New University Purchasing Card Process

    February 24, 2021

    Process changes that began in the fall of 2020 to support and streamline the fulfillment of Yale Purchasing Cards (PCards) are now being formalized. The process for any new, replacement, and/or renewal card distribution is detailed below. 

    1.  New Card – Before a new card can be created by the PCard Team, a TMS agreement must be completed by the prospective cardholder.  The detailed steps are:
    • a. Business Office requests a new card.
    • b. PCard Team will email the prospective cardholder the TMS agreement.
    • c. The cardholder completes the TMS requirement and replies to the Salesforce case email letting the PCard Team know that the TMS is completed.
    • d. The PCard Team will then create the “New” purchasing card.
    • e. The card will be sent directly to the Business Office from JP Morgan Chase for distribution within 7 - 10 business days.
    • f. It will be the responsibility of the Business Office to distribute the card to the cardholder.

    2. Replacement Cards (Lost/Stolen, damaged, fraudulent expenses, etc.) – Cardholder should contact JP Morgan Chase directly.  The detailed steps are:

    • a. Cardholder to contact JP Morgan Chase at 1-800-316-5056. Please note that cardholder should have their card number or be able to answer security questions that you established when you applied for the PCard.  
    • b. The card will be sent directly to the Business Office for distribution within 7-10 business days.
    • c. It will be the responsibility of the Business Office to distribute the replacement cards to the cardholder.

    3. Renewal Cards – All University PCards have a 3-year expiration date and are automatically renewed by JP Morgan Chase and sent out to the business address associated with the card.  The detailed steps are:

    • a. The PCard team will send a list to each Business Office to inform and verify with the Lead Administrators and Operations Managers the cards which expire the following month.
    • b. All renewal cards will be sent directly to the Business Office by JP Morgan Chase.
    • c. It will be the responsibility of the Business Office to distribute the renewal cards to the cardholders.

    Any questions may be referred to purchasing.card@yale.edu.