If you suspect a transaction in PARIS is not valid, attempt to contact the vendor to obtain a credit for the transaction. If unsuccessful, you must either dispute the transaction or complete the fraud process. The transaction does need to be updated in PARIS.
Handling Disputed Items
Disputed items (duplicate charges, damaged or incorrect shipments, sales tax charged in error, etc.)
The cardholder must dispute the transaction within 60 days of the post date. A transaction is dusputed using one of two methods, depending on the cardholder's preference:
On-line using GE NetServicewhich automatically submits the form to the Dispute's Department at GE CPS (our bank) for processing.
By downloading a Disputed Item form to EXCEL on your computer from our web site. Once the form is completed, it must be faxed to the PCard provider. A toll-free fax number is listed at the bottom of the form.
A copy of the completed form or a screen shot from GE NetService must be attached to the monthly PCard statement.
If you suspect that a transaction is fraudulent, immediately cancel the card by following the steps outlined for lost/stolen cards.
Notify GE CPS and the PCard Administration that a fraudulent transaction has been charged to your account. GE CPS will email or fax you a Fraud Affidavit Form, which the cardholder must complete and fax back to GE CPS.
Updating Transaction in PARIS
The transaction should be updated in PARIS by changing the description from Purchasing Card Item to Disputed Item or Fraud. The dollar amount should be charged to the department's default account number, placed in Natural Account Code 796900, then marked as Viewed and Approved. GE will credit the account for the purchase. Once the credit is received, list the description as a Credit for Disputed Item or Credit for Fraudulent Purchase. Place the credit in the same account number and Natural Account Code as the original charge to off-set the debit.
NOTE: Generally, credits for fraudulent transactions are listed with the supplier name of GECF Fees in PARIS. The last 12 digits of the Reference Number on the Modify screen are the same for both the original charge and the credit/refund. The card number or supplier name may be listed in the Notes section in PARIS.
Purchasing Card Administration Ohio University 213A HDL Center Athens, Ohio 45701
