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Efficient Ramapo College P-Card Program Guide

Learn how the P-Card program streamlines purchasing, reduces paperwork, and enables immediate transactions for Ramapo College staff. Discover its benefits, restrictions, and workflow procedures.

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Efficient Ramapo College P-Card Program Guide

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  1. RCNJ-BOA Purchasing Card User Guide – Standard Profile Ramapo College and Bank of America VISA Procurement Card Program User Guide – Standard Profile P-Card User Guide Standard Profile November 2014

  2. What is a P-Card Program? • A credit card used to make small dollar purchases. • Enables immediate purchase. • Reduces paperwork. • Improves operating efficiency. P-Card User Guide Standard Profile November 2014

  3. What is a P-Card Program? • 60% of payments made by the College are < $1,000. P-Card User Guide Standard Profile November 2014

  4. What is a P-Card Program? • Eliminates the need for: W-9, credit application, vendor creation, requisition, purchase order, change order, close order, invoice approval, invoice entry, printing checks, mailing checks. P-Card User Guide Standard Profile November 2014

  5. What is a P-Card Program? • Enables users to view transactions on line and code to a FOAP. • Saves time and processing expenses. • $20 to $50 per transaction P-Card User Guide Standard Profile November 2014

  6. What is a P-Card Program? Card Blocks • Transaction Dollar Limit • Monthly Dollar Limit • Spending Category (MCC) P-Card User Guide Standard Profile November 2014

  7. Who can have a card? • College Administrative Staff that have delegated purchase authority and have approval of the Unit Manager. P-Card User Guide Standard Profile November 2014

  8. How Do You Get a Card? • Complete Request for P-Card Form. • Obtain Unit Manager signature. • Forward to Purchasing Dept. P-Card User Guide Standard Profile November 2014

  9. Card Profiles Cards are Customized for Each Profile • Standard • Student - Units that have a high level of student engagement (Athletics, Residence Life, CSI, Enrollment Management, ETC.) • International Education • Executive P-Card User Guide Standard Profile November 2014

  10. Card Profile Standard • Trans. Limit - $1,000 or Based on Needs • Monthly Credit Limit – $3,000 or Based on Needs • MCC blocks in place - Custom P-Card User Guide Standard Profile November 2014

  11. What can be bought with the P-Card? • Transaction value less than card limit. • Must be for College use and must be delivered to the College. • On-line or In-Store Purchases P-Card User Guide Standard Profile November 2014

  12. Travel Purchase – Part 1 Staff Only Travel(Overnight) • Use for air and conference prepayments only. • Do not take the card on the trip. • All other travel expenses must be paid by the employeeand submitted for reimbursement. P-Card User Guide Standard Profile November 2014

  13. Travel Purchase – Part 2 • Not Applicable P-Card User Guide Standard Profile November 2014

  14. Restricted Purchases – Part 1 • Personal use • Cash Advances • Fixed Assets (> $5,000) • Computer Hardware & Software • Food • T&E • Gasoline • Alcohol and Liquor P-Card User Guide Standard Profile November 2014

  15. Restricted Purchases – Part 2 • Purchases from: Club or Drug Stores • Grocery Stores • Doctor’s Offices • Flowers • Donations • Gift Cert. • Payments made by the Foundation P-Card User Guide Standard Profile November 2014

  16. The Card Program • This is a College credit card. • No impact to personal credit. • The College pays BOA. • CAUTION: There is no budget check in the process. P-Card User Guide Standard Profile November 2014

  17. Workflow – Part 1 • Check your budget to assure funding is available. • Use the Card and get receipts. • Log on to Works and process the transaction on line. • FOP defaulted to primary budget. AC defaulted to MCC. • Change FOP and AC if necessary. P-Card User Guide Standard Profile November 2014

  18. Workflow – Part 2 • Processing in Works • Log-In • Click Sign Off • Select Transaction • Verify, Change or Split FOAP • ClickReceipt button Yes or No • Add Comments • ClickSign-Off button P-Card User Guide Standard Profile November 2014

  19. Workflow – Part 3 • Transactions in Works from the prior week are posted each Wednesday to the Banner budget by Business Services. • At month end: Print Out Cardholder Statement(s), Obtain Unit Manager sign-off on statement(s), Send statement(s) and receipts to Accounts Payable. • The College pays BOA for all charges. P-Card User Guide Standard Profile November 2014

  20. Workflow – Part 4 Critical Part of the Process • Correct and timely sign off and coding of transactions in Works. • FOP and AC P-Card User Guide Standard Profile November 2014

  21. Workflow – Part 5 • Unprocessed transactions in Works will be deducted from next month’s credit availability. P-Card User Guide Standard Profile November 2014

  22. Roles • Unit Manager • Cardholder • Unit Administrator • Program Administrator • Business Services P-Card User Guide Standard Profile November 2014

  23. Responsibilities Unit Manager • Delegates purchase authority. • Requests cards. • Signs-off on month end statement. • Monitors budget. P-Card User Guide Standard Profile November 2014

  24. Responsibilities Cardholder • Uses the card and gets receipts. • Keeps the card secure. • Obtains credits from vendor. • Processes transactions in Works. • Gives receipts to Unit Administrator. P-Card User Guide Standard Profile November 2014

  25. Responsibilities Unit Administrator • Coordinates activities of all cardholders in Unit. • Processes transactions in Works if not done by cardholder. • Prints out monthly transaction statement for the Unit. • Obtains Unit Manager signature. • Enters Travel Authorization number on all travel receipts. • Sends statement and receipts to AP. P-Card User Guide Standard Profile November 2014

  26. Responsibilities Program Administrator (Purchasing) • Main contact between BOA & College. • Works with Unit Manager to establish card limits and category (MCC) blocks. • Handles all questions. • Conducts audits. Holds receipts. P-Card User Guide Standard Profile November 2014

  27. Responsibilities Business Services • Each Wednesday uploads transactions from prior week into Banner. • Coordinates payment to BOA. P-Card User Guide Standard Profile November 2014

  28. Sales Tax • Up to the Cardholder to advise vendor the College is exempt from paying NJ sales tax. • If charged for tax have vendor issue a credit. • Updated tax exempt letter is on the Purchasing website. • College’s Tax ID number is printed on card. P-Card User Guide Standard Profile November 2014

  29. Disputes • All charges will be paid by the College. • Resolve dispute with the merchant - ask for a credit. • Unresponsive merchant – Complete Dispute on line in Works or complete Cardholder Statement of Disputed Item form. (See Policy & Procedures.) P-Card User Guide Standard Profile November 2014

  30. Related Documents • P-Card Policy & Procedures • Works Navigation Instructions • College Purchasing Policy & Procedures • College Travel Policy & Procedures P-Card User Guide Standard Profile November 2014

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