City of Lee s Summit Purchasing Card Training
|
|
- Todd Rich
- 7 years ago
- Views:
Transcription
1 City of Lee s Summit Purchasing Card Training
2 About This Training Session In this training session the following information will be provided to you. How the City obtained the Purchasing Card. The intended use of the card. The responsibilities of the Cardholder, Departmental P- card Administrators, Departmental Managers/Supervisors and Program Administrator. Items authorized for purchase with the P-card. Penalties for misuse or fraud. Monthly reconciliation with the Accounts Payable Dept.
3 About This Training Session (cont) All information contained in this presentation is in the Purchasing Card Manual as well as more detailed information. The manual is located on the City s Intranet and is available to you at any time. If you have a question that is not addressed in the manual please contact the Purchasing Department for clarification. This is a self pace training program, however it is expected that you will have the test sheet back to Purchasing within 5 working days of receipt.
4 What About the Purchasing Card? Your Name Your Department
5 Brief History of the Purchasing Card (P-card) Program at the City of Lee s Summit The City has had a P-card Program for ten years. Its daily operation and control was resident in the Accounts Payable Department. The program was in a pilot state for an extended period of time. It was the recommendation of the 2005 Finance Accounts Payable Audit and the 2007 Purchasing Audit that the program be moved to Purchasing. In July of 2008 Purchasing Division took charge of the daily administrative control of the P-card Program. Accounts Payable retained the accounting and reconciliation aspects of the program. Today all 21 departments of the City use the card and have purchased more than $1.2 million dollars this fiscal year in goods and services they need to keep operational.
6 P-card Program Introduction The City is participating in the State of Missouri Cooperative Contract with UMB for a Visa Purchasing Card Program Services. The intended purpose of the P-card program is to improve the efficiency in processing small dollar purchases from any vendor who accepts the Visa Purchasing Card. This program allows the cardholder to purchase approved commodities and services directly from the vendor.
7 P-card Program Introduction The City s P-card Program is not intended to: Avoid or bypass appropriate procurement or payment procedures. Rather, the P-card complements our existing purchasing program by reducing the use of check requests, petty cash, and small dollar purchase orders. Replace the requirements for the travel advance form as per current travel regulations. For personal use. Misuse of card will result in immediate reimbursement and disciplinary action.
8 Obtaining a P-Card Cards are issued at the request of the Department Director/Division Manager via the Visa P-Card Cardholder Account Action Request. They will establish the daily, monthly, dollar spend and transactional limits for the cardholder based on need within their department. They will sign the form and provide it to the Purchasing Division where the P-card Administrator will forward it electronically to UMB for action. UMB sends the card to P-card Administrator Card who will notify the employee via to set up training. The employee is required to successfully pass a written test with a score of 70 or higher and then sign the P-Cardholder Agreement Form indicating that they understand the rules and requirements of P-card usage. The P-card is then issued to the employee for use by the Purchasing Division.
9 Cancelling, Renewal and Lost P-cards Cancelling a P-card A card is cancelled when the Cardholder is: 1) transferred from their department; 2) terminates employment with the City or 3) changes in duties that no longer require procurement to be accomplished. Card Renewal Each card will be automatically renewed annually by UMB based on the month of issue. The Card arrive about 3 weeks prior to the card expiration date. P-cards are sent directly to the Purchasing Division. Cardholders are notified when their card has arrived and they will be required to turn in their old card to Purchasing and sign for the new one.
10 Cancelling, Renewal and Lost P-cards (cont) Lost or Stolen Cards Immediately notify UMB Bank Security at to deactivate the card. Next notify the Departmental Manager/Supervisor, Departmental Administrator and Program Administrator. Tip -you may consider programming the Banks number into your cell phone. Departmental Manager/Supervisor will advise the Program Administrator to order another P-card.
11 P-card Security Only the authorized cardholder may use the card. Cards and card numbers must be safeguarded against use by unauthorized individuals in the same manner you would protect your personal credit card. Never give your card number over the telephone, unless dealing with a company you know is legitimate. Never provide your card number over the internet, to a business posing as a bank/financial institution, a representative/agent of UMB requesting to update your card or personal information. Historically, these have been SCAMS to obtain your card information. Forward all of these types of requests to the P-card Program Administrator. Department Heads may require the P-card to be secured in the department until it is ready to be used and returned immediate after use.
12 P-Card Program Roles, Rules & Responsibilities Cardholder Department / Division-Administrator Department Director / Division Manager P-card Program Administrator (Purchasing Division) Finance Department, Accounts Payable Division UMB
13 Cardholder Holds card and makes purchases; Receives the goods or services; Make certain sales tax is NOT charged; Collect and receive itemized sales receipts; Handle disputed items; Match receipts to P-card transaction log; Process all Transaction Logs within dates assigned; Submits receipts, along with signed P-card transaction log to the Department/Division Administrator; Ensure no one else is using the card; Return P-card to Department upon separation from City or transferred to another city department; Signs P-card Transaction Logs.
14 Department / Division - Administrator Timely collection of all Transaction Logs; Review monthly statement of each cardholder to ensure inclusion of necessary itemized receipts; Check to make certain sales tax is charged only when appropriate; Ensure availability of funds in proper account codes; Verify appropriateness of account codes; Process all cardholder Transaction Logs; Handle disputed items that cardholder is unable to resolve; Notify the P-card Program Administrator (Purchasing Division) of terminated or transferred employees and return cancelled cards to the P-card Program Administrator; Notify the Program Administrator of lost or stolen cards; Arrange cardholder training for cardholders with the P-card Program Administrator.
15 Department Director / Division Manager Request purchasing cards for designated employees; Set departmental spending limits within established guidelines; Designate representatives responsible for authorizing charges; Evaluate the need to cancel or reissue cards when employees transfer within the city; Review each cardholder s Transaction Log; Sign P-card transaction logs and forward to Department Administrator; Ensure transaction logs and all P-card documents are forwarded to Finance within the prescribed time; Comply with all purchasing and P-card policies and procedures.
16 P-card Program Administrator (Purchasing Division) Coordinate program policy issues; Create dollar transaction limits for cardholders and oversee any necessary and required modifications; Process properly authorized card requests and card strategy changes; Assign merchant codes to particular card strategies; Block merchant/commodity codes when appropriate; Administer training program for all cardholders; Coordinate issuance and cancellation of cards; Maintain policy and cardholder guides/manuals; Evaluate P-card feedback from suppliers and from departments; Coordinate and maintain internal controls.
17 Finance Division Receive Transaction Log and original receipts; Balance Transaction Log with UMB Bank statement for the same time period; Journal entries as required; File and store statements, receipts, etc.; Monitor missing documentation and notify the P- card Program Administrator; Notify the P-card Program Administrator of any violations or discrepancies; Provide training for all cardholders on Reconciliation Audit as required; Coordinate payment to Bank; Process into Financial system.
18 UMB BANK Responsibilities include all activities related to the underwriting, promotion, issuance and servicing of the card; Provide the data processing services necessary to support authorization, posting, settlement, billing, mailing, and card embossing; The on-line account maintenance tool, UMB Commercial Card tool.
19 Dollar Limits Department Director/Division Manager and by the P-card Program Administrator approve dollar limits; Multiple items may be purchased, but may not exceed maximum purchase limits; Payment for purchases must not be split to stay within the single purchase limit. Deliberately splitting a purchase to circumvent these procedures may result in suspension or revocation of your P-card.
20 ALLOWABLE PURCHASES ON P-CARD The following is a list of most common items for P-card use: Building/landscaping materials ; Catering and food for business use itemized receipts must indicate what the food was used for and who attended the meeting or function ; Miscellaneous maintenance and repair requirements; Office supplies ; Uniform and clothing purchases ; Education, such as local registration for local (KC Metro) classes, conference, seminars, etc.; Subscriptions, books, videos ; Memberships ; P-Card can be used for meals related to local travel as approved by the supervisor and in accordance with published guidelines. (Local travel is considered no overnight stay or air travel.)
21 Declined Transactions (Purchases) If the card transaction is declined contact the P- card Program Administrator as soon as possible for an explanation for the decline and action to resolve the situation. Transactions that exceed the singular occurrence, daily or monthly spending limit amount the Program Administrator may approve to complete the purchase. If the amount is substantially above the cardholder s limit the Program Administrator will contact the Department Head for authorization to proceed with the purchase.
22 Declined Transactions (Purchases) Typically P-cards transactions are declined for the following: Cardholder failure to activate the card. Cardholder has exceeded spend or transaction limits. Vendor/supplier is classified under a Merchant Category Code (MCC) that is blocked from use by the City. Vendor/supplier has asked for the billing address and or other information provided by the cardholder that does not exactly match that on file with the bank. On telephone or internet orders the Vendor or Cardholder has incorrectly entered the card number, expiration date or security CVV number. The transmission between the Vendor/supplier and the bank is not working.
23 Placing Order On and Off the Net When making a P-card purchase, be prepared to provide the following: Your name; Your card number; Card expiration date; Tax exempt certificate form; Ask the vendor to provide a detailed itemized receipt/packing list that includes product description, price, sales tax (when applicable), and freight/delivery charges.
24 Placing Order On the Net (cont) Read the online vendor s refund/return and customer privacy policies. Learn the terms of business practiced by a particular online vendor; Always print off the confirmation of the order; Look for the security alert and the lock icon when making online purchases; Make sure that you are fully informed as to all of the charges associated with making a particular online purchase.
25 Receiving Goods & Services Every purchase must be documented with an itemized receipt which will typically be a standard store receipt; Check pricing on receipt before leaving and no sales tax has been charged; If you are having a purchase shipped to you, request an invoice (marked paid) in addition to the packing slip in order to have an adequate receipt that includes total costs; You should keep the charge slip attached to the receipt for each transaction. Keep all receipts for the Reconciliation Process to be provided to AP.
26 Returns, Credits and Rejected Items Cardholder is responsible for making all arrangements associated with P-card returns; Follow up until the appropriate credit is issued; Notify supplier you are returning items that were purchased with the P-card; Ask for return authorization; Credit receipt will need to be turned in to AP; Remember the Vendor has already been PAID!
27 Sales Tax Exemption Cardholder must inform vendors that city is tax exempt before order is processed; Tax exempt certificate located on the Intranet under online Forms located under 1)Purchasing Division Forms & 2) Policies, Purchasing Division, P-card Policy and Procedures Manual; The city s tax-exempt number is printed on the face of the P-card.
28 Unauthorized Items Alcoholic beverages; Ammunition; Cash advances, cash refunds, cash in addition to purchase, cash in lieu of credit for the return or exchange of a purchase; Various computer hardware or software items; Controlled substances; Gasoline; Personal or non-business purchases i.e. phone calls; Any service involving prevailing wage.
29 Blocked Merchant Codes 5598 SNOWMOBILE DEALERS ; 5681 FURRIERS AND FUR SHOPS 7230 BARBER/BEAUTY SHOPS; 7261 FUNERALSERVICE/CREMATORIES ; 7273 DATING & ESCORT SERVICES ; 7278 BUYING/SHOPPING SERVICES ; 7295 BABYSITTING SERVICES ; 7297 MASSAGE PARLORS ; 7911 DANCE HALLS/STUDIOS/SCHOOLS ; 7932 BILLIARD/POOL ESTABLISHMENT ; 7995 BETTING/TRACK/CASINO/LOTTO ; 7996 AMUSEMENT PARKS/CIRCUS ; 8351 CHILD CARE SERVICES ; 9223 BAIL AND BOND PAYMENTS.
30 Conflict of Interest Purchases Purchases from vendors that create conflicts of interest, such as companies owned by the city employee or relatives, or where the employee has or will gain or benefit directly or indirectly from the purchase is strictly prohibited. Refer to City Personnel Policy Section 411.
31 Lost of Receipt If for some reason the Cardholder does not have documentation of the transaction to send with the transaction log, the Cardholder must use the Lost Receipt Form (located on the Intranet under online Forms, Purchasing Forms or under P-card Manual) which will provide all pertinent information regarding that purchase. Continued incidents of missing documentation may result in the cancellation of the employee s P-card; Form must be signed by Department Director.
32 Penalties When policy violations by a particular cardholder are identified by the Administrator or Department Director/Division Manager they will: Notify P-card Program Administrator (Purchasing Division) and Accounts Payable Division of the violation. First offense written letter of warning; Second occurrence P-card suspended 3 billing cycles (90 days); Third occurrence P-card withdrawn; The P-card may be withdrawn at anytime by written notification from Departmental / Division Manager.
33 Penalties (cont) Departments are responsible to ensure that all P- card accounting documents are submitted to the Accounts Payable Division. They will advise the P- card Administrator of those departments that fail to provide do so. Departments will be subject to: First occurrence, a warning will be issued to the Department Director; Second occurrence, entire department P-cards suspended for at least two (2) billing cycles; Third occurrence, entire department P-cards suspended for at least one (1) year.
34 Documentation Cardholders must retain: Sales slips, cash register itemized receipts, void receipts, for cardholder transaction log/statement; Order forms packing slips and receiving documents can be helpful to retain if you are planning to return the purchase.
35 Purchasing Card Forms P-card Action Request Form; Dispute Form; Lost Receipt Form; Sales Tax Exempt Form; Cardholder Agreement Form.
36 Reconciliation Process The Finance Department will electronically forward your transaction log to you or a department representative each month; Transactions charged to your P-card account must be reconciled and submitted to Department Administrator; Finance will indicate the date on which the signed paper transaction logs, itemized receipts, and electronic logs need to be returned to Finance.
37 Reconciliation Duties The assigned personnel will review Transaction Logs considering the following: Signatures; Correct general ledger account number coding; Description field has been completed; Itemized receipts are attached documenting the detail of items purchased.
38 Reconciliation Duties (cont) Determine that purchases are only for items that are for the use of the city; Review the statement for possible split transactions. Investigate transactions to determine if the cardholder was attempting to circumvent their established limits.
39 Reconciliation Duties (cont) Review the transaction logs for single transactions that are over the authorized limit of the cardholder, investigate circumstances; Determine that amounts are reasonable for items purchased and contract pricing was given when applicable; Determine that the City s tax exemption was honored. If a receipt is discovered to have tax, make sure a credit is being processed and note on the receipt.
40 Reconciliation Duties (cont) Ensure that errors and disputes from the prior month have been corrected and included on the monthly transaction log; Ensure that the completed electronic Transaction Logs have been forwarded to Finance by the due date; If you have a receipt or credit that does not appear on your monthly Transaction Logs, please hold it until you receive your next Transaction Logs.
41 Sample Transaction Log Merchant Name City State Trant Type Amount Account Numbers Description HY VEE 1380 LEE'S SUMMIT MO SALE $ HY VEE 1380 LEE'S SUMMIT MO SALE $ HY VEE 1380 LEE'S SUMMIT MO SALE $ HY VEE 1380 LEE'S SUMMIT MO SALE $ HY VEE 1380 LEE'S SUMMIT MO SALE $ Breakfast for Chamber for Commerce Meeting Breakfast for Chamber for Commerce Meeting Breakfast for Chamber for Commerce Meeting Breakfast for Chamber for Commerce Meeting Breakfast for Chamber for Commerce Meeting
42 End of P-card Training About your test. 1) You will received an with your twenty (20) question P-card Test and Answer Sheet. 2) You have 5 working days from the date of receipt to return the answer sheet to the Purchasing Card Administrator (Bill Ward). 3) A passing score of 70 or better is required to retain or have your new card issued. 4) You will be notified via of your score. Please make arrangements with Des when you will sign for your new card and return to old one.
Tulane Purchasing Card Policies and Procedures
Tulane Purchasing Card Policies and Procedures I. Purpose The Purchasing Card program was established to provide a more efficient and cost-effective method for purchasing and paying for small dollar transactions,
More informationSamford University Purchasing Card (PCARD) Program Policy and Procedures May 1, 2016
Samford University Purchasing Card (PCARD) Program Policy and Procedures May 1, 2016 1 Table of Contents I. Overview A. Introduction..3 B. Definitions.... 3 II. Card Issuance A. Cardholder Eligibility...4
More informationPurchasing Card Program
Purchasing Card Program User Guidelines University of North Alabama Procurement Department Created: March 2008 / Updated 7/16/2015 University of North Alabama Purchasing Card Program 1 Table of Contents
More informationXavier University. Policy and Procedure Purchasing Card Program. Purchasing Card Program Policy and Procedure
Xavier University Policy and Procedure Purchasing Card Program Table of Contents 1.0 Introduction 1.1 Purpose of this Policy and Procedure 1.2 Program Vision 1.3 University Credit Card Partner 1.4 Constituents
More informationTravel Card Policy and Procedure Manual
Policy and Procedure Manual Table of contents 1. Introduction... 3 2. Reason for Policies and Procedures... 3 3. Who Needs To Know the Policies and Procedures... 3 4. Definitions... 3 5. Contact Information...
More informationTEXAS CHRISTIAN UNIVERSITY. Purchasing Card Program Policies and Procedures
TEXAS CHRISTIAN UNIVERSITY Purchasing Card Program Policies and Procedures This Policies and Procedures Guide provides the general guidelines for using your Purchasing Card. Please read it carefully. Your
More informationPurchasing Card Policy and Procedure Manual
Policy and Procedure Manual Table of contents 1. Introduction 3 2. Reason for Policies and Procedures...3 3. Who Needs to Know the Policies and procedures.3 4. Definitions..3 5. Contact Information...4
More informationUM PURCHASING CARD. University of Maryland Department of Procurement & Supply 2113R Chesapeake Building College Park, MD 20742
UM PURCHASING CARD user s guide University of Maryland Department of Procurement & Supply 2113R Chesapeake Building College Park, MD 20742 Revised August 2014 UM PURCHASING CARD PROGRAM USER S GUIDE PREFACE
More informationPURCHASING CARD PROGRAM
PURCHASING CARD PROGRAM CARDHOLDER POLICIES & PROCEDURES MANUAL 1 Overview and Introduction SECTION 1.0 Card Management TABLE OF CONTENTS 1.01 Card Use 1.02 Restrictions and Control 1.03 Application Process
More informationWheaton College. Updated November 2012. Park Hall, Room 205 Park Hall, Room 202 Phone: 3433/3438 Phone: 3439
Wheaton College Corporate Credit Card User Guide Updated November 2012 For General Information Contact: For Accounting/Reconciliation Info Contact: Business Services Office Accounts Payable Office Park
More informationSt. Edward s University Purchasing Card Manual. July 1, 2013
St. Edward s University Purchasing Card Manual July 1, 2013 Table of Contents Contents GENERAL INFORMATION... 4 INTRODUCTION... 4 OVERVIEW... 5 CARD ISSUANCE... 5 CARD CONTROLS... 5 CARD TYPE... 5 TRANSACTION/CREDIT
More informationPURCHASE CARD POLICIES AND PROCEDURES MANUAL
PURCHASE CARD POLICIES AND PROCEDURES MANUAL Effective July 1, 2010 Alma College Purchase Card Policies and Procedures Manual 1.0 INTRODUCTION Alma College has established a Purchase Card (PCARD) Program
More informationIthaca College Purchasing Card Policy
Ithaca College Purchasing Card Policy I. Policy Statement Ithaca College maintains a purchasing card program that allows authorized individuals to make specific, business-related purchases of non-travel
More informationArkansas Tech University Procurement Card (P-Card) Program Policies and Guidelines Manual
Arkansas Tech University Procurement Card (P-Card) Program Policies and Guidelines Manual March 5, 2013 (revised) Policies and guidelines will be changed to meet the needs of the Procurement Card (P-Card)
More informationSOUTHEASTERN OKLAHOMA STATE UNIVERSITY PURCHASING CARD USER PROCEDURES GUIDE
SOUTHEASTERN OKLAHOMA STATE UNIVERSITY PURCHASING CARD USER PROCEDURES GUIDE The Southeastern Oklahoma State University Purchasing Card Program has been implemented in an effort to improve service to the
More informationMANUAL OF PROCEDURE. Miami Dade College Purchasing Card Program. VI-2 Bidding for Commodities and Services VI-3A Minority Business Enterprises
MANUAL OF PROCEDURE PROCEDURE NUMBER: 6520 PAGE 1 of 12 PROCEDURE TITLE: Miami Dade College Purchasing Card Program STATUTORY REFERENCE: FLORIDA STATUTES 1001.65(1) AND 1010.04(2) BASED ON POLICY: VI-2
More informationTOWN OF BANFF POLICY. Corporate Credit Card Policy ==========================================================================
TOWN OF BANFF POLICY POLICY # POLICY TITLE AUTHORITY AUTHOR C092 Corporate Credit Card Policy COU02-280 Maier/CORP ========================================================================== 1. POLICY STATEMENT
More information1. Program Overview. 2. Purchasing Card Controls
POLICY: Purchasing Card Policy and Procedures REVISED DATE: APRIL 21, 2014 RESPONSIBLE OFFICER: Senior Vice President for Finance, Treasurer & CFO 1. Program Overview 1.1 Purpose The Drexel University
More informationCardholder Guide. Applying for a Card
Cardholder Guide Applying for a Card Corporate Purchasing Card Cardholder New Account Form needs to be filled out for every candidate with the appropriate department manager as well as the Comptroller's
More informationProcurement Credit Card Handbook
California State University East Bay Revised December 2014 Office of Procurement Services Procurement Credit Card Handbook The CSUEB Procurement Card Handbook is in support of the CSU system ICSUAM policy
More informationPurchasing Card (P-Card) Policy and Procedure Frequently Asked Questions
Purchasing Card (P-Card) Policy and Procedure Frequently Asked Questions 1. Q: What is a Purchasing Card and why would I want a card? A: A Purchasing Card is basically a credit card that can be used to
More informationMANSFIELD UNIVERSITY PURCHASING CARD POLICIES AND PROCEDURES GUIDE FOR CARDHOLDERS
MANSFIELD UNIVERSITY PURCHASING CARD POLICIES AND PROCEDURES GUIDE FOR CARDHOLDERS Updated July, 2015 A. General Overview Mansfield University s Purchasing Card is an internationally accepted Mastercard
More informationPURCHASING CARD PROCEDURES. Accounting & Financial Services and Procurement Services
PURCHASING CARD PROCEDURES Accounting & Financial Services and Procurement Services February 19, 2010 Murray State University Purchasing Card Procedures Table of Contents I. INTRODUCTION.... - 2 - II.
More informationPurchasing Card Procedures
Purchasing Card Procedures City of Clermont, Florida Table of Content A. Purpose... 3 B. Scope... 3 C. Responsibility... 3 D. Card Issuance... 3 E. Card Training... 4 F. Card Usage... 4 G. Spending Limits...
More informationEffective Date February 23, 2015. Revision Date(s): Sep. 1, 2007, Feb. 15, 2015, Feb. 23, 2015
Name: Procurement Purchasing Card Program Policy Number: 4-1021 Origin: Financial Services Approved: 1 September 2007 Issuing Authority: Senior Director, Financial Services Responsibility: Manager, Procurement
More informationThe one card program is controlled internally for travel/entertainment and/or procurement capabilities.
117 Policy 8: ONU CREDIT CARD POLICY 8.01: PROGRAM OVERVIEW Title of Policy: Program Overview Ohio Northern University provides qualified employees with a University Credit Card at University expense for
More informationNever Use Your Mastercard For Purchasing Importance
Procurement Card Agreement Last Revised: 12/06 GRAND RAPIDS COMMUNITY COLLEGE MASTERCARD PROCUREMENT PROGRAM 1.0 OBTAINING A MASTERCARD PROCEDURES Call your GRCC Mastercard Program Administrator (listed
More informationCLARKSON UNIVERSITY P-CARD USER GUIDE P-CARD POLICIES AND PROCEDURES
CLARKSON UNIVERSITY P-CARD USER GUIDE P-CARD POLICIES AND PROCEDURES 1. INTRODUCTION The Clarkson University Procurement Credit Card Program (P-Card) is a procurement tool which offers an alternative to
More informationPERALTA COMMUNITY COLLEGE DISTRICT CAL CARD VISA PROGRAM ADMINISTRATIVE GUIDELINES
PERALTA COMMUNITY COLLEGE DISTRICT CAL CARD VISA PROGRAM ADMINISTRATIVE GUIDELINES WHAT IS CAL CARD? The Department of General Services, Procurement Division (DGS PD) entered into a Participating Addendum
More informationLiberty County School District Purchasing Card Procedures
PURCHASING CARD POLICY All purchases made using the Purchasing Card must be for official school business and in accordance with the District procurement code. The card must not be used for personal expenditures
More informationCAL-Card Procedures Business & Contract Services
CAL-Card Procedures Business & Contract Services A. General Information The CAL-Card program is designed to allow District employees to purchase supplies/materials and equipment, valued under one thousand
More informationINDEPENDENT SCHOOL DISTRICT 518 CORPORATE CREDIT CARD POLICY. Procedures Manual Independent School District 518
721 CREDIT CARD POLICY INDEPENDENT SCHOOL DISTRICT 518 CORPORATE CREDIT CARD POLICY Procedures Manual Independent School District 518 Credit Cards were issued to the following Administrators Title - Superintendent
More informationPurchasing Card Training
Purchasing Card Training WELCOME Your Purchasing Card Team: Kimberley Reardon P-Card Administrator Dian Smith and Amanda Rose 1 Why have a purchasing card? Standard VISA card Liability rests only with
More informationLIVINGSTON COUNTY CREDIT CARD PROCEDURES
LIVINGSTON COUNTY CREDIT CARD PROCEDURES INTRODUCTION Livingston County is introducing an alternative approach to purchasing products and services through the use of credit cards. A credit card purchase
More informationInterim Date: July 31, 2015 Revised: July 1, 2015
Page 1 of 14 Interim Date: July 31, 2015 Revised: July 1, 2015 Approved by: James E. K. Hildreth, Ph.D., M.D. President and Chief Executive Officer PURPOSE: The purpose of this policy is to provide guidelines
More informationPurchasing Card Manual Columbia Public Schools. Columbia, Missouri
Purchasing Card Manual Columbia Public Schools Columbia, Missouri UCONTACT DIRECTORY DOUG BOYER (573) 214-3706 Purchasing Card Administrator Ext. 27406 dboyer@cpsk12.org 1BHEATHER MCARTHUR (573) 214-3705
More informationPurchasing Card General Policy and User s Manual
Purchasing Card General Policy and User s Manual Welcome to the Valley City State University Purchasing Card Program. The purchasing card is meant to replace the current purchase order or voucher (request
More informationUI Purchasing Card Program USBANK. User Manual
UI Purchasing Card Program USBANK User Manual Accounts Payable PO Box 444244 709 Deakin Street Rm042 Moscow, ID 83844-4244 Revisions in Progress November 2010 UI PURCHASING CARD USER MANUAL TABLE OF CONTENTS
More informationPURCHASING CARD POLICY AND PROCEDURES
PURCHASING CARD POLICY AND PROCEDURES 1. PURPOSE To establish policies and procedures for procuring goods and/or services using a Purchasing Card. Purchasing Cards are referred to throughout this policy
More informationOverview A. What is the Visa Purchasing card?
Overview A. What is the Visa Purchasing card? The Purchasing Card is a Visa Card used by The University of Winnipeg employees to purchase materials and services up to $999.99 per item (excluding sales
More informationIUP PURCHASING CARD PROGRAM PROCEDURAL GUIDELINES
IUP PURCHASING CARD PROGRAM PROCEDURAL GUIDELINES Updated February, 2016 1. Obtaining a Purchasing Card 2. Making Purchases 3. Returning Purchases 4. Cardholder Record Keeping and Monthly Reporting Requirements
More information1. STATEMENT OF POLICY:
LOYOLA MARYMOUNT UNIVERSITY POLICIES AND PROCEDURES MANUAL DEPARTMENT: CONTROLLER S OFFICE SUBJECT: UNIVERSITY PURCHASING CARD (P-CARD) POLICY Page 1 of 6 Policy Number: B&F Supersedes: April 2005 Effective
More informationALBUQUERQUE INSTITUTE FOR MATH & SCIENCE GOVERNING BOARD POLICY PURCHASING CARD POLICY & PROCEDURE
ALBUQUERQUE INSTITUTE FOR MATH & SCIENCE GOVERNING BOARD POLICY PURCHASING CARD POLICY & PROCEDURE Effective August 13, 2015 Introduction and Overview The Albuquerque Institute for Math & Science Purchasing
More informationProcurement Card Policy and Procedures Manual
Department of Administration Procurement Card Policy and Procedures Manual DOA Card Administrators: Office of Fiscal Management 919-807-2458 919-807-2444 Main - 919-733-0021 Fax 1 Revised 04/29/2011 Contents
More informationCleveland State University Purchasing Card Policy and Procedure Revised June 2014. Program Overview
Cleveland State University Purchasing Card Policy and Procedure Revised June 2014 Purpose This policy describes the proper use of a Cleveland State University (the University) purchasing card. It is in
More informationManagement, Budget & Accounting Department Accounting & Control Bureau Section 412.3
412.3 SUBJECT: PROCUREMENT CARD :1 OBJECTIVE: To ensure that the purchasing of goods and services with a procurement card is accomplished in accordance with the City's ordinances and policies, establishing
More informationDIOCESE OF PENSACOLA-TALLAHASSEE
DIOCESE OF PENSACOLA-TALLAHASSEE Wells Fargo Bank WellsOne SM Comm mercial Card Program Policy and Procedures Manual July 20111 Table of Contents Introduction Page 2 General Guidelines..Page 3 - Card Issuance
More informationLaCARTE PURCHASING CARD FREQUENTLY ASKED QUESTIONS
LaCARTE PURCHASING CARD FREQUENTLY ASKED QUESTIONS 1. I have a LaCarte purchasing card; can I use this card for purchasing airfare services? An employee s individual LaCarte purchasing card CANNOT be used
More informationRecommendations for Improving Purchasing Card Procedures
Recommendations for Improving Purchasing Card Procedures I. Cardholder Issues: 1. Receipts are not provided for all card charges. A. Current Policy Statement: The Cardholder must: Obtain all sales slips,
More informationPurchasing Card User s Manual
Purchasing Card User s Manual Updated 10/1/14 INTRODUCTION Welcome to the University of North Dakota (UND) Purchasing Card Program. The Purchasing Card is meant to replace the current Voucher system for
More informationUniversity Credit Card Policies and Procedures Index
University Credit Card Policies and Procedures Index I. Background II. III. Policies A. Authorized Purchases B. Unauthorized Purchases C. Applying for a Card D. Expiration and Reissuance of Cards E. Changing
More informationFAIRFIELD UNIVERSITY CARDHOLDER USERS GUIDE
PARTIES INVOLVED Card Issuer JPMorgan Chase services include issuing Master Purchasing Cards to Fairfield University employees, providing electronic transaction authorizations, and billing Fairfield University
More informationWINONA STATE UNIVERSITY TRAVEL CREDIT CARD PROGRAM USERS GUIDE
WINONA STATE UNIVERSITY TRAVEL CREDIT CARD PROGRAM USERS GUIDE 1 WSU TRAVEL CARD PROGRAM Part 1. Authority MnSCU System Procedure 7.3.3 Credit Cards, provides authority for a college, university or office
More informationTHE EVERGREEN STATE COLLEGE
The Evergreen State College Procurement Card Guide JP Morgan Chase VISA THE EVERGREEN STATE COLLEGE PROCUREMENT CARD HANDBOOK For Cardholders & Authorized Users Card Custodians Approving Officials Rev
More informationAustin Independent School District
2011 Austin Independent School District American Express Travel Related Services Company, Inc. has been contracted to provide services under the American Express Corporate Purchasing Card Account program.
More informationPOLICIES AND PROCEDURES MANUAL
PURCHASING CARD POLICIES AND PROCEDURES MANUAL June 2013 TABLE OF CONTENTS 1. PROGRAM OVERVIEW......3 1.1 Purpose..3 1.2 Program Benefits..3 1.3 Credit Card Company..3 2. PURCHASING CARD CONTROLS.. 3 2.1
More informationUniversity Purchasing Card Program Policies & Procedures
University Purchasing Card Program Policies & Procedures Table of Contents Overview 2 Purpose 2 Benefits 2 Definitions 2-3 Application Process 3-4 Allowable Purchases 4 Restrictions 4-5 Unauthorized Use
More informationAl Mubarak Credit Card Term and condition
Al Mubarak Credit Card Term and condition Arab National Bank ( Bank ) will issue the Al Mubarak Credit Card ( Card ), subject to the following Terms and Conditions: 1. Standard Definitions: A. Card: The
More informationPurchasing Card Procedure Manual
Purchasing Card Procedure Manual Draft 05/26/11 Table of Contents PURCHASING CARD PROGRAM... 3 ACQUIRING A PURCHASING CARD... 3 TRAINING... 4 ACTIVATION AND RENEWAL... 4 CARDHOLDER ROLES & RESPONSIBILITIES...
More informationCorporate Card Handbook
Corporate Card Handbook Table of Contents Welcome to the Corporate Card Program! 2 Steps to apply for a Corporate Card 2 Using your Corporate Card 3 Card Maintenance 4 Expiring Card 5 Broken/Worn Plastic
More informationPurchasing Card User Manual/University Agency Plan
FLORIDA ATLANTIC UNIVERSITY PURCHASING CARD PROGRAM Purchasing Card User Manual/University Agency Plan Refreshed July 1, 2015. I. KEY WORDS & PHRASES II. GENERAL III. GUIDELINES A. Card
More informationWVU FOUNDATION & UNIVERSITY PURCHASING CARD PROGRAM POLICIES & PROCEDURES. Updated October 2012
WVU FOUNDATION & UNIVERSITY PURCHASING CARD PROGRAM POLICIES & PROCEDURES Updated October 2012 Introduction This document contains the guidelines applicable to the WVU Foundation, Inc. Purchasing Card
More informationAP 571 PURCHASING CARD COMMERCIAL CREDIT CARD PROGRAM
AP 571 PURCHASING CARD COMMERCIAL CREDIT CARD PROGRAM BACKGROUND This procedure is for the use and control of purchasing cards (a commercial credit card) for the purpose of obtaining goods and services
More informationKnox College PNC BANK PNC PURCHASING CARD. Policy and Procedures Manual
Knox College PNC BANK PNC PURCHASING CARD Policy and Procedures Manual March 1, 2014 Table of Contents Introduction General Guidelines..Page 4-5 - Card Issuance - Account Maintenance - Card Usage - Preferred
More informationMEMORIAL UNIVERSITY PURCHASING CARD REFERENCE GUIDE
MEMORIAL UNIVERSITY PURCHASING CARD REFERENCE GUIDE April, 2005 TABLE OF CONTENTS Introduction... 3 Your Visa Purchasing Team... 4 Summary Contact/Information... 6 Overview... 7 To Obtain A Card... 8 Supervisor
More informationPolicy Contact: Zags Travel & Expense Credit Card Administrator, Controller s Office
Effective Date: April 28, 2014 Prepared by: Controller s Office Last Revision: April 28, 2015 Approved by: VP for Finance Policy Contact: Zags Travel & Expense Credit Card Administrator, Controller s Office
More informationOPSU-BUSO-002 OPSU POLICIES AND PROCEDURES. TITLE: Purchasing Card Guidelines. APPROVED BY: Benny Dain, VPFA
Established 1909 OPSU POLICIES AND PROCEDURES TITLE: Purchasing Card Guidelines APPROVED BY: Benny Dain, VPFA ISSUING SOURCE: Elizabeth McMurphy, Director of Purchasing DATE: Revised 11-13-2014 Before
More informationPURCHASING CARD PROGRAM
PURCHASING CARD PROGRAM CARDHOLDER PROCEDURES MANUAL TABLE OF CONTENTS Revised July 6, 2012-1 1 OVERVIEW & INTRODUCTION SECTION 1.0 CARD MANAGEMENT 1.01 Card Use 1.02 Restrictions & Control 1.03 Application
More informationPurchasing Card. Policies & Procedures. University of Nebraska (Revised 2014)
Purchasing Card Policies & Procedures University of Nebraska (Revised 2014) Purchasing Card Policies and Procedures Table of Contents Purchasing Card Policies Basis of the Policy 3 Purpose 3 Authority
More informationDIXIE STATE UNIVERSITY PURCHASING CARD GUIDE
DIXIE STATE UNIVERSITY PURCHASING CARD GUIDE Introduction U.S. Bank VISA Welcome to the Dixie State University Purchasing Card Program. This program has been designed to allow for the direct procurement
More informationPURCHASING CARD - POLICY AND PROCEDURES SLIPPERY ROCK UNIVERSITY OF PENNSYLVANIA PA STATE SYSTEM OF HIGHER EDUCATION
PURCHASING CARD - POLICY AND PROCEDURES SLIPPERY ROCK UNIVERSITY OF PENNSYLVANIA PA STATE SYSTEM OF HIGHER EDUCATION 1.0 PURPOSE To establish a methodology for use and to define the limits of use of University
More informationPURCHASING CARD POLICIES AND PROCEDURES
PURCHASING CARD POLICIES AND PROCEDURES PURCHASING CARD POLICIES AND PROCEDURES TABLE OF CONTENTS PAGE NO. INTRODUCTION 3 PROGRAM OVERVIEW 3 CONTACT INFORMATION 4 DEFINITIONS 4 ROLES AND RESPONSIBILITIES
More informationState of Arkansas. Purchasing Card (P-Card) Program. Policies and Guidelines Manual. March 2012
State of Arkansas Purchasing Card (P-Card) Program Policies and Guidelines Manual March 2012 Policies and guidelines will be changed to meet the needs of the Purchasing Card (P-Card) Program. For the most
More informationThe Use of a Procurement Card
Director of Purchasing and Inventories West Texas A&M University Procurement Card Program Procedure Manual OFFICE PHONE: 651-2105 OFFICE FAX: 651-2109 EMAIL: PROCARD@WTAMU.EDU Contents Procurement Card
More informationBerea College Purchasing Card Policy. Adopted November 1, 2003
Berea College Purchasing Card Policy Adopted November 1, 2003 Revised March 1, 2016 Introduction This program has been established to provide a more efficient method for purchasing small dollar items (under
More informationPNC BANK PNC PURCHASING CARD. Policy and Procedures
Saint Francis University PNC BANK PNC PURCHASING CARD Policy and Procedures October 2014 Table of Contents Introduction General Guidelines..Page 4-6 - Card Issuance - Purchase, Allocation and Statement
More informationCitibank PROCUREMENT CARD GUIDELINES
Citibank PROCUREMENT CARD GUIDELINES 1 Outline Background 3 Items To Be Purchased With The Procurement Card 3 Items Prohibited From Procurement Card Use 4 Citibank Responsibilities 5 Establishing Accounts
More informationMASTERCARD CREDIT CARD PROGRAM
Intermediate School District #917 MASTERCARD CREDIT CARD PROGRAM Policy & Procedures Manual October 2012 Table of Contents Overview 1 General Guidelines 1 To Obtain a Credit Card Lost or Stolen Cards Card
More informationCharleston County. Procurement Card Program. Policies and Procedures Manual
Charleston County Procurement Card Program Policies and Procedures Manual September 2014 PARTIES INVOLVED Card Program Administrator - The central Administrator located in the County of Charleston's Procurement
More informationGRANITE SCHOOL DISTRICT PURCHASING CARD PROGRAM POLICIES AND PROCEDURES MANUAL
GRANITE SCHOOL DISTRICT PURCHASING CARD PROGRAM POLICIES AND PROCEDURES MANUAL Revised 11/11/2014 Overview The purpose of the Purchasing Card is to establish a more efficient, cost-effective method of
More informationPurchasing Card Policies and Procedure Manual
Purchasing Card Policies and Procedure Manual Revised February 10, 2015 Table of Contents 1.0 PURCHASING CARD OVERVIEW... 1 2.0 CARD FINANCIAL POLICY... 1 2.1 Terms:... 1 2.2 Limits:... 1 2.3 Allowable
More informationPurchasing Card (P-Card) JP Morgan Chase VISA. Procedure and Reference Manual
Purchasing Card (P-Card) JP Morgan Chase VISA Procedure and Reference Manual July 2013 1 Contents 1. INTRODUCTION... 2 2. DEFINITIONS... 3 3. ISSUANCE OF CARDS... 3 3.1 Authorization... 3 3.2 Issuance
More informationAgency Fund Charge Card Policies and Procedures
Agency Fund Charge Card Policies and Procedures Table of Contents Introduction.Page 1 General Guidelines..Pages 2-3 - Card Issuance - Account Maintenance - Card Usage - Limitations and Restrictions - Lost
More informationPURCHASING CARD POLICIES AND PROCEDURES
PURCHASING CARD POLICIES AND PROCEDURES Part 1. Authority System Procedure 7.3.3, Purchasing Cards, provides authority for a college, university or system office to establish a credit card program for
More informationCORPORATE PURCHASE PUR
Trent University Subject: Number: POLICIES and PROCEDURES CORPORATE PURCHASE PUR 075 CARD Effective Date: Issued by: Contact: October 1999 Financial Services Purchasing Services Ext. 7216 Supersedes: NEW
More informationCORPORATE PURCHASE CARD PROCEDURE January 2016
Category: Finance Approval: AVP Finance Responsibility: Manager, Purchasing Date: January 2016 Date initially approved: October 1999 Revised: January 2016 INDEX... 1 1. Definitions:... 1 2. Background:.
More informationPurchasing Card Policy
Purchasing Card Policy Responsible Office: Procurement Services, Accounts Payable Issuance Date: December 15, 2005 Revision Date: October 1, 2015 POLICY STATEMENT The Columbia University Purchasing Card
More informationLOCK HAVEN UNIVERSITY PURCHASING CARD POLICIES AND PROCEDURES
I. Introduction Purchasing cards are Lock Haven University credit cards used to purchase selected goods and services costing $1,500 or less. Purchases made with purchasing cards do not require approval
More informationPurchasing Card Information
Purchasing Card Information Model cardholder instructions for agency and campus internal procedures May 2006 Introduction Welcome to the State of Wisconsin s Purchasing Card Program. This user manual is
More informationTRAVEL AND ENTERTAINMENT CARD PROCEDURES
TRAVEL AND ENTERTAINMENT CARD PROCEDURES I. INTRODUCTION The University of San Diego Travel and Entertainment Card ( T&E Card ) is a Universitysponsored US Bank Visa credit card issued to qualified University
More informationROLLINS COLLEGE PROCUREMENT CARD PROGRAM CARDHOLDER HANDBOOK. Issued February 28, 2002
ROLLINS COLLEGE PROCUREMENT CARD PROGRAM Issued February 28, 2002 Revised February, 2015 P-CARD PROGRAM OVERVIEW This manual provides the guidelines under which a P-Card is issued and used. Please read
More informationWells Fargo Bank WellsOne Commercial Card Program REED COLLEGE. Policy and Procedures Manual Date: 7/21/09
Wells Fargo Bank WellsOne Commercial Card Program REED COLLEGE Policy and Procedures Manual Date: 7/21/09 Table of Contents Introduction... 3 General Guidelines - Card Issuance... 4 - Card Usage... 4 -
More informationSTATE OF FLORIDA. purchasing card program. Cardholder Manual
STATE OF FLORIDA purchasing card program Cardholder Manual PURCHASING CARD CARDHOLDER MANUAL PURCHASING CARD PROGRAM Help List Administrator Phone 850-488-8583 Fax 850-921-8262 Email: david.perrin@dca.state.fl.us
More informationWhite River School District. Procurement Card Procedures
White River School District Procurement Card Procedures REVISED 2/2011 PROCUREMENT CARD OPERATING GUIDELINES White River School District No. 416 PAGE I. BOARD POLICY 3 II. INTRODUCTION 4 III. OBTAINING
More informationThe purpose of Mohawk College s Purchasing Card Policy ( policy ) is to:
Policy Number: CS-1002-2009 Policy Title: Purchasing Card Policy Policy Owner: Chief Financial Officer Effective Date: December 2, 2009 Revision Date: April 17, 2013 1. PURPOSE The purpose of Mohawk College
More informationPurchasing Card Compliance Policy
Purchasing Card Compliance Policy In order to reap the benefits of the Purchasing Card Program, the University encourages the use of departmental purchasing cards, as much as possible, in lieu of issuing
More informationThis policy is supplemented by the Purchasing Card User's Manual that gives detailed PCard operating and processing procedures.
Procedure No. 31.604 Purchasing Card (PCard) Policy Date Issued: 9/9/04 Date Effective: 9/9/04 Issued By: Finance & Administration Division Purpose: The Clarion University Purchasing Card (PCard) Program
More informationEarlham College - JPMorgan Chase MasterCard Policies and Procedures
1. Program Objective 2. Using the Card 3. Roles & Responsibilities 4. Spending Limits 5. Card Security 6. Lost or Stolen Cards 7. Travel Policy Statement 8. Purchase Ordering Procedures 9. Documentation
More informationWPI Procurement Card Guide
WPI Procurement Card Guide Introduction The Procurement Card Guide provides cardholders information about the WPI Procurement Card ( P-Card ) program and is intended to familiarize them with their responsibilities
More informationSAN DIEGO STATE UNIVERSITY PROCUREMENT CREDIT CARD HANDBOOK PCC PROGRAM. Business and Financial Affairs Accounts Payable February 2013 (Revised)
SAN DIEGO STATE UNIVERSITY PROCUREMENT CREDIT CARD HANDBOOK PCC PROGRAM Business and Financial Affairs Accounts Payable February 2013 (Revised) TABLE OF CONTENTS GENERAL INFORMATION... 1 LEGAL REFERENCE
More information