An account will be suspended from further charges when delinquent amounts reach sixty (60) days past due. When charge privileges have been suspended, the account will not be considered for reinstatement until payment of the full balance due is received. Individually guaranteed accounts will not be reinstated without a guarantee from the agency or division. Delinquent accounts will be subject to collection efforts. Late Payment Charges For Purchasing, Multi (Travel & Purchase), and CTA accounts, under "HYPERLINK "http://apps.leg.wa.gov/RCW/default.aspx?cite=39.76"Chapter 39.76 RCW", if purchaser fails to make timely payment(s), Contractor may invoice for 1 percent per month on the amount overdue or a minimum of $1.00. For Individually billed accounts, late payment fees are at each interval (month past due) 2.5% or $10.00 (whichever is greater). Cards Current Status The State and the Contractor will work to maintain eighty-five percent (85%) of all accounts in a current status and no more than one percent (1%) sixty days past due. Cards that are not kept current are subject to delinquency charges (late fees) and collection efforts. Replacement or Lost/Stolen Cards The Contractor shall replace lost or stolen cards within forty-eight (48) hours after the loss is reported to the Contractor. All replacement cards will be sent to the Program Administrator for centralized distribution. Card Cancellation With respect to cancellation and termination of charge card accounts the following will apply: Cancellation by Contractor: In the event of cancellation of a Charge card members account for any reason the State will promptly notify the Charge card member(s) of the cancellation and shall make every effort to obtain said card(s) and return to Contractor cut in half. The State will notify its employees that the State may direct Contractor to cancel employees Charge Cards at any time at its sole discretion. Cancellation by State: Notify Contractor immediately in the event that the State finds it necessary to recall or terminate a Charge card previously issued to an agency traveler. Employee Termination: If an employee is terminated the State agency travel liaison shall immediately obtain the charge card and notify Contractor of termination via the most expedient means. Agency or Program Administrator Cancellation: PaymentNet online technology includes a cardholder online maintenance feature. This feature allows card cancellation for administrative changes (i.e. a cardholder no longer works for the agency) or other reasons. Termination of the Agreement Termination of this agreement shall constitute automatic and immediate cancellation of all corporate accounts and Charge card member agreements. Termination of this agreement will also require payment in full of all outstanding transactions. Card Re-issuance Charge Cards shall normally be reissued every thirty-six (36) months. At least 90 working days prior to the expiration date of card(s), the Contractor shall submit a report to the agency Program Administrator via PaymentNet Reporting listing the active card(s) scheduled for renewal. The report shall indicate agency name, card custodians name (if applicable), account number and expiration date. The Program Administrator shall inform the Contractor, in writing, within 30 working days of receipt of report, which Charge Cards should be reissued. No Charge card shall be reissued without the written approval of the ordering agency. Transaction Posting All transactions (both credits and debits) shall be posted to accounts within two working days from the date of receipt of the transaction authorization. Posted credits shall include a reference to the original charge. Post Contract Requirements The Contractor shall process all outstanding transactions relative to contract closeout and shall continue to generate and distribute all reports, records and copies of documents pertaining to the contract until all activity under the contract has been completed. Electronic Access The Contractor shall provide electronic access to account and transaction data sufficient to meet the needs of participating purchasers. For security purposes, on-line access to the system shall be by password and limited to individuals authorized by the Charge card Manager or the OSP Contract Administrator. If any software is required to access this data, the Contractor shall provide sufficient quantities to meet the purchasers needs, at Contractors expense, to each requesting participant and the OSP Contract Administrator. The Contractor shall establish and maintain a standard format for all electronic records. Electronic access shall consist of two parts. Part one shall provide for online terminal queries via Contractor supplied communication access to all existing account information including all current transaction data. Part two shall provide for availability of data in ASCII format that can be down loaded into software spreadsheets and SQL data bases to include the following criteria: account number, type of account, name, billing address, type of charge, amount of charge, date of charge and date of payment. All information shall be considered confidential and shall be made available only to purchasers on an individual basis. (i.e. the Department of Employment Security shall have access to only Department of Employment security accounts.) Account setup, maintenance and cancellations may be accomplished electronically by each ordering agency at their request. Management Reporting During the account set - up/implementation process, the Contractor will work with each participating agency to establish reporting hierarchies to satisfy agency requirements. The Contractor shall have the capability, at the agencys request, to direct levels of reports to appropriate agency departments/offices. Each agency shall have the opportunity to choose which reports to receive. In addition, the Contractor must have the capability to provide all reports electronically and within the set-up process each agency shall choose where to receive reports on line or in paper format. Reports are available in several categories including Cardholder/ Employee, Transactions, Merchant, and administration. Cardholder/ Employee reports will give information on cardholders, account information, account status, and account balances. Transaction Reports will give information on purchases (including amounts, dates, and merchants), splits, and payments. Merchant Reports will pass information on merchants used, spend at merchants, and summary spend information. Administrative Reports tell decline information, hierarchy information, and allows for custom reports. Reports may vary depending on the size of the client. Custom Reports can be built at a cost of $100/hour and a $400 minimum. Electronic reports shall be accessible twenty-four (24) hours per day, every day of the year. Unless specifically requested otherwise by OSP or purchasers, all paper reports are to be received on a monthly basis, mailed within five (5) days of the end of billing cycle. For a complete list and samples of available reports, reference the contractor provided Implementation Manual. The following reports are currently available for Program-wide use (Washington OSP). These reports are calculated for (1) Travel Card Program, (2) Purchase Card Program, (3) Multi Card Program (Purchase & Travel). They are available via e-mail within three- (3) business day's notice, unless otherwise noted. 18 Month summary of Purchases by Agency Clients in Program (includes YTD spend and # of cards) Merchants used Rebate Calculated Information (annually provided with Rebate). JPMorgan Chase Charge card Contacts (Client Relations & Customer Service) Customer Service 24 hours / 7 days per week / Cardholders Calls & Program Administrator Maintenance 800-270-7760 Phone / 801-590-1331 Fax / 801-281-5825 International (Collect Calls) Employees & Program Administrators may call this number for the following requests and/or departments: lost or stolen cards, statement questions, account inquiries, Disputes Department, Payment Research Department, delinquent account collection (Collections Department), card activation, Credit Department, declines, replacement cards, account closures, credits and payments, Fraud Department. Program Coordinator Team FIRST POINT of CONTACT M-F 6:00am MST 6:00pm MST / Program Administrator Maintenance 800-748-9584 x.7145 Phone / 801-590-1320 Fax Program Administrators may call this number for assistance with maintenance, cardholder questions, balances inquiries, declination inquiries, basic PaymentNet assistance, etc Program Coordinator Lead Brandy Tangreen Escalation issues only Program Coordinator JPMorgan Commercial Card Solutions  HYPERLINK "mailto:Brandy.l.tangreen@jpmchase.com" Brandy.l.tangreen@jpmchase.com Phone: (800) 748-9598 ext. 7196 Fax: 801-590-1320 Relationship Manager Letty Forth ALL new implementations are sent to Letty Forth HYPERLINK "mailto:letty.forth@jpmchase.com?subject=new%20implementation,%20Washington%20State%20P-Card,%2004298"letty.forth@jpmchase.com 3949 S. 700 E. Suite 500 Salt Lake City, UT 84107 714-847-2301 Phone / 714-847-3851 Fax Disputes / Research Cardholders Calls & Program Administrator Maintenance 800-270-7760 Phone / 801-590-1316 Fax Employees & Program Administrators may call this number for information on disputed transactions. VISA Assistance Center 24 Hour VISA Emergency Travel Assistance 800-847-2911 (VISA-911) Phone / 410-581-9994 International (Collect Calls) Employees & Program Administrators may call this number for assistance from VISA Travel and Benefits. JPMorgan Chase Charge Card Addresses (Communication & Payment) JPMorgan Chase Overnight Address JPMorgan Chase Charge Cards 3949 South 700 East, Suite 500 Salt Lake City, UT 84107 JPMorgan Chase Mailing Address JPMorgan Chase Charge Cards Attention: Customer Service PO Box 57510 Salt Lake City, UT 84157-0510Include Account Number, Name & Contact Information, Agency or Division Name, & Organization ID, (if Dispute) Dispute Form, Purpose of Request, and Department you are requesting: Customer Service (Disputes, Fraud, Collections, Payment Research, Transaction Research.)Payment Remittance Address Commercial Card Solutions P.O Box 4471 Carol Stream, IL 60197-4471Overnight Payment Remittance Address Commercial Card Solutions Lockbox 4471 Mail Code IL1-6030 2500 Westfield Drive Elgin, IL 60123Wire Transfers Address ABA Routing # 031100144 DDA Account # 2770210002 Short Name: CHASE USA NA WILM Include account number, business name, and dollar amount you are wiringACH Payments (Electronic or Automated Clearing House) Address ABA Routing # 021000021 Account # 323248861 Short Name: CHASE MANHATTAN BANK USA, N.A. Include account number, business name, and dollar amount you are wiring HYPERLINK "http://images.google.com/imgres?imgurl=http://www.lamiapescheria.it/images/VISA%2520logo.jpg&imgrefurl=http://www.lamiapescheria.it/&h=221&w=350&sz=38&tbnid=gJbwTetTK0UJ:&tbnh=73&tbnw=116&hl=en&start=27&prev=/images%3Fq%3Dvisa%2Blogo%26start%3D20%26imgsz%3Dsmall%257Cmedium%257Clarge%257Cxlarge%26svnum%3D10%26hl%3Den%26lr%3D%26sa%3DN"  INCLUDEPICTURE "http://images.google.com/images?q=tbn:gJbwTetTK0UJ:www.lamiapescheria.it/images/VISA%2520logo.jpg" \* MERGEFORMATINET  JPMorgan Chase Charge card Maintenance Guidelines Account Maintenance Account Closures: completed in PaymentNet.COM = immediate; completed by Customer Service or Account Management = Same Day. Credit Line Increases: Agency or Division Guaranteed Accounts completed in PaymentNet.COM = immediate; completed by Customer Service or Account Management = same day. Individual Guarantee Accounts completed by Account Management = 48 hours (due to credit scoring process). Rush completed in 24 hours process. Hierarchy Changes: PaymentNet Hierarchy completed in PaymentNet. PaymentNet = immediate; completed by Account Management = 2 business days. Authorization (EDS) Hierarchy completed by Account Management = 2 business days. Name Changes: completed in PaymentNet.COM (last name) = immediate; completed by Customer Service = 1 business day; completed by Account Management = 2 business days; Name Change & Reissue: see Name Change and add normal mailing procedures (1 business day Rush; 3-5 days regular mail). Address Changes: completed in PaymentNet.COM = immediate; completed by Customer Service = 1 business day; completed by Account Management = 2 business days. PaymentNet User ID Login: completed in PaymentNet. Administration = immediate; completed by Account Management = 5 business days after new account is in the system. Exhibit A Implementation Process Flow Chart There will be no new implementations for the remainder of this contract term.  Exhibit B Example 2008-09 Procurement Card Agency Incentive Calculations: HYPERLINK \l "_Incentive_Definitions" File turn ! HYPERLINK \l "_Incentive_Definitions" Average spend ($) per card$ -$ 4,000$ 6,000$ 8,000$ 10,000$ 12,000d" 200.00%0.34%0.55%0.66%0.72%0.76%21-25 Days0.00%0.27%0.47%0.57%0.63%0.68%26-30 Days0.00%0.18%0.38%0.49%0.55%0.59%31-35 Days0.00%0.09%0.30%0.40%0.46%0.50%36-40 Days0.00%0.007%0.22%0.32%0.38%0.42%410.00%0.00%0.00%0.00%0.00%0.00% Incentives are calculated annually on a calendar year. The chart above indicates the each agencies potential incentive they could earn. At the completion of the 2008 calendar year, if any account has losses, they will be deducted from their incentives. If the individual agency does not earn enough incentive to cover their losses, the remainder will be deducted from the overall incentives earned by the State. After the deduction of any losses, OSP will distribute back to the agencies a portion of the OSP incentives. If you have questions about the incentive calculations, e-mail Neva Peckham at  HYPERLINK "mailto:npeckha@ga.wa.gov" npeckha@ga.wa.gov Section B: (Program Features Summary) Contractor Requirements JP Morgan Chase will provide:Individual Bill ProgramCentral Bill Purchase, Travel & Multi-Card ProgramsCentral Travel Account (CTA)Individual billing for individual cardholdersXCentral billing with a ghost card system for Airfare and AmtrakXCentral billing with cards for individual card holdersXLiability to agency for all chargesXXLiability to individual card holder for all charges. Individual card holder fileturn affects the overall agency profit shareXAgency to choose billing cycle from twenty-eight (28) to thirty (30) daysXXCredit Limits: Purchase & Central Billed travel- Agency defined credit limit CTA based upon spending history/needs with 150% automatic overage Individual - $5000 with 300% overage ($15,000) Individuals previously/currently unable to qualify for card will be permitted account with $1500 limit (which can be increased based upon acceptable payment history with contractor)XXXTravel assistanceXXXDisputed charges: Contractor will defer charge until dispute is resolved. Depending on the resolution, the proper debit or credit to finalize said transaction will be made within thirty (30) days. Disputes can be made electronicallyXXXCentral Travel Account The state will not be liable for charges resulting from unauthorized use. For purposes of this paragraph, an unauthorized use is a use that did not benefit either the state or its employee, was incurred by someone who is not a state employee, and who did not have actual, implied or apparent authority to use the Charge CardX Contractor Requirements JP Morgan Chase will provide:Individual Bill ProgramCentral Bill Purchase, Travel & Multi-Card ProgramsCentral Travel Account (CTA)Insurance Coverage: Baggage insurance: Up to $1250, secondary. This insurance covers reimbursement for the cost of replacement of luggage and its contents up to the lesser of: the amount paid to the card member by the common carrier the difference between the value of the claim and the common carriers payment. Card members will be reimbursed up the $1250 provided the luggage was checked in with the common carrier and lost, due to theft or misdirection by the carrier. Travel Accident Insurance: $500,000 up to thirty (30) consecutive days while traveling on common carrier, due to death or dismemberment. Primary Rental Car: Vehicles rented from other than the states contractor for rental vehicles, and card member declines coverage offered through the rental firm, they receive primary rental insurance coverage, which reimburses the card member for the repair or replacement of the damaged or stolen rental car. Certain restrictions regarding luxury cars apply. Hotel/Motel Theft: Card holders, spouses, or legally dependent children traveling with the card holder are eligible to receive up to $1000 for personal property stolen from card holders room Emergency Evacuation: When a cardholder charges a trip to their state charge card, they are eligible to receive up to $10,000 for covered expenses not payable by other medical insurance if any injury or illness during the trip results in a necessary emergency evacuation. The evacuation must be pre-approved by the World Access Service corporation. Additionally, if a cardholder is hospitalized for more than eight days while on a business trip paid for by their Charge Card, World Access Service Corporation can arrange to bring a relative or fiend to the hospital. If a cardholder dies during the course of a covered trip, World Access Service Corporation will pay up to $1,000 to return the cardholders body to the United States. This coverage is effective provided the fare has bee charge to the JP Morgan Chase account.XXX Contractor Requirements JP Morgan Chase will provide:Individual Bill ProgramCentral Bill Purchase, Travel & Multi-Card ProgramsCentral Travel Account (CTA)Card Issuance: State Agencies: Account numbers be will issued within fifteen (15) days after receipt of request. Said card shall be imprinted with name of individual and State of Washington. Contractor shall mail cards to authorized agency person, not to individual cardholder address. Political Subdivisions/Non-Profits: Cards shall be imprinted with the name of individual and name of political subdivision/non-profit.XXXElectronic payment, statement, transaction, etc. Account information hierarchy established by agencyXXXCheck cashing provision: Participating Hotels $200XGuaranteed hotel reservation: All major hotel chains or assurance that traveler will be provided with a comparable or better room at a nearby hotel at no additional cost.XProfit sharing: See page 22-23.XxXXlate payment fees: Note to exceed the following: Outstanding Charges Late Fee 30 days delinquent None 60 days seriously delinquent * 90 days seriously delinquent ** *$10.00 or 2.5% of the seriously delinquent charges on the statement, whichever is greater. **2.5% of total delinquent and seriously delinquent chargeXReporting: State agencies with online management information reports within current programming limitations and as required to assist in tracking and controlling travel expenditures. Said reports may include, but shall not be limited to the following: City Pair Report (required by The Office of State Procurement only) Contractor Analysis Report Geographic Contractor Analysis Report Airline Credit Report Alphanumeric Cardholder Report Monthly Account Control Report/Statement (CTA). JPMorgan chase offers an online reporting system PaymentNet which provides custom reporting options.XReplacement Cards: Will be received within one to two (1-2) days via twenty-four hour toll free number.XX Section C: Forms The following lists will include some forms that are required and some that may be used to assist with the Program Implementation and Process. If you would like any further information or guides, please contact your Program Coordinator Team at (800) 748-9584 ext. 7145. Forms with * are available via link below. Implementation Worksheet (must be completed) Sample Application and Maintenance Forms Sample Individual cardholder applications* Sample Travel Application 1 Sample Travel Application 2 Sample Purchase Application 1 Sample Purchase Application 2 Sample Group Application (Cardholder List) Sample Account Maintenance Form* Credit Line Increase Request Form* Transaction Dispute Form* PaymentNet Quick Reference Guide to PaymentNet USER Imports Information..On PaymentNet PaymentNet Users ManualsOn PaymentNet Samples Sample Program Introduction Letter Sample Delinquency Letters Sample VISA Waiver Letters Sample Cardholder Agreement Sample Travel Policies & Procedures Sample Purchasing Policies & Procedures *5. Acceptance Agreement (Required for Political Sub-Divisions only) 6. Additional Information upon request: Import Files & Instructions PaymentNet Instructions PaymentNet ESP (Electronic Statement & Payment) Instructions PaymentNet.COM (Cardholder On-line Maintenance) Instructions PaymentNet Release Notes Policies and Procedures Travel Policies and Procedures Purchasing Cardholder Agreement Hierarchy Forms Custom Reports Guides Custom Mapper Guides Application and Maintenance Instructions There are two options for enrolling your cardholders in the JPMorgan Chase Charge card program. You may submit either an Individual Application for each cardholder or the Batch Enrollment Spreadsheet with the required information for multiple cardholders. (If you have several enrollees (greater than 20), it is recommended that you submit the batch enrollment spreadsheet). Please note JPMorgan Chase is not requiring a signed application from your individual users. The application can be used simply as an information document; no signature is required for enrollment. The Individual Cardholder Application may be completed for each enrollee, and for any new enrollees in the future.  EMBED Word.Document.8 \s The Batch Enrollment Spreadsheet may be completed in lieu of individual applications in the event you have several cardholders to enroll at one time. You may email the completed document to Letty Forth,  HYPERLINK "mailto:letty.forth@jpmchase.com?subject=Batch%20Enrollment%20Spreadsheet" letty.forth@jpmchase.com along with the other required implementation documents as outlined. The Account Maintenance Form is for future maintenance requests. This form should be to Letty Forth,  HYPERLINK "mailto:letty.forth@jpmchase.com" letty.forth@jpmchase.com or Fax (714) 847-2301.  EMBED Word.Document.8 \s  The Credit Limit Increase Request Form is used to request an Agency/ Division Credit Limit higher than the standard beginning $50,000. Per Requests made via email to Neva Peckham,  HYPERLINK "mailto:npeckha@ga.wa.gov" npeckha@ga.wa.gov.  EMBED Word.Document.8 \s  The Transaction Dispute Form will assist with disputing an invalid or incorrect charge for a purchase. If you have any questions or need assistance, please contact JPMorgan Chase Customer Service at 1-800-270-7760. You will be able to fax the Transaction Dispute Form directly to JPMorgan Chase Dispute Department at 1-801-590-1316.  EMBED Word.Document.8 \s  PaymentNet Information If you would like to have access to the Internet reporting software, PaymentNet, please be sure youve indicated this, as well as your browser type (Internet Explorer or Netscape), on the Washington State Implementation Worksheet. The Quick Reference Guide provides instructions for accessing and utilizing the reporting software. The Login Info No Card document must be completed in order to establish login parameters for all non-cardholders that require access to the software (i.e. the program administrator and a backup). The User Info Import document is optional. If you would like your cardholders to have access to their account transactions and statements via PaymentNet, please complete the import process as describe on the User Info Import document for each cardholder. NEW CARD IMPLEMENTATION PROCESS All new card implementation requests made electronically to Letty Forth, Relationship Manager JPMC at HYPERLINK "mailto:letty.forth@jpmchase.com?subject=Washington%20State%20P-Card,%2004298"letty.forth@jpmchase.com. Credit Limit Increase Request Credit limit increases must receive prior approval, therefore; Send completed credit limit increase request form via email to npeckha@ga.wa.gov. You will receive a response to your request within 48 hours of receipt of request. DELINQUENCY MANAGEMENT In order for JPMorgan Chase to provide an ongoing Corporate Travel Card program that meets your Agencys goals, it is necessary to minimize the number of account delinquencies and to avoid charge-offs/write-offs. JPMorgan Chase maintains the following position regarding delinquencies: One Cycle Delinquent A past due reminder will be printed on the monthly statement informing the cardholder that the account is delinquent and a late fee may be charged if negotiated as part of the contract. Immediate payment of the amount due on the statement is required. JPMorgan Chase may also send a reminder to the Agency and/or the card member reminding them that the payment is due. Two Cycles Delinquent A past due reminder will be printed on the monthly statement informing the cardholder once again that the account is delinquent and late fee will be assessed on the entire past-due balance. JPMorgan Chase will notify the Agency and/or cardholder of the delinquency. Card privileges will be suspended, and could remain in effect until the delinquent balance is paid in full. Three Cycles Delinquent A seriously past due notice will be printed on the monthly statement and late fee will be assessed on the entire past-due balance. JPMorgan Chase will notify the Agency and/or the cardholder that all card privileges may be suspended or canceled. JPMorgan Chase fundamentally believes that delinquency management is a function of the partnership built between your Agency and JPMorgan Chase. Your Relationship Manager will continually find ways to help in delinquency management to ensure that it is a mutual task. There are many Agency benefits to managing cardholder delinquency: Reduces cardholder calls to Agency Program Administrator, reduces requests for reinstatements Agency can be proactive in correcting cardholder behavior Cardholders establish good spending/payment behavior A strong Agency portfolio can be maintained, prompt payment, no charge-offs Reduces the occurrence of late fee penalties. LIABILITY WAIVER PROGRAM The Liability Waiver Program provides coverage in the event of card misuse by terminated employees. To comply with the Liability Waiver Program regulations, JPMorgan Chase requires a written notice from your Agency for account closures when employees are terminated. Electronic notice posting may also occur via termination notification on PaymentNet. Also, to further satisfy Liability Waiver Program requirements and qualify for coverage, the following conditions may be met: An employee has to be terminated and their account reaches 60 days past due. Your Agency must have sent JPMorgan Chase an Account Maintenance form with notification of termination within 48 hours. Your Agency must sign and notarize an affidavit of waiver provided by JPMorgan Chase. (An example is provided). Your Agency must provide written notification to the employee of card cancellation. You must provide JPMorgan Chase with a copy of the written notification sent to the employee. (An example is provided). The above required documentation must be completed and sent to your JPMorgan Chase Relationship Manager within 10 days. Under this program your Agency will be covered for waivable charges of up to $15,000 per card member per year. This program is automatically part of the JPMorgan Chase Corporate Travel Card program and no additional cost to your Agency. Consult your Relationship Manager to receive a complete Client Packet explaining the Liability Waiver Program in its entirety.     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" f j k u v /   !"#$%&'()*+,-./023456789:;<=>?@ABCDEFG. $6/XAPRX!8@0(  B S  ? <'G<&G o \b00Z*urn:schemas-microsoft-com:office:smarttags PlaceTypehttp://www.5iantlavalamp.com/Z*urn:schemas-microsoft-com:office:smarttags PlaceNamehttp://www.5iantlavalamp.com/i *urn:schemas-microsoft-com:office:smarttagsState0http://www.5iamas-microsoft-com:office:smarttagsV *urn:schemas-microsoft-com:office:smarttagsplacehttp://www.5iantlavalamp.com/ d-59A008KM  +-005ibCPQRSTvwxyz{|}~9NOPQRSTUVWXYZ[xyz{|}~   -./05;?@ABCDEFGHIJKLMNOPQRSTcdefg~     $%&89:;<=>?@ABCDEFGHIJKLMNOPQRSvwxyz{|}~      !"IJ]^_`abcdefghijklmnopqrstuv-0iЕ0@ 88\88/`@UnknownGz Times New Roman5Symbol3& z ArialCCG Times (WN)"qhzZ&zZ&!8r4d3QHX)?5i2WASHINGTON STATEcvanhalnpeckhaq` / bjbjqPqP .::VPxIxIxI8II9\KKKKKLLL[[[[[[[$3]h_f[2OLL2O2O[KK[,P,P,P2O(KK[,P2O[,P,P,PKK PTIxIZO,PTPd \09\,P`jO`,P`,P(LLM6,PUM,MLLL[[PLLL9\2O2O2O2O.xIxI*>L  WASHINGTON STATEWashington State & JPMorgan Chase Charge card ProgramCredit Line Increase Request FormPlease forward this request form to Neva Peckham, Washington State Procurement OfficerFax: 360-586-2426E-mail:  HYPERLINK "mailto:npeckha@ga.wa.gov" npeckha@ga.wa.gov Phone: 360-902-7425Agency / Company InformationContact Name / Program Admin (Printed) TitleCompany / Agency NameCompany / Agency Organization (5#) IDCompany / Agency AddressCityStateZipBusiness PhoneContact E-mail AddressCredit Line Increase InformationCurrent Monthly Credit LimitRequested Monthly Credit LimitUrgency of RequestNature of RequestAdditional Information / Comments:State of Washington Approval & Completion InformationApprover Signature / Kennith HardenApproval DateIncrease Completed by (JPMorgan Chase)Date of CompletionAdditional Information / Comments:2001.10 Credit Limit Increase Form     Current Contract Information Contract No. 04298 Page page \* arabic1 |# $ % 6 7 8 9 M O P [ w { R Ox`xRxhORhb0J5CJh.jhORhb5B*CJUhph"jhb5B*CJUhphh5i5B*hphhb5B*CJhphh5B*CJhphh5i5B*CJhphh5i5B*CJhphh5i5B* CJhphh5i5B*CJ$hphh5iB*CJhphh5i5B*CJhphh5i  $$Ifa$gd5i $$Ifa$gd5i $Ifgd5i]gd5i  . 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G*     i !"#%&'()*+,-./0123456789:;<=>?@ABCDEFGHIJKLMNOPQRSTUVWXYZ[\]^_`abcdefghklmnopqstuvwxyz{|}j% pbjbj%% &GGp l )HHHHH   $ 5$ "   k HHk k k HHk k k HH< `?X#`0)h,Y92Yk   Dispute Form: This form has been provided for your convenience. If you believe that a transaction on your statement is in error you can use this form to contact us. You must notify us within 60 days from the statement billing date of the disputed charge. Any notification received after this time frame may result in our inability to assist you with your dispute. Please be advised that Visa & MasterCard require that attempts be made to resolve your dispute with the merchant before notifying us. Please complete and mail or fax this form to Commercial Card Services, ATTN: Dispute Dept., P.O. Box 57510, Salt Lake City, Utah 84157-0510, or Fax to (801) 590-1316. Name: _______________________________________________ Account #: _______________________________________________ Merchant Name: _______________________________________________ Transaction Date: _______________________________________________ Posting Date: _______________________________________________ Reference #: _______________________________________________ Transaction Amount: $________________________ Please Circle one of the following choices applicable to your dispute. Include all necessary information/documentation. 1. I do not recognize the above-mentioned charge. I have attempted to contact the merchant to obtain further information. 2. I have been billed more than once by the same merchant. I authorized only one charge with this merchant. My card was in my possession at the time of the transaction. Valid Charge $____________ Reference # _______________________________ Transaction Date:_________________ Invalid Charge $_____________ Reference # _______________________________ Transaction Date:_________________ 3. I canceled: Service / Airline Ticket / Hotel Reservation on ________________(date). Cancellation#_____________________ 4. I have not received the merchandise that was to be shipped to me on __________________(date). I have requested credit. 5. Merchandise that was shipped to me arrived damaged or not as described. I returned it on ______________________(date) and asked the merchant to credit my account. I am providing a copy of my returned mail receipt. 6. Merchant was to issue credit for merchandise I returned to the store. I have enclosed a copy of my credit receipt. 7. I have been charged for a purchase that was paid for by other means. I am providing a copy of the documentation showing the other method of payment. 8. I have been billed for an incorrect amount. My receipt shows $_______________, however, I was billed $_________________ I am providing a copy of my receipt showing the correct amount. 9. I did not authorize the above-mentioned charge. I have attempted to contact the merchant to resolve dispute. 10. Other: I am attaching detailed information that describes the dispute. Work Phone ( )__________________________ Email:_________________________________________________________ Signature_______________________________________________________________ Date ______________________________ uY[MN\_jopĵğCJOJQJ^J5>*CJOJQJ\^J5CJOJQJ\^JCJ CJ OJQJ^J OJQJ^J5CJOJQJ\^JCJOJQJ^J5OJQJ\^JjCJUmHnHu[]^LMN   $a$pE F  | | } x X Y y39 p  1h/ =!"#=$@%nX \[nP_2PNG  IHDRN>sRGB pHYs. . 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