UNC Charlotte Purchasing Card Program Presented to the Admin Forum by Kendra Cooks, Controller

1. UNC Charlotte Purchasing Card Program Presented to the Admin Forum by Kendra Cooks, Controller Brian Richardson, Assistant Director of Purchasing September 16, 2010

2. 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

3. 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.

4. Who's who . . . • Program Administrator • Department Head • Card holder / Reconciler • Department Approver

5. 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

6. 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

7. 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

9. 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.

10. 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

11. 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