Purchasing Cardholder Training

1. Purchasing Cardholder Training • The Purchasing Card Is? • A VISA card from US Bank which allows delegated employees to purchase goods and services for the University. • The card is issued in your name and you are responsible for the security of it and the transactions on it. • The Purchasing Card is for Official University Purchases Only

2. Purchasing Cardholder Training The Purchasing Card will be audited by the ASU Beebe, Legislative audit, and the Office of State Procurement Credit Card Section for compliance

3. Purchasing Card Benefits • Convenience • Reduces requisitions • More vendors to choose from • Reducing the number of checks issued • Faster receipt of goods and services • Streamline end user process • Cost effective

4. How Do I Use The Card? • Same as a regular credit card; The use of the Pcard results are a university liability, not a personal liability for the cardholder, your credit rating will not be affected in any way. • By completing and signing Cardholder Purchasing Card Application, you understand the intent of the program and agree to follow the established guidelines and procedures in the Purchasing Card Policy.

5. For Purchase of Goods and Services Up to $2,500 Not for Personal Purchases Not for Travel, Lodging or Restaurants Not for Equipment over $500 (ask before you buy) Card Holder must complete training below activating card ASU Beebe Purchasing Card

6. Good Uses for Purchasing Card Subscriptions, Books Retail Stores Instead of Open Orders Catalog Purchases Online Purchases Office Supplies from Office Depot Small Orders

7. Cardholders’ Responsibilities • It is your responsibility to reconcile, allocate cost to correct account codes, and review transactions, as stated in the Purchasing Card Policy • Making only authorized purchases • Working Knowledge of the Program Policies and Procedures • Reallocation of charges is the responsibility of the cardholder

8. Cardholders’ Responsibilities (con’t) Keeping the Card and card # Secure Not Allowing Others to Use the Card Maintaining Transaction Log Retaining All Receipts and Documentation Reconciling Monthly Visa Statement Ensuring credits are received by next billing cycle, 15th of each month Providing Completed and Signed Log with Documentation to Reviewer

9. Cardholders’ Responsibilities (con’t) • Securing best prices for the University • Ask for educational discounts • Ensure Pcard is used only for legitimate ASU Beebe business purposes • Adhere to purchasing rules and regulations of not splitting orders to circumvent the $2,500 limit • Maintain documentation for 5 years

10. Forms • All forms and training materials are located on the Purchasing Department’s webpage at • www.asub.edu • Faculty/staff • Purchasing • Purchasing Card

11. Changes to Cardholder Information • Credit or Transaction Limit Changes • Department Head Must Approve • Leave Department Employment • Surrender Card to the Purchasing Department Additional Account Codes Access

12. What if You Lose Your Card or it is Stolen? • Immediately Contact US Bank at: 1-800-344-5696 • Report Immediately to the Purchasing Department 501-882-4546

13. State of Arkansas or ASU Beebe Restrictions at Point of Sale • $2,500 Single Purchase Limit • No Cash Advances • Restrictions by Merchant Category • Travel and Lodging (Airlines, Car Rentals, Hotels, etc.) • Restaurants, Liquor Stores • Entertainment (Recreational Services, etc.) • Personal Services such as Photographic Studios, Funeral Services, Spas, Greeting Cards, Flower Shops

14. State of Arkansas or ASU Beebe Purchasing Restrictions • Alcohol • Cash Equivalents such as Gift Cards • Gifts of Sentiment such as flowers • Do Not “Split” Purchases to Avoid the Single Purchase Limit (exceeding $2,500) • No Purchases Resulting in Personal Gain • Conference Registration

15. State Requirements • ASU Beebe is NOT tax exempt. The University must pay sales tax. • If card is declined call the Purchasing Department 501 882 4546

16. Office Supplies • Office supplies must be purchased from the Arkansas mandatory state contract with Office Depot • Orders $50.00 or more • When possible use remanufactured toner and ink cartridges

17. Purchasing is Still Available for: • Problem Solving • All Other Procurement Needs • Contact 501 882 4546 or 501 882 4547

18. Send Requisition to Purchasing for • All Purchases Over $2,500 • All Equipment Over $500 • All Computer and Technology Purchases • Professional Services • Any Purchase Involving Signing of Agreements, Licenses and Contracts

19. When Phoning in an Order: • Record the name of the person taking the order for questions in future • Request detailed receipt • Request confirmation number or tracking number • Ask vendor NOT to send invoice to A/P

20. Resolution of Discrepancies and Disputes • Dispute with Vendor Should be Resolved by Cardholder • Discrepancies between Cardholder’s Records and Visa Statement • Contact Purchasing for Assistance • Complete Disputed Item Form at https//access.usbank.com • Verify Credit is Issued

21. Accounting and Record Keeping • The Purchasing Card Management System is available for online reallocations at https//access.usbank.com • All reallocations will be performed online at https//access.usbank.com according to the Purchasing Policy and Guidlines • The cardholder is responsible for the reallocation process

22. Daily Record Keeping • Complete ASU Beebe Transaction Log (required) • Show enough detail to answer to an auditor why the purchase was made and what was purchased • Keep all Documentation - Receipts, Packing Slips, Credits, etc. for each purchase • May Want to Use Envelope when Submitting Reconcillation (staples are not acceptable) • Keep copies of all documentation and logs in chronological order for 5 years

23. Discrepancies • Purchase Doesn’t Show on Visa Statement • Transfer to Next Month’s Log; Should Clear Next Statement (billing cycle on the 15th) • Billed Erroneously • Contact Vendor to Resolve Discrepancy • If Not Satisfied, Send Disputed Item Form to Purchasing Within 30 Days of Statement

24. Monthly VISA Statement Reconciliation • VISA downloads data daily to the Procurement Card Management System Website • Monthly VISA Statement Mailed Directly to Cardholder • Should you wish to download VISA data directly to your Transaction Log click on Print from the View Report screen

25. On Line Monthly Record Keeping • Reallocate funds, if required • Complete the department reference field • Complete the purchase description field (required) • Download, print and sign the transaction log • Reconcile VISA Statement • Resolve Any Discrepancies • Pass paperwork to your Reviewer within 3 days

26. Questions? • Procurement Card Program Administrator Robin Lancaster • rglancaster@asub.edu • 501 882 4547 • Beki Wisdom • bawisdom@asub.edu • 501 882 4546