Purchasing Card Training

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1 Purchasing Card Training Angelina Harward-Collard Plan Administrator Sharon Pierce Plan Administrator US Bank

2 Purchasing Card Training: Overview What is a P-Card? How to Use Your Card Maintaining Your Card Protecting Your Card Online Demonstration

3 Purchasing Card Training: What is A P-Card? o An efficient, cost effective purchasing tool o Purchases under the small cost limit ($5,000) o Use in accordance with financial purchasing policies Obtaining a Purchasing Card Division Approval Complete Application Attend Training Sign Employee Agreement Obtain Card

4 Purchasing Card Training: Using the Card Purchases Under the Small Cost Limit: In-Store Mail Telephone Fax Internet Orders *At the time of purchase OR upon receipt of an original invoice DO NOT: o Use the card to bypass appropriate purchasing or payment procedures o Allow anyone else to use your card

5 Purchasing Card Training: Examples of Purchases Public Utility Charges Misc. Maintenance Requirements Office Supplies, Computer Supplies, Software Airfare, Rental Cars, Hotel Rooms, Registrations Subscriptions, Memberships, Books, Tapes, DVDS Meals-Requires Authorization REMINDER! Items must be less than the small cost limit (Policy 7021) -Be sure to use Countywide Contracts when possible-

6 Purchasing Card Training: DON T Use Your Card For Items over small cost limit (don t split orders!) Anything considered inappropriate use of County funds Internet auctions (must be approved) Personal use Cash advances or cash back Gift cards-unless for clients/customers Sales Tax

7 Purchasing Card Training: Limits & Restrictions Basic $10,000 monthly credit limit $5,000 per transaction limit (policy 7021) Division Director may request higher monthly credit limit Merchant Category Codes (MCC)

8 Purchasing Card Training: Maintaining Your Card Receipts and Your Log Detailed receipts (signed) Record all transactions on log Register with AccessOnline at and download your monthly statement Log should match monthly statement & receipts (reconcile) Keep all documentation for (4) four years: statements, logs, receipts

9 Purchasing Card Training: Maintaining Your Card Electronic Approval & Reallocation Process Transaction Posts to Account Reallocate Transaction (Cardholder or Fiscal Manager) Approve Transaction Send Transaction to Approver Approver Gives Final Approval Reconcile with Monthly Statement No Further Action Required Once a transaction posts to US Bank it can be approved and reallocated - DON T WAIT. Approval does NOT affect payment-vendors are paid regardless. If transactions are not approved online, a paper log with signatures MUST be submitted. If transactions are not reallocated or allocated incorrectly, you will need to reallocate with a manual JV.

10 Purchasing Card Training: Maintaining Your Card Billing Cycle o Closes on the 22 nd day of each month (unless weekend or holiday). o Reallocations AND approvals must occur within 8 (eight) calendar days. REMINDER! If you do not approve your transactions online you MUST turn in a paper log with signatures.

11 Purchasing Card Training: Disputed/Fraudulent Charges Incorrect Transactions: Attempt to resolve with the vendor first. Report to US Bank within 60 days, if not resolved Fraudulent Charges- Report to US Bank IMMEDIATELY! Notify Plan Administrator of any disputed/fraudulent charges as soon as possible.

12 Purchasing Card Training: Lost or Stolen Card Protect your card! Contact US Bank IMMEDIATELY! Store the phone number for US Bank where you can retrieve it quickly Notify your supervisor Notify Plan Administrator

13 Purchasing Card Training: Audit Random Audit #1 Audit Finding: Receipts! Receipts - Logs Invoices - Documentation Meal Reimbursement Forms

14 Purchasing Card Training: Discipline Disciplinary Action Termination Rescinding the Card

15 Purchasing Card Training: Terminate/Transfer Termination = Turn in your card Transfer = Does new division want you to have a card? Fiscal Manager is responsible to notify Plan Administrator

16 PURCHASING CARD QUESTIONS & SUPPORT Angelina Harward-Collard Plan Administrator Sharon Pierce Plan Administrator US Bank Customer Service

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