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UNC Charlotte Purchasing Card Program Presented to the Admin Forum by Kendra Cooks, Controller Brian Richardson, Assistant Director of Purchasing September 16, 2010. What is a Purchasing Card?. VISA Credit Card issued by Bank of America (BOA)
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UNC Charlotte Purchasing Card Program Presented to the Admin Forum by Kendra Cooks, Controller Brian Richardson, Assistant Director of Purchasing September 16, 2010
What is a Purchasing Card? • VISA Credit Card issued by Bank of America (BOA) • Widely accepted by vendors who support VISA Card purchases. • Simplifies the procurement and payment processes for low dollar, high volume business commodities • Maintains accountability while reducing the cycle time and administrative burden of procurement procedures • Purchase requisitions/orders • Direct pay requests • Expense reimbursements • Facilitates procurement from vendors that do not accept purchase orders • Enables streamlining of business travel processes
UNC Charlotte Purchasing Card Benefits to the Cardholder • Eliminates the need to use personal funds and obtain reimbursements. • Provides convenience, security, and flexibility to make small dollar purchases. • Empowers cardholders with choices and immediate access to goods. Benefits to UNC Charlotte • Significant cost savings in the purchase-to-pay cycle. • Increased expense analysis power.
Who's who . . . • Program Administrator • Department Head • Card holder / Reconciler • Department Approver
How do I get a card? • Step 1 – Fill out the application and the Purchasing Card Agreement • Materials Management, Purchasing, Purchasing Card Program • Step 2 – Attend mandatory training • Step 3 – Receive your card
Limits and Restrictions • Single purchase limit $2,500 • Daily limit $5,000 • Monthly limit $25,000 • Splitting of purchases to circumvent spending and bidding limits is not allowed • Merchandising Category Codes (MCCs) are blocked to restrict unauthorized purchases
Monthly Reconciliation Package • Occurs at the end of each billing cycle (7th) • Includes • Monthly statement • Receipts • Support documentation if needed (e.g. Travel Authorization) • Reviewed by the Departmental Approver • Submitted to the Purchasing Card Administrator • Will be reviewed/archived by Travel & Complex Payments department
Program participants will be provided training: • Purchasing and purchasing card basics • Works online system • View transactions • Assign fund(s) and account(s) to each transaction • Add remarks as needed • Reconciliation process • Works is accessible from any internet-enabled computer and has excellent reporting tools.
Travel Processes • Travel authorization process resides in the department • Upon departmental and special fund approval, a department card should be used to make all possible travel prepayments (e.g. airfare, registration) • Original or online receipts retained with the purchasing card packet • Total trip expenses, including prepayments, documented on the Travel Reimbursement • Travel Reimbursement routed to the Travel & Complex Payments department for final review, approval and archiving
Important Contact Information For additional information about he UNC Charlotte Purchasing Card Program, please contact our Purchasing Card Administrator: Germaine Chisholm Phone: 704-687-5435 Email: gchisholm@uncc.edu