UNC Charlotte Purchasing Card Training

1. UNC Charlotte Purchasing Card Training Annette Heller, Purchasing Card Administrator

2. Agenda • Program Overview • Roles and Responsibilities • Internal Policies and Procedures • Documents and Reference Materials • Bank of America Merrill Lynch (BAML)Works™ • purchasing card transaction management • system • Resources • Questions

3. Purchasing Card Program • The purchasing card (“p-card”) is a procurement tool as well as 49er Mart and Direct Pay Requests (DPR) to facilitate the purchasing of goods. • Requires knowledge of purchasing and travel procedures. • The p-card is a Visa credit card issued to UNC Charlotte through BAML. • The p-card is for UNC Charlotte business transactions only. Personal use of the p-card is strictly prohibited. • All University fund types, except Agency funds (8XXXXX), may be used with the p-card.

4. Purchasing Card Program • The purpose of the program is to simplify the • procurement and payment processes for selected • low dollar, high volume business commodities and • services. • Single transaction limit $2,500 • Daily transaction limit $5,000 • Monthly transaction limit $25,000 • The program is designed to maintain accountability • while reducing the cycle time and administrative • burden of procurement procedures such as • purchase requisitions and orders, direct pay requests, • and reimbursement requests.

5. Purchasing Card Program • Benefits to the Campus • Eliminates the need to use personal funds and • obtain reimbursements. • Eliminates need for Travel Advances, Prepayments, • and AAA voucher codes. • Provides convenience, security, and flexibility to • make small dollar purchases, immediate payment. • Empowers departments profile choices to include to include/exclude hospitality • Allows for flexibility and can be modified and • customized to meet each department’s needs

6. Purchasing Card Program • Benefits to UNC Charlotte • Significant cost savings in the purchase-to-pay • cycle. • Increased expense analysis power. • Increased ability to provide value-added • services.

7. Roles and Responsibilities • Accountholder • Use of the p-card according to internal policies • and procedures. • Maintain card in secure location at all times. • Ensure spending limits and allotted budget are not exceeded. • Ensure NC sales and use tax is not charged on purchases. • Ensure a Travel Authorization (TA) is fully approved • before prepaying travel expenses. • Obtain a receipt (vendor name, date of purchase, item • description and total amount of purchase) for each purchase • and submit to Reconciler. • Provide additional information regarding expenses • to Reconciler as necessary.

8. Roles and Responsibilities • Reconciler • Receive receipts from Accountholder. • Compare receipts with transactions in BAML • Works™ (“Works™ “). • Review and sign-off on transactions in Works™. • Provide supporting comments (e.g. description, • business purpose). • Ensure correct fund, organization and account code • are used. • Reconcile discrepancies with Accountholder when • necessary.

9. Roles and Responsibilities • Approver • Ensure p-card usage and activity is in compliance • with internal policies and procedures. • Reviewtransactions in Works™. • Ensure comments are documented. • Ensure correct fund, organization and • account code are used. • Flag transactions as necessary. • Sign-off on transactions in Works™

10. Roles and Responsibilities • Department Head • Provides fiscal oversight and management of • business operations within his or her department. • Selects department employees for participation • in the UNC Charlotte Purchasing Card Program • based upon business need and ability to fulfill • program requirements. • Accounts for the use of the p-card in his or her • department, taking appropriate action with • departmental staff when required. • Ensures FLSA-subject staff members are performing • p-card activities during regular work hours or with the • advanced approval of their supervisor if overtime is • required to complete task.

11. Roles and Responsibilities • Purchasing Card Administrator • Provides program management and oversight. • Develops and delivers effective training for • users. • Ensures program compliance and quality • assurance.

12. Internal Policies and Procedures • Purchasing Card Manual • Purchasing Card Procedures: Purchase to • Reconciliation • Allowable and Non-Allowable Expenses on • the UNC Charlotte Purchasing Card • Purchasing Card Calendar

13. Bank of America Merrill Lynch Works™ • Basic Navigation • Transaction Review and Sign-Off • Flagging Transactions

14. Resources • Works™ • Documentation and Guides • Training Videos • Internal procedures • Purchasing Card Program Website • Purchasing Card Administrator

15. Annette Heller Purchasing Card Administrator (704) 687-5763 purchasingcard@uncc.edu Questions