Procurement Card

1. Procurement Card Presented By: Denise Matias, CAH April 20, 2016

2. Cardholder Profile/PCard Application • To request a procurement card (p-card) for your area, approval is first needed from the Dean/or Dean Designee in the CAH Dean’s office. • Once approval is received, the person requesting the pcard will need to go to F&A website at: http:///www.financialss.ucf.edu/Training/FPO125_main.html. Read over course preview and follow guidelines on how to register for course. • After training is finished, please complete the following forms located at: http://www.fa.ucf.edu/forms/forms.cfm#forms_Pcard . Once the forms have the appropriate departmental signatures, please send them to CAH Accountant, Denise Matias: • Cardholder Agreement (form 41-967) • Cardholder Profile/Pcard Application (form 41-968) (Dean/Dean Designee will also sign) • Departmental Authorization Security Access Ethics Certification (form 41-566B) • F&A has been notified and they will not process the paperwork without CAH approval.

3. General Guidelines • The procurement card manual for card holders is located on the F&A website at: http://www.fa.ucf.edu/Procurement_Card/Publications/Publications.cfm • Your area should have a written procedure for the processing of pcard transactions. • At the minimum, a disputed transaction log must be kept.

4. General Guidelines • Pcard administrator’s office should be notified immediately when there is a change in the cardholder’s status, (i.e. terminations, transfers, retirement, change in duties, etc.)

5. General Guidelines • When a Material & Supply fee funding number is used for a charge, you must reference the course or courses the purchase is related to. • The course info will go on the same line where you put the description of the item(s) purchased.

6. Cardholder Responsibilities • Make sure sufficient funds are available • Items to be purchased must not be on the prohibited transaction list. The list is found at: http://www.fa.ucf.edu/Procurement_Card/Publications/Publications.cfm • If you would like to request an exemption to this list, please contact Denise Matias with questions.

7. Cardholder Responsibilities • Immediately report lost/stolen or compromised card to Pcard office (407-882-2235), cardholder’s approver, and Bank of America (888-449-2273). • Periodically review the Departmental Purchasing Procedures/Forms in the Cardholder Instructions Manual. • Protect your PCard and do not give the number out for others to use.

8. Cardholder – Using Card • Check receipt to ensure no state tax has been charged. If needed, the Tax exempt form (Consumer Certificate of Exemption (DR-14)) its available at: http://www.fa.ucf.edu/Procurement_Card/Publications/Publications.cfm • Obtain a detailed receipt indicating what was purchased and make sure the original receipt is stamped with the proper information: • Obtaining purchase orders for all non-travel purchases greater than $5,000.

9. Example

10. Cardholder – Using Card • Fill out the appropriate lines on the stamp that goes along with the item purchased. If not sure what account number to use go to: http://www.fa.ucf.edu/ look under UCF Financials Chartfields Lists and select List of Accounts • A purchase should never be split to avoid card limits or to make a purchase appear to be a non-taggableitem. • Never use the card for personal expense.

11. Cardholder – Post Purchase • Best practice it to provide the original receipt and backup to the approver as soon as you can. F&A wants the transaction approved within (20) calendar days from the date the expense posted in UCF Financials. • If a person is traveling for any length of time, approved receipts should mail or fax to the approver so that the approvals will be done in a timely manner. • When a rebate or refund is involved, the information must be given to the approver for tracking purposes.

12. Approver’s Guide • The approver should verify that all documentation submitted does contain appropriate, and correct information. • The approver cannot approve purchases without the necessary documentation to support the approval.

13. Approver’s Guide • A short description in the “Description” field must be provided showing what the purchase represents. • For example: for a travel charge, give the last name of the traveler and product description; Doe/Airline Ticket. • When approving a charge for travel under the specified PO number also select the line number referencing the charge.

14. Approver’s Guide • For travel receipts purchased with a pcard: copies are to be sent to the travel department for further processing. • Asset purchases $5,000 or greater must be coded correctly and the information linked to Asset Management. • The approver manages the files and maintains the appropriate logs for disputed transactions, credit and/or rebates, etc.

15. Approver’s Guide • The approver will follow the guidelines as set forth in the training guide (FPO126) located at: http://www.fa.ucf.edu/Procurement_Card/Publications/Publications.cfm • If a charge is not approved within 20 days pcard statements (F&A) will send out a suspension notification e-mail.

16. Card Receipt Retention • Upon receipt of the monthly Bank of America statement the PCard holder should place all of the original receipts/copies, for transactions listed, behind the statement in order (as shown on the statement). Complete the PCard Statement Certification form (41-970) found at: http://www.fa.ucf.edu/Forms/Forms.cfm#Forms_PCard • Submit to F&A, Procurement Card Office, or e-mail the documents to PCardstatements@ucf.edu(limit 2MB)

17. CAH Policy: • ALL Pcard forms must come through the CAH Dean’s office. Please send them to the CAH Accountant , Denise Matias • New requests • Includes Permanent Pcard limit changes and transactions • Close account

18. CAH Policy: • For temporary request actions: • Monthly credit limit increase • Single purchase limit increase • Special one-time request • Cardholder should email their Chair/Director for approval. Please type “Temporary Override Request” in the subject line.

19. CAH Policy: • Following format should be used in the email to the Chair/Director and completed by the cardholder: Cardholder Name: Merchant Name: Amount: Reason: Timeframe:

20. CAH Policy: • Chair/Director, should forward the email stated “approved” onto Cathy Radzai at: Cathy.Radzai@ucf.edu and cc Denise Matias at: Denise.Matias@ucf.edu for review. • The email will be sent to F&A from the CAH Dean’s office for processing.

21. CAH Policy: • When an employee who has a pcard, leaves the CAH unit, the pcard must be cut in half and the Cardholder Profile form completed to close out the account. • Send the cut-up card and form to CAH Accountant, Denise Matias

22. Card Receipt Retention • For almost all cases, the reconciler signature line on the PCard Statement Certification form should be signed by the approver. • All credit card numbers must be masked. Receipts that contain the last four digits do not need to be masked. • Any receipts that are not 8 1/2 x 11 are to be taped to an 8 1/2 x 11 blank sheet (or the back of scrap paper to save paper).

23. Card Receipt Retention • There are two options for submission to F&A: 1. Scan the entire packet (Certification form, monthly statement, and receipts) and submit to pcardstatements@ucf.edu (limit 2MB) 2. Entire packet can be sent via intercampus mail in an envelope marked “F&A, Procurement Card Office” +0975. (Within 30 days of statement close date)

24. Common Mistakes • Pcard stamp is not on receipts. • Credit card number is not blacked out on receipts. • Account number used on stamp is correct but not entered correctly by approver and vice versa. • Travel pcard receipts not properly approved.

25. Example/Numbering Charges/Credits

26. Example/Masking Account Info

27. Website Reference • Finance and Accounting: http://www.fa.ucf.edu/ • Go to F&A website, select Disbursement Services and the link for Procurement Card for helpful information • Addy Notes for Procurement Card http://www.financials.ucf.edu/Addy_Notes/PCard.cfm • http://www.cah.ucf.edu/fs/budget.php >PCard

28. Any Questions???