Department of Community Affairs

1. Department of Community Affairs P-Card Training

2. Introduction • The objective of this training class is to educate the cardholders on the proper usage of the State Purchasing Card. • A question and answer session will follow the presentation. So please make sure to write your questions down as we go.

3. Agenda • The topics that will be covered are: • General information • Allowed P-Card purchases • Receipt Requirements • Disallowed P-Card purchases • Timeframes • Required paperwork and forms • Penalties for Improper Use

4. General Information • You have been offered a P-Card to be used to help with the cost of traveling for the state. • The P-Card is to be used only for legitimate authorized state business trips. • Since you have been offered a P-Card you are no longer eligible for any travel advances or use of DCA’s Central Billing Accounts with Alpha or Avis. • Any outstanding advances must be resolved before a P-Card will be issued to you. • You must keep the original receipts of every charge made to the P-Card in order to provide the required accountability. • Every receipt must be legible in order to audit and process the charges.

5. Allowed P-Card Purchases • Hotel Room Charges – You may only charge the cost of the room and mandatory hotel parking to your P-Card. • When checking into the hotel, ask for tax exemption. The tax exemption number is on the front of your P-Card. • Also ask that your room charge and mandatory parking (if any) be put on a separate account from any other charges (non-mandatory valet parking, room service, phone charges, internet charges, hotel restaurant charges, safe charges, or movies) • The non-mandatory charges must be charged to your personal card or paid with cash. • If you are going to stay in the hotel room for an extended period of time (two weeks, a month, or longer) find out when the hotel will charge your card.

6. Allowed P-Card Purchases • When checking out, LOOK AT YOUR RECEIPT to verify that the hotel has charged you properly. • Verify that the hotel charged only the room and mandatory parking to your P-Card. • If the hotel has charged your P-Card incorrectly, DO NOT LEAVE until they have issued a credit to your P-Card. • Get the original receipt with the invalid charges and the original credit receipt from the hotel, as well as the revised, correct receipt.

7. Allowed P-Card Purchases • There are only two types of parking that are allowed to be charged to your P-Card. • Mandatory parking at hotels and airport parking • VALET PARKING is not allowed

8. Allowable P-Card Charges • Airfare Charges – It is your responsibility to find the most economical fare possible. • If you have previously used our Central Billing Account with Alpha to make your airfare arrangements be sure to tell them to change your ID in their system and not charge our billing account. The charges instead should be placed on your P-Card. • If you book your flight over the phone or on-line, make sure to get a print out of your confirmation and receipt. • All receipts must clearly reflect a description of the goods and services acquired and the merchant/vendor providing such.

9. Allowable P-Card Purchases • Avis Car Rentals – If you have previously rented a car on our Avis central billing account, be sure to tell them to change your Wizard ID and not charge our central billing account. Instead, all charges should be placed on your P-Card. • Make sure to rent the Class B compact car for $ 26.58 per day. • If a larger car is needed, you must have pre-approval from your supervisor. • Written justification for a vehicle above Class B is required when your receipt is submitted for processing.

10. Allowable P-Card Purchases • Gasoline for Avis Car Rental ONLY –The P-Card for may be used for gas purchases only for Avis Car Rentals, while on official state business. • If you use a state owned car, you must use the state gas card assigned to that car and not your p-card. • If you use a personal vehicle, you will be reimbursed at the state rate of 44.5 cents per mile for mileage. • The receipt for gas purchases must show vendor name, price per gallon, total gallons, and total amount of gas purchased. • Try to use well known companies such as BP, Chevron or Shell.

11. Allowable P-Card Purchases • If the vendor machine does not provide a receipt, you must obtain a receipt from the store clerk or write your own receipt • The hand written copy must show vendor name, price per gallon, total gallons, and total amount of gas purchased. • Do not tape over or highlight the receipt because this will make the ink disappear. • It is your responsibility to ensure that all receipts are legible for auditing.

12. Allowable P-Card Purchases • Registration Fees for Conferences or Conventions – These charges must be pre-approved through the correct approval process from your division; an approved TAR is required as backup documentation. • Some Conference Businesses are set up with a merchant code that will not allow your P-Card to be charged. If this happens, you must call the P-Card Administrator for further direction.

13. Receipt Requirements • Receipt must clearly reflect description of goods or services acquired, number of units and cost per unit. • When the vendor uses a statement/invoice as a receipt, it must provide the same info as a receipt, clearly indicate a “0” balance and reference as a VISA payment.

14. Receipt Requirements • All receipts must be signed and dated by the cardholder to indicate the receipt, inspection and acceptance of the goods or services (per Section 215.422, F.S.) • Acronyms and non-standard abbreviations for programs or organizational units within an agency should not be used in the supporting documentation unless an explanation is also included.

15. Disallowed P-Card Purchases • NO MEALS • NO ROOM SERVICE • NO MOVIES • NO LAUNDRY • NO GIFTS • NO INTERNET OR TELEPHONE CHARGES. NO TOLLS or Associated Fees • NO MAPS • NO SUPPLIES • ABOSOLUTELY NO PERSONAL ITEMS OR USAGE • NO FUEL, except for a rental vehicle in your name for official state business

16. Timeframes • A signed TAR and the receipts must be sent to your administrative coordinator within two business days. Original receipts must be sent to your administrator for reconciliation of P-Card accounts. • The clock starts when your card is charged. The clock does not stop for disasters. • DFS and Bank of America have very strict timeframes for the processing of P-Card charges. • The total approval process takes eight days from start to finish. Timely compliance at each level of the approval process is very important.

17. Timeframes • If an erroneous or disputed charge appears on your card, the cardholder must contact the vendor immediately to request they issue a credit to your P-Card. • If the vendor refuses to issue a credit, contact your P-Card Administrator to dispute the charge. • We have sixty calendar days from the date of purchase to dispute a charge with the bank.

18. Timeframes • It is responsibility of the cardholder to monitor the charges on their P-Card and dispute them as soon as possible, if necessary. • If a P-Card charge is determined to be invalid, the cardholder will be required to reimburse the state.

19. Required Paperwork and Forms • Complete an application for a P-Card. • Application approved by your supervisor and given to your Accounting Liaison. • Application is then submitted to the DCA Purchasing Administrator for submission to the bank. • Purchasing will usually receive your card within a week. • You will receive the P-Card, a laminated card (Allowed/ Un-Allowed Use), an acceptance form, and a cardholder manual.

20. Required Paperwork and Forms • Keep the laminated card with your P-Card for quick reference. • Read the entire cardholder manual upon receipt. • The manual provides a lot of useful information and guidelines. • You must complete the acceptance form the day you receive your P-Card and send it to Purchasing.

21. Required Paperwork and Forms • When using your P-Card for travel, record these transactions on the P-Card Travel Reimbursement Form. • All charges must be listed individually in the appropriate columns on the front and the back. • Your division liaison will show you how to properly fill out your P-Card Travel Reimbursement Form. • You have the option to decline or accept the P-Card. • If you decline the card, then you will not be eligible for any travel advances or charging to DCA’s central billing accounts.

22. Penalties for Improper Use • As the cardholder you are responsible for the proper use of the P-Card in accordance with state law and agency policies and procedures. • Unauthorized/Invalid charges must be reimbursed to the state. • Misuse of the P-Card may result in suspension of the card and possible disciplinary action

23. Penalties for Improper Use • If P-Card is revoked, the employee will be responsible for paying all travel expenses out of pocket. • The employee will not be eligible for advances or use of agency central billing accounts. • Responsible use of the card is imperative as the cardholder will be made accountable.

24. The P-Card is a great tool . . . • When used properly!

25. Questions and Answers • Any questions?