Procurement Card Procedures Cardholders

1. Procurement Card Procedures Cardholders

2. Housekeeping • Please sign in • Facilities • Break • Cell Phones

3. Goals: • After this session, learners will be knowledgeable of NMSU procurement card procedures. • Learners will be able to identify allowable/ unallowable purchases when using NMSU PCards. • Learners will be knowledgeable on how to process transactions in the CCER system.

4. Objectives: At completion of course, participants will… • Be able to locate appropriate resources and references for future use. • Be familiar of the policies and regulations regarding PCard purchases. • Be able to accurately document transactionsin the CCER System.

5. Agenda: • Review and become familiar with PCard directives. • Review and become familiar with allowable and unallowable purchases. • Complete activity.

6. Methods for Purchases • Purchase Orders • Procurement Cards • Reimbursement • Direct Pay

7. Eligible for a PCard • NMSU regular employee • 0.75 minimum FTE • No temps, students or affiliates

8. How do you get a PCard? • Complete Procurement Application • Attend Cardholder Procedures Training • Attend FSA-RMR Informational Session • Complete FSA-RMR Bridge to BDMS and PCard Receipts Destruction Training

9. Cardholders Role: Role: • Granted the right of purchasing for NMSU • Scan and upload receipts before deadline. • Reconcile statement before deadline. • Email questions to pcard@nmsu.edu.

10. Cardholders Responsibilities: Responsibilities: • Purchases within limits & restrictions. • Ensure no tax is charged on goods. • Responsible for any activity on the card. • Ensure only NMSU employees use the PCard to purchase goods or services. • Report fraud activity. • Ensure goods or services are received in suitable condition. • Ensure proper credit(s) are received for returned goods or services. • Notify PCard Administration of any employment changes.

11. Limits • No furniture or equipment over $1,000 • $3,000 per transaction • No transaction splitting • $10,000 per month • Monthly available credit limit will be reset on the 29th of each month

12. NMSU Business Procedure Manual 4.00.45http://pcard.nmsu.edu/restrictions/ The following are examples of unallowable and restricted purchases on any University account. The list should not be considered all-inclusive but merely a guide for purchases that are not allowed. • University Unallowable • Retirement gifts over $100 • Annual credit card fees • Donations • Holiday decorations • Event tickets • Personal goods or services • Fines or Penalties • Alcohol beverages

13. NMSU Business Procedure Manual 4.40.645http://pcard.nmsu.edu/restrictions/The list should not be considered all-inclusive but merely a guide for purchases that are not allowedusing the PCard. • Restricted PCard Purchases • Travel (exception airfare) • ATM Cash Advances • NMGRT on Goods • Employee uniforms and clothing • Contracts for multiyear agreements • Monthly reoccurring charges • Construction • Rentals, leases and agreements • *Note: BPM http://af.nmsu.edu/bpm/bpm-5c

14. Activity Check all that apply

15. Activity

16. Reviewing your PCard Statement In WellsFargo CCER System

17. Notification from WellsFargo

18. Cycle Calendarhttp://pcard.nmsu.edu/cycle-times-calendar/ Reconciliation and Approver periods

19. WellsFargo https://www.wellsfargo.com/com/

20. Log In

21. Click on Commercial Card Expense Reporting

22. Role

23. Review Open Statement

24. Statement Period

25. Items Needing Reconciliation

26. Reclassify • Select the transaction (select one at a time) • Click Reclassify

27. Reclassify Cont. Verify that the information on the receipt matches the CCER transaction. If it doesn’t match, email pcard@nmsu.edu.

28. Reclassify Cont • Steps to Complete • Change General Ledger Code (default) cod

29. Reclassify Cont Select General Ledger (Account) Code

30. Reclassify Cont • Steps to Complete • Add Description

31. Reclassify Cont • Steps to Complete • Change Index (if needed) • Select magnifying glass or type in index.

32. Reclassify Cont Select necessary index (if applicable)

33. Reclassify Cont • Steps to Complete • Select Approve/Decline as appropriate

34. Reclassify Cont Select Approved or Declined Approved – Approved pcard transaction. Approved-Fraud – Used for fraudulent transaction reported to WellsFargo. Approved-Misuse – Used when a transactions is university allowable but pcard unallowable. Declined-AgcyFnd– Used to decline unallowable agency transactions. Declined- Awards – Used when declining award purchases. Decline – EmplUnif– Used to decline uniform purchase on the pcard. Decline-Gasoline - Used to decline gasoline purchase on the pcard. Decline-Gifts – Used to decline gift purchased on the pcard. Decline-Mult YR – Used to decline multiyear service agreement on the pcard. Decline-Sales Tax – Used to decline sales tax charged on goods. *Items declined will post to a PCard Suspense fund (index 117083). The cardholder is responsible for reimbursing NMSU for the declined transaction.

35. Reclassify Cont • Steps to Complete • Check Receipt Attached box

36. Reclassify Cont • Steps to Complete • Save

37. Uploading Images • Reclassification complete • Uploading images -Print Statement -Print Coversheet • Build your package

38. Print Coversheet Statement

39. Prepare your receipts for scanning • Number your receipt in order as shown on your statement print out • Compile your shorter receipts on same page • Longer receipts on separate page • Make sure receipts are legible and accounted for • Compile Packet

40. Building your image package Scan documents in black & white in the following order: 1. Coversheet 2. Statement 3. Receipts Note: Scan pkg to self and contact IT dept for help

41. Verify Scans Incorrect Correct VS.

42. Submitting Receipts Email to: pcardreceipts@nmsu.edu -One email per statement per cardholder -Include statement end date in email subject line -mm-dd-yyyy -No signature in body -2 to 3 hours to view

43. Verifying Uploaded ImageAllow two hours before login in to verify

44. Finalizing reconciliation Ensure the following have been completed: • Statement has been reviewed • Transactions reclassified to appropriate index/account • Transaction splits are indicated as applicable • All transaction information has been saved • Images have been uploaded and are legible • Click Statement Reviewed button

45. Compliance Cardholders may receive notices for non-compliance.

46. PCard Security • Discrepancies • Fraud • Lost or Stolen- Report immediately to 1-800-932-0036

47. Changes

48. Declined Purchase Possible reasons : • Do you have available credit? • Is the purchase within the limits? • Did the vendor enter the credit card number, expiration date and address correctly in their system? • Are you using an allowable vendor? • Are you purchasing items that are from a blocked merchant category code?

49. Compliance Reviews PCard Administration conducts compliance reviews of PCard purchases. Non-compliance notices will be sent to cardholders that do not adhere to the NMSU PCard policies and procedures.

50. Contact Information PCard Administration 575-646-2916 pcard@nmsu.edu pcard.nmsu.edu WellsFargo Bank 1-800-932-0036 www.wellsfargo.com/com Open 24/7/365