Otsego Northern Catskills BOCES Payment Card Program

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1 Otsego Northern Catskills BOCES Payment Card Program (p-card Program) Cardholder Procedure Manual

2 Table of Contents Page A. Introduction 1 B. p-card Overview 1 C. Personal Liability and Your Credit Rating 1 D. Security of Cards 1 E. Guidelines for p-card Use: 2 F. p-card Receipt/Invoice Processing (EASY and SIMPLE!!!) 3 G. Disputed Transactions 3 H. Lost or Stolen Cards 4 I. Consequences of Failure to Comply with p-card Procedures 4 Attachment A: p-card User Agreement Attachment B: p-card Dispute Form

3 A) Introduction The p-card program is NOT designed to circumvent our purchasing process but to streamline the payment process to vendors. The p-card program should be viewed as a payment card program. All purchases are still required to have prior approval with approved purchase orders in place. Payments using the p-cards offer the advantages of having to process fewer checks, strengthen relationship with vendors with prompt payment and the opportunity to earn money back through a rebate program. A) p-card Overview ONC BOCES allows use of the p-card for any purchases that can be supported with an approved purchase order. The purchase order must have an assigned purchase order number XX-XXXXX and not just a PND number which means the purchase order approval is still pending. All purchases must be made in compliance with the ONC BOCES purchasing policies and the guidelines. The Business Official establishes card limits based on position and responsibilities along with open purchase orders in accordance with Board policy and administrative regulations. Only the authorized cardholder may use the p-card and no authority is permitted to the cardholder for the delegation of its use. Since the p-card, or payment card, is a credit card, the cardholder is required to sign the p-card User Agreement (Attachment A). B) Personal Liability and Your Credit Rating The use of the payment card (p-card) results in ONC BOCES liability, NOT a personal liability for the cardholder. Your credit rating will not be affected. However, remember that you sign an agreement with the BOCES prior to receiving the card and, as such, you are responsible for any misuse of the card as outlined in this manual. C) Security of Cards It is the cardholder s responsibility to safeguard his/her p-card and card account number. Your card should be treated with the same level of care you use with your personal credit cards. Do not lend your card to anyone. When you are not traveling on ONC BOCES business, the card should be retained in a secure location other than your personal billfold or purse. Do not provide your card account number to unsolicited marketing calls. Page 1

4 D) Guidelines for p-card Use: For each purchase using the p-card, the cardholder is responsible for an itemized receipt or invoice. The cardholder shall inform the vendor that the purchase is NOT subject to sales tax, as the BOCES is exempt. The BOCES tax exempt number ( TEX ) is printed on every payment card. An Exempt Organization Certification Card will also be given to each cardholder. The cardholder will be required to reimburse the BOCES for any NY sales taxes charged. Types of purchases: 1) Over the counter purchases a) Items that are picked up in person (lumber, auto parts, food, auto repair, equipment repair, hotel, etc. EXCLUDING Lowe s because a 5% discount is linked to our Lowe s credit card account). b) All items purchased over the counter must be immediately available at the time of payment card use. No backordering of merchandise is allowed. c) Meal purchases according to approved per diem rates with approved conference request form on file. 2) Purchases over the telephone a) All phone orders must be initiated by the cardholder. b) Inform the vendor that the order is tax exempt. c) When making a purchase by telephone, the cardholder shall document the transaction (order number). 3) On-line purchases a) Only purchase items from companies that are reputable and creditable. b) When entering p-card information, make sure you are on a secure site. c) All orders should be shipped before a billing transaction occurs on the payment card. 4) Other purchases where p-card is accepted 5) Unauthorized p-card Use: a) Cash advances, wires transfers or money orders b) Anything without prior authorization by the Purchasing Agent c) Personal purchases d) Extra classroom activity fund purchases e) Alcohol purchases f) Fuel purchases (BOCES vehicles or personal vehicles) g) Gift Cards Page 2

5 E) p-card Receipt/Invoice Processing (EASY and SIMPLE!!!) 1. The cardholder must identify the BOCES corresponding PO number on each receipt or invoice. 2. The cardholder verifies each invoice or receipt by signing the invoice or receipt which indicates all items or services have been received and the amount on the receipt or invoice should be paid. a) Any packing lists or shipping documentation should be forwarded to the Business Office with the invoice or receipt. 3. Attach the p-card payment receipt to the original invoice/receipt. 4. All itemized receipts/invoices, p-card receipts, packing lists and or shipping documentation should be forwarded DIRECTLY to the Business Office via: a) Van mail in the designated Business Office envelopes. F) Disputed Transactions At times there might be disputed transactions appearing on a cardholder s account statement. The dispute may arise due to non-delivery of the goods or services, incorrect billing, duplicate billing, missing a valid credit not processed to the account for a return, altered charges or defective merchandise. When this occurs, a Disputed Statement Form must be completed by the cardholder documenting the reason for the disputed item and other transaction details. The form must be submitted to the p-card Administrator and the vendor as notification of the discrepancy. The p-card Administrator will forward the Disputed Statement Form to the bank. The bank must be notified of all disputed transactions within 30 days of the statement date. The cardholder has 10 days from the date of the returned merchandise to begin the dispute process. NOTE ON RETURNED ITEMS: Items should be returned directly to the vendor by whichever means the vendor requires. It is the cardholder s responsibility to determine that proper credit is posed for any returned item. Page 3

6 G) Lost or Stolen Cards If your card is lost or stolen, the cardholder is responsible to immediately contact the ONC BOCES p-card Administrator and the Bank. Upon notification, the card will be suspended immediately and any charges posted to the account after missing date will be denied. Bank Information: Bank of Montreal/Harris Bank p-card Administrator: Lynn Chase (ONC BOCES) (Primary Number) ext (Lost/Stolen Emergency Replacement) (cell) H) Consequences of Failure to Comply with p-card Procedures Any misuse/abuse of the card or other failure to comply with these procedures will result in the following cardholder consequences: Revocation of card. Disciplinary measures (up to and including termination of the cardholder). In addition, if the misuse involves personal transactions, the cardholder must repay to the BOCES all personal amounts, including any applicable state and county sales taxes. NOTE: A cardholder who makes unauthorized purchases or carelessly uses the p-card may be liable for the total dollar of such unauthorized purchase plus any administrative fees charged by the card issuer in connection with the misuse. The cardholder will also be subject to disciplinary action, up to and including termination. Page 4

7 Attachment A Page 1 of 2 Otsego Northern Catskills BOCES p-card Program User Agreement Employee Name Position Title p-card Number Date of Card Issuance As an employee of Otsego Northern Catskills BOCES and as an Authorized p-card User, I understand and agree to the following Agreement made on this day of, 20, between the OTSEGO NORTHERN CATSKILLS BOCES, hereinafter BOCES and (hereinafter the Authorized User ). I have entrusted with a payment credit card ( p-card ) for use in the purchase of goods and services solely and exclusively for the authorized business purposes of the BOCES; and agree to abide by the terms and conditions of the p-card as set forth herein and as set forth in Board policies and the p-card Procedure Manual. The designation as an Authorized User is assigned based on current job responsibilities and may be revoked or revised if job responsibilities change, as identified by my supervisor(s). 1) This p-card may only be used to for job-related expenses. 2) The Authorized User shall not use the p-card for the purchase of any goods or services which are not authorized by the direct written approval of the Purchasing Agent supported with an approved purchase order. 3) Use of this card will limited as forth by Board policy, administrative regulations, procedures and direct supervisory oversight. Limits may include but not limited to approved merchants, daily or monthly expense limits, per transaction amounts, and type of transaction (such as internet, telephone or fax transactions). 4) The Authorized User hereby agrees to immediately return the p-card upon request. 5) The Authorized User shall submit original detailed receipts and such other reasonable documentation of goods or services purchases as requested by the Business Office. 6) The Authorized User must immediately notify the Bank and the BOCES Business Official in the event of a possible loss, theft, or unauthorized use of the Card. The Bank should be notified by phone at (800) or by fax notice at (888) The BOCES Business Official should be contacted at (607) ext. 172 or 7) The Authorized User shall immediately indemnify the BOCES for any improper or unauthorized expenditure and for any and all costs and expenses (including attorneys

8 Attachment A Page 2 of 2 fees and expenses) incurred by the BOCES in recovering improper or unauthorized expenditures by the Authorized User. 8) In addition to reimbursement and recovery of costs in Paragraph 7, above, use of the card for improper or unauthorized purchases will subject the cardholder to loss of card privileges, employee discipline up to and including dismissal and criminal prosecution. 9) I acknowledge that I have received the p-card Procedure Manual, and understand that it is my responsibility to read and comply with such and any revisions or updates made to it. IN WITNESS WHEREOF, the parties hereto have made and executed this Agreement the day and year first above written. EMPLOYEE Otsego Northern Catskills BOCES Signature Date Signature, Business Official Date

9 Attachment B Page 1 of 2 Otsego Northern Catskills BOCES P-Card DISPUTE FORM This form is provided to assist you should you believe a transaction on your statement is in error. Regulations require that disputes be settled in 30 days so the issue should be addressed as soon as possible. Any disputes that cannot be resolved by the cardholder directly with the vendor should be recorded on this form and submitted to the p-card Administrator who will deal directly with the bank and the vendor. Cardholder Name: Account #: Vendor Name: Transaction ID: Transaction Date: Posting Date: Transaction Amount: Please circle one of the following choices applicable to your dispute. Include all necessary information/documentation including a copy of the statement. 1. I do not recognize the above mentioned charge. I have attempted to contact the vendor to obtain further information. 2. I have been billed more than once by the same vendor. I authorized one charge with this vendor only. My card was in my possession at the time of the disputed transaction. Valid Charge $ Reference # Transaction Date: Invalid Charge $ Reference # Transaction Date: 3. I canceled: Service/Airline Ticket/Hotel Reservation on (date). I have requested credit. 4. I have not received the merchandise that was to be shipped to me on (date). I have requested a credit. 5. Merchandise that was shipped to me arrived damaged or not as described. I returned it on (date) and asked the vendor to credit my account. I am providing a copy of my returned mail receipt.

10 Attachment B Page 2 of 2 6. Vendor was to issue credit for merchandise I returned to the store. I have enclosed a copy of my credit receipt. 7. Vendor was to issue tax credit refund. I have enclosed a copy of the on-line order. 8. I have been charged for a purchase that was paid by other means. I am providing a copy of the documentation showing the other method of payment. 9. I have been billed for an incorrect amount. My receipt shows $ however, I was billed $. I am providing a copy of my receipt showing the correct amount. 10. I did not authorize the above mentioned charge. I have attempted to contact the vendor to resolve the dispute but have been unsuccessful. Please attach copy of statement and detailed information further describing the dispute. Signature: Date:

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