Purchasing Card Program (P-Cards)

Purchasing Card Program (P-Cards)

P-Cards What is the P-Card? • A Visa credit card issued by US Bank through the State of Arkansas to UACES to be used for approved purchases

P-Cards P-Cards: Advantages • Eliminates the need for P.O.’s for small purchases • Eliminates the need for blanket P.O.’s • Enables internet and telephone purchases • Eliminates employees making purchases charged to personal credit cards and having to apply for personal reimbursements • Replaces Wal-Mart Account Cards and other Credit Cards (except Voyager)

P-Cards P-Cards: Disadvantages • Purchases will be charged to M&O Budget – must carefully monitor these purchases (purchases can be charged to grant funds, county funds) • Increased risk for employee errors-making unauthorized purchases • Review and approval after transaction completed, rather than prior to (requisitions, P.O.’s)

P-Cards Who’s Involved? • US Bank • State of Arkansas-Office of State Procurement • UACES Financial Services • Supervisors • Users

P-Cards Who’s Who? • P-Card Coordinator –Jackie Yarbrough • Account Manager – Denise Brown maintain P-Card payment records

P-Cards Other Contacts: • Burl Scifres–Purchasing Mgr • US Bank Customer Service

P-Cards Required Training • In order to be issued a P-Card you must: • Read the P-Card Guidelines • Complete a P-Card Application Form • Complete Mandatory Training (may be completed electronically) • Sign and return a P-Card Program Cardholder Agreement Form

P-Cards Prohibited Items: • Alcoholic Beverages • Travel/Meals/Entertainment (exception: registrations) • State Contract Items • Gifts/Personal Items • Cash Advances • Professional Services • Split Purchases • 4H Foundation Purchases

P-Cards • OSP has restricted the office supplies contract to Goddess/Office Depot ONLY – must use to purchase ALL office supplies

P-Cards Transactions to Note • Meals or snacks for Meetings – Must include FIN-214 with P-Card Report and receipts • Goddess/Office Depot • Purchases with County Checking Account Funds (Fund 13823)

P-Cards • When making purchases on the internet or telephone, be certain that you use 2301 S. University Ave., Little Rock, AR 72204 for the billing address and your location for the shipping address

P-Cards Spending Controls • Each card will be assigned a maximum per-transaction and per cycle limits, based on the user’s need as approved by the supervisor

P-Cards Cardholder Responsibilities: • Keep P-Card in a secure place • May not authorize anyone else to use P-Card • Keep receipts and/or shipping tickets for purchases • Immediately report lost or stolen card to US Bank and P-Card Coordinator • Refrain from making unauthorized purchases • Review monthly charges to verify accuracy • Notify Account Manager of Fund/Org # changes • Destroy card upon termination and notify P-Card Coordinator

P-Cards Account Manager Responsibilities • Go into the US Bank website, and follow the instructions for transaction management • Enter appropriate fund and org numbers on each purchase so that they can be correctly charged • Retain all original receipts, sales slips, cash register receipts, packing slips and credit receipts • After the report has been verified, it should be signed and approved, and forwarded to Financial Services with original receipts,FIN-214 forms, justification forms etc. • Retain a copy of the report and receipts

P-Cards Purchasing Card Application Form • Can be found in spot,under Templates – Purchasing – PURCH-400

P-Cards Application Data • Must supply name, last 4 digits of social security number, business phone and e-mail address, default fund/org

P-Cards Merchandise Returns/Credits • If an item purchased with the P-Card is returned, request from the vendor that a credit be placed on the cardholder’s P-Card account • A credit should be issued for any item that the vendor has approved for return • Do not accept a refund in the form of cash or check • Credit amounts/transactions should be listed on the Purchasing Card report

P-Cards Questions???

Purchasing Card Program (P-Cards)