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PURCHASING CARD

PURCHASING CARD. Training. Agenda. General Overview Spend Limits Usage of the P-Card Returns and Disputes Reconciliation Process Summary. What is a P-Card?. Overview. A Visa card issued by Bank of America Accepted in person, by phone, fax and on the internet Must be a State employee

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PURCHASING CARD

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  1. PURCHASING CARD Training

  2. Agenda • General Overview • Spend Limits • Usage of the P-Card • Returns and Disputes • Reconciliation Process • Summary

  3. What is a P-Card? Overview A Visa card issued by Bank of America Accepted in person, by phone, fax and on the internet Must be a State employee Authorization required

  4. P-Card Issuance Requirements Overview • Cardholder must be permanent, part-time or full-time employees whose job requires the use of a purchasing card or related account. • Cards are not issued in a department name to be shared by other employees. • Cards are not issued to employees of foundations associated with Clayton State University.

  5. Overview • P-cards are limited to one per cardholder • Complete a Purchasing Card Request form found on website. • Approved by Head of Department etc. • Submit form to us. • Complete a Background and Credit Check Authorization form • Signed employee agreement. • Mandatory P-card training. http://adminservices.clayton.edu/procurement

  6. P-Card Security Overview • Responsibility for P-card rests with the cardholder • Cardholders are accountable for all transactions on their card • Protect your p-card number as your own personal credit card • Card sharing is prohibited do not “lend” your card to anyone. • Familiarize yourself with Legislative, State and University policy and procedures located on the Procurement Services website http://adminservices.clayton.edu/procurement

  7. Compliance Usage • Official Code of Georgia Annotated (O.C.G.A.) • Applicable requirement of Georgia Procurement Manual • State Purchasing Card Policy • Internal policies & procedures governing procurement & p-card program http://statepurchasing.doas.ga.gov/vgn/images/portal/cit_1210/21/9/102587319PCard_Policy.pdf

  8. Usage Background and Credit Checks • Criminal background checks for existing and new purchasing card holders • Credit Checks are for new purchasing card holders only • Background check reveals misdemeanors or felonies related to financial wrongdoing, theft or other act of dishonesty, the cardholder’s privileges are terminated. • Credit check reveals numerous delinquent credit reporting lines will result in termination of cardholder’s privileges.

  9. Spend Limits

  10. Spending Limits Spend Limit • Single Transaction Limit is less than $5,000 • Cycle Limits may go up to $25,000 without special approval from DOAS

  11. Spending Cycle

  12. Point-of-sale denials Usage • Cycle limit has been reached (ex.$10,000) • Purchase exceeds transaction limit ($5,000) • Merchant Category does not comply

  13. Sales Tax Spend Limit • Make vendors aware of tax exemption prior to purchase • Credits cannot be obtained by any other method, including, but not limited to , cash, gift card, gift certificate, or store credit. • Exceptions: Agency accounts are subject to all applicable sales taxes. • Out of state purchases may require sales tax

  14. Usage of the P-card

  15. Usage P-Card May be Used for: • Subscriptions • Registrations • Lab/Research Sup • Nursing/Dental Sup • Printing/Publications • Office Supplies • Office Furniture • Express/Expedited Mail Services • Non Inventory Equipment (Items under $3,000) • Services • Items on State Contract • Software (MSD/UGA) • Airline travel/Rental Cars • Convenience Fees • Promotional items

  16. Services to Include Usage Payment of cell phone/pager service (Must submit itemized bill-complete billing) Rentals such as vehicles, small item rentals

  17. Advanced Airline Travel Usage • Air travel for Clayton State employee and Students • No statewide contract for airlines • Assure best value for airline travel • Can use Travelocity, Orbitz, Cheap Tickets, Expedia for flight reservation. • Travel must take place in same fiscal year • Travel Authorization Form must be submitted manually.

  18. Automobile Rental Usage Must use Enterprise or National Car Rentals (Statewide Contract) Used for official Clayton State business Gas cannot be purchased for rental car this is a reimbursable expense.

  19. What’s NOTAllowed on the P-CARD

  20. P-Card May Not Be Used for: Usage • Alcohol • Tobacco products • Gift cards, gift certificates or other cash equivalent items • Cash Advances • Food • Personal items • Purchases for resale • Memberships and/or fees to wholesale shopping clubs • Entertainment, including in-room movies, tours and shows P-Card Training

  21. Usage P-Card May Not Be Used for: Automotive Fuel Equipment (single item equal or greater $3000) Mechanical repairs and maintenance of State-owned or rental vehicles Professional Services Personal Services Employee travel: lodging, transportation, personal vehicles and meals, misc. travel fees

  22. P-Card May Not Be Used for: Usage • Firearms/explosives • Computers • All computers must be approved by OITS and ordered through Procurement Services

  23. Athletic Team/Student Club Event: Usage May purchase food and lodging for Student Activities Must have itemized receipt showing all meals purchased Roster of participants showing name and Original signature of each student (for activities not open to the entire campus- e.g. athletic teams, student clubs) Must have a flyer, an e-mail or copy of team schedule showing the meal was an authorized student activity

  24. Team/Club Travel Usage May use the card for airline lodging and rental car, van, etc. for students/team on University sponsored trips Sponsors who are State Employees must submit reimbursement via online PS travel & expense module.

  25. RETURNS AND DISPUTES

  26. Returning Purchases Returns • Request a return address from vendor • Obtain return authorization number (if applicable) • P-card credit to be issued by vendor • Request a fax or e-mail confirmation of the credit for reconciling your records • Must have company name, credit amount and identify item credited

  27. Resolving Disputes Disputes If you cannot settle with the supplier/vendor: • Contact Bank of America • Notify P-card Administrator • Attach a copy of dispute documentation to monthly statement. • Check each statement to assure credit has been issued

  28. Card is Lost/Stolen • Immediately notify Bank of America at 1-888-449-2278 • Notify campus P-card coordinator

  29. RECONCILING P-CARD Record Keeping WORKS Payment Manager Monthly Statements Approver Responsibilities

  30. WORKS Reconciliation • All P-card transactions post in real time online • Must add a business purpose in the comment field • Allocate each transaction • Reconciliation must occur by the last business day of each month • Always maintain copies of documentation in your department

  31. Reconciliation Monthly Statements Due by the 5th of each month (ex) Attach VISA approval form Signed by Cardholder Signed by Approver, VP, AVP, Dean, Director or Head of Department. May have more than one approver Compile “VISA Packet”

  32. Monthly Statements Reconciliation Visa Packets should: • Include all receipts/invoices to support charges • State business purpose on receipt • Itemized list of purchase-no acronyms • Print CSU GL Memo Statement report from WORKS

  33. Missing Receipt Reconciliation Cannot obtain or locate receipt/invoice for verification to statement Must be less than $100 Complete a Missing Receipt Report located on website Attach to “VISA Packet” as receipt. No more than three (3) times per fiscal year

  34. Approver Responsibilities Reconciliation Person with budget authority for the department is responsible for the action of the cardholder(s) Assure that all transactions are reconciled and proper documentation is attached to Visa Packet Ensure Visa Packets are submitted by the 5th of the month Signing the VISA approval form indicates acknowledgement of all purchases Verify that all documentation is attached and purchases have been approved

  35. Forms Missing Receipt Form Request for Purchasing card form Employee Agreement Form Visa Approval Form Background and Credit Check Authorization Form

  36. If in doubt……. ASK BEFORE YOU PURCHASE

  37. Misuse of the Card Summary Minor Violations: • Failure to reconcile Works by the last business day of the month • Failure to reconcile and submit the Visa Packet by the fifth day of the following month • Improper documentation • Excessive use of the Missing Receipt Form

  38. Misuse of the Card Summary Major Violation: • Failure to attend annual training • Splitting orders to avoid bid process • Allowing others to use your P-card • Personal Purchases This misuse can result in disciplinary action or termination of employment by the Vice-President of Business & Operations

  39. Policy Not Followed First Offense of a Minor Violation: • Written Warning • Cardholder must reply to warning Second Offense of a Minor Violation: • Up to 60-day suspension of P-card privileges • Same notification as First offense

  40. Policy Not Followed Third Offense of Minor Violation or First Offense of Major Violation: • Up to 90 days or permanent termination of P-card privileges • May be required to take the online P-card refresher course and pass the 20-question test • Written notification to appropriate officials • Written justification from departmental head to retain P-card privileges

  41. Summary • Responsibility of card • Spending Limits • Reconciliation process • Authorization and approvals • Document, Document, Document • CSU Official business only

  42. Contact Information • Procurement Services website http://adminservices.clayton.edu/procurement/ • Contact us via e-mail or phone

  43. Thank you! QUESTIONS?

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