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PCard Administration and FSO Compliance

PCard Administration and FSO Compliance. Karen Brookbanks, C.P.M., CPPB, PCard Administrator Floyd Roman, Associate Comptroller Susan Reece, Lead Compliance Reviewer. Where does the PCard Program reside?.

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PCard Administration and FSO Compliance

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  1. PCard Administration and FSO Compliance Karen Brookbanks, C.P.M., CPPB, PCard Administrator Floyd Roman, Associate Comptroller Susan Reece, Lead Compliance Reviewer

  2. Where does the PCard Program reside? The Purchasing Card Program is a division of Procurement and Contracting Services (PACS) PCard Administration is under PACS FSO Compliance is under the Financial Services Office

  3. Who reviews receipts, PCard Administration or FSO Compliance? FSO Compliance receives all PCard Transactional receipts monthly. These receipts are reviewed, scanned and retained on-line. However, there may be times when copies of receipts are requested by PCard Administration for compliance related issues.

  4. If I have a question about an upcoming purchase who should I make inquiry to? Call PCard Administration Customer Service 626-9091

  5. PCard AdministrationProgrammatic Oversight PCard Customer Service Processes applications for PCards Status of Applications Policy Questions & General Questions Password resets Reconciler, Approver, Liaison Changes Creates and maintains Policies and Procedures for the PCard Program Works directly with JPMorgan Chase on Program Creates and maintains PCard hierarchy information within the JPMorgan Chase banking system PaymentNet

  6. PCard Administration Training conducted PCard Policy Training Reconciliation & Approver Review Training Refresher trainings Assigns access to PaymentNet software Creates and maintains master files on PCards issued

  7. PCard Administration Programmatic Oversight Monitors Decline Reports for possible violations and/or fraudulent attempts Reviews transactions under $1.01 (For Fraud testing attempts - posted)

  8. PCard Administration Programmatic Oversight Work with departmental liaisons on changes to limits, defaults, reconcilers and approvers Assist cardholders with transactional dispute process Assist cardholder with Fraud process Work with Risk Management on Department PCards with Fraud

  9. PCard AdministrationCompliance Reviews transactions/Program Policies and Procedures for possible violations Pyramiding Not Reconciled Not Approved Single Established Transaction Limit Violation Unauthorized Sharing of a PCard

  10. PCard AdministrationImproved Communication Creation of improved communication to campus community Listserv Cardholder Software Users (Liaisons, Reconcilers and Approvers) PCard Advisory Board Quarterly Meetings PCard Newsletter Quarterly PCard Summer School * New Topics Posting Notices on PaymentNet Home Page Message from Administrator

  11. FSO ComplianceReviews PCard transactions for compliance with: PCard Policy University Policy

  12. FSO Compliance • Receives & prepares documents for scanning • Scans documents (Records Management & Archiving Team) • Monitors for missing documents • Reviews transactions (sample basis) for compliance

  13. FSO Compliance Received 173,010 PCard transactions for FY ’09 Scanned 776,651 individual images for FY ‘09

  14. FSO Compliance Violations for FY ‘09 Personal Purchases Payments to or on behalf of foreign visitors Prepaid cards (including gift cards and phone cards)

  15. FSO ComplianceDocumentation Most common problems: Submitting Credit Card Statements or Account Numbers Retain Credit Card Statements in Depts. Black out Credit Card Account Numbers Copies or .pdf files submitted Submit original itemized receipt/invoice Phone Statements submitted with missing pages All pages (12 of 12 pages) printed are required

  16. FSO CompliancePolicy Issues Do not use a PCard to Purchase: Personal items Use personal funds Payments to or on behalf of foreign visitors Use the Check Request process, so the IRS and USCIS compliance issues can be evaluated Prepaid cards Use another form of payment

  17. FSO CompliancePolicy Issues • Do not use a PCard to Purchase (cont’d): • Hotels • Use another form of payment • Tax Reportable Awards • Service/Achievement over $75.00 including engraving, taxes, & shipping • Retiree Farewell over $400.00 including engraving, taxes, & shipping

  18. How we work together… PCard Administration and FSO Compliance meet together monthly to review compliance issues, discuss items that have come up, and collaborate on solutions for each respective area.

  19. Contact Information PCard Administration Customer Service 626-9091 PCard Fax 621-1245 FSO Compliance - Susan Reece 646-4544 - Floyd Roman 621-7739

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