Purchasing Card Training

Transcription

1 Purchasing Card Training WELCOME Your Purchasing Card Team: Kimberley Reardon P-Card Administrator Dian Smith and Amanda Rose 1

2 Why have a purchasing card? Standard VISA card Liability rests only with UNCW Fraud handled by Bank of America Allows for the rapid purchase of low dollar goods and services 2

3 Cardholder Responsibilities Place orders that comply with all limits, policies and guidelines Ensure receipt of goods Retain original receipts for every purchase and service they should be itemized and legible Review and sign statements Use proper funding source Resolve disputes Handle returns 3

4 Role Definitions Card Coordinators & Back-up Ensure timely statement reconciliation and approval for Card holder Review and update FUND information in PACS Retrieve card when a Cardholder leaves the university, transfers to another department, etc. Coordinate system needs with the Purchasing Card Administrator Make sure Cardholders comply with Policies and Procedures Stay up-to-date with Non-Allowable Purchases and Banned Vendors as well as State Contract items 4

5 Role Definition Budget Authority Oversees appropriate use of the card and signs statements Ensure sufficient budget for purchases Designates permissible FUNDS Identify Card Coordinators Ensure Card Coordinators and Cardholder responsibilities are managed properly 5

6 Role Definitions Back-up Card Coordinator Must be able to modify and perform all duties in absence of Card Coordinator Budget Authority Designee Sign statements and forms if necessary in the absence of the Budget Authority 6

7 Benefits and Costs Easier to make small purchases not to exceed $2,500 Make purchases as needed emergency purchase Cycle statement with transaction info Transactions can be viewed/modified daily on PACS No cost to UNCW 7

8 Limits and Restrictions Up to $2500 Single Transaction limit Monthly spending limit is set by Budget Authority up to $10,000 MCC (Merchant Category Code) codes are used to block certain types of purchases BUT NOT ALL 8

9 Contracts and Procedures Use the State Term Contracts site for reference to see if contract is available. Use Purchasing Policies and Procedures as Reference. Refer to both the Non-Allowable Purchases list and the Banned Vendors list. 9

10 Legitimate Vendor? It is the Cardholder s responsibility to ensure that the purchases and services are made from legitimate vendors, not individuals. If in doubt, do not provide your card number. Contact Purchasing for assistance. Our Purchasing Specialists are here to help you! 10

11 Card Surrender Change Departments Leaving UNCW Employment Upon request of Budget Authority, Card Coordinator, HR or Purchasing 11

12 Cardholder Procedures Keep your card in a secure place separate from personal cards. Report lost/stolen card immediately to the bank, your card coordinator and the purchasing card administrator. Telephone numbers are: Bank of America P-Card Administrators , , or

13 Procedures You are the only person authorized to make purchases on your card. You must know what is an allowable purchase and what is not. Giving your card or number to someone else to use is not allowed You pay the price for misuse up to termination. Make purchases in person, by phone or web DO NOT FAX 13

14 Procedures (cont d) Make certain that purchase and services (including shipping, insurance, etc) do not exceed your limit be aware of your limits Make sure you are getting the best price (ask for educational discount where appropriate) and always make sure purchase is tax exempt! Obtain original receipts Description of what you are buying with amounts must be on receipts. (Itemized receipt) If vendor cannot provide an itemized receipt, ask them to list the items or services with individual prices and sign the receipt. 14

15 Acceptable Receipt 15

16 Unacceptable Receipt 16

17 Procedures Shipping Give the supplier your name, department, and street address in delivery instructions Improper shipping info could result in refusal of your shipment at Central Receiving Your billing address will be 601 S. College and your campus box number, unless you are located at CMS, which would be 5600 Marvin K. Moss Lane. 17

18 Dispute of Statement Item(s) Try to resolve as much as possible with the vendor. If unsuccessful, contact Purchasing Card Administrator. Administrator will call Bank of America to have them investigate. 18

19 Reconciliation Billing cycle is from the 10 th of a month thru the 9 th of the next (e.g., April Statement: March 10 th April 9 th ) Statements should be received approximately the 17 th of each month from the bank to the cardholder s campus box. Please place original receipts in same order as the transactions on the statement. Receipts must have a dollar amount and itemized description listed. 19

20 Reconciliation Tape receipts on all four sides to a clean 8 ½ x 11 sheet of paper. *Please do not place tape over text of receipt! Please - NO STAPLES!! Do not hold your statement due to not having one receipt. Fill out a Lost Receipt Form. Cardholder must sign the statement. (Full signature is required.) Forward package to Card Coordinator. Card Coordinator will approve statement and receipts then forward to Budget Authority. 20

21 Reconciliation (cont d) Cardholder Prepare & Sign Statement Card Coordinator Reviews transactions and updates funds Budget Authority Signs Purchasing Card Administrator receives and audits 21

22 Reconciliation (cont d) Use PACS to modify FUNDS anytime during the month before the cut-off. Do not wait until your statement comes in to modify. Check funding in PACS often. Forward original, signed statement (two signatures) and receipts to Purchasing prior to due date. Statements must always have 2 signatures! Purchasing Card Administrator sends out an reminder of modification cut-off and due dates monthly around the 7 th of the month. 22

23 Compliance Transactions are audited! Cause for Suspension/Termination Fraudulent or intentional misuse Intentional misuse to make personal purchases even if you intend to reimburse the university Use of card by someone other than the cardholder Cardholder is always responsible!! * Remember, every transaction is a public record to be viewed by anyone and everyone. 23

24 Compliance (cont d) Regular level infractions 4 offense(s) before card cancellation Infraction Types: Missing Receipt Inadequate Receipt Missing Signature/s Unauthorized Signature/s Statement and receipts have not been received Split Transactions (circumventing the single transaction limit) Use of card for entertainment or food Purchase of Gifts, Gift Cards or Certificates Unapproved Items Non-Allowed Purchase or Vendor Inappropriate Funding Source Failure to comply with State Contract terms (without explanation) Personal purchase made in error - caught and corrected by card holder 24

25 Compliance (cont d) CARDHOLDER NAME: LAST FOUR OF PURCHASING CARD: CYCLE STATEMENT DATE or TRANSACTION DATE: This message is to advise you that a review of your purchasing card transactions has revealed an infraction of UNCW card use policy. Because these infractions compromise the Purchasing Card program, your card has been frozen. Please review your transactions and take immediate action to correct the issue. As this is the only occurrence in twelve months, we are confident that with your prompt attention to this issue we will be able to restore the use of your card. Your purchasing card has been frozen due to: Transaction details/comments: Please contact Kimberley Reardon, reardonk@uncw.edu, Purchasing Card Administrator, if you have any questions, concerns, or require clarification. To learn more about the program please visit: 25

26 Compliance (cont d) Infraction to an individual card 1 st violation Card frozen until resolved, 2 nd time frozen for 30 days after resolution. 3 rd violation BA must justify why the cardholder needs a purchasing card, 4 th Cancelled 26

27 Compliance Registrations or Memberships NEVER Business Entertainment (Restaurants) NEVER Prepared Foods!!! NEVER Grocery Store Items Allowed & Pizza Allowed May pay for tips on pizza cannot exceed 18% Lists of Acceptable and Non- Allowable Items are on the Purchasing Website. 27

28 Compliance (cont d) Cause to revoke all department cards Multiple contacts to a department for late statements or insufficient documentation. Failure to manage the purchasing card program. Insufficient funds will be cause for the budget office to review and possibly lower limits. 28

29 On Campus Acceptable Purchase There is only 1 one place on campus you may use your card! Bookstore/ Barnes & Noble 29

30 Terms and Important Dates and Numbers Terms: PACS - ubusiness site to modify funds and accounts on P-Card transactions U-shop UNCW PO System MCC (Merchant Category Code) Retailer is assigned an MCC based on what they sell Modifications/Reconciliation The act of moving a charge out of the default fund and into the proper fund Itemized receipt A receipt with the item detail and pricing listed on it. Important dates and numbers Purchasing A Single Transaction limit is set by Budget Authority Maximum of $2,500 Monthly spending limit is set by Budget Authority Maximum of $10,000 Dates Billing cycle: 10 th of a month thru the 9 th of the next (3/10 4/9 April Statement) Reporting lost or stolen card and fraudulent activity P-Card Administrators

31 Any Questions? 31

32 Let s go to the Purchasing Site Faculty & Staff Homepage Purchasing Purchasing Card Policies & Procedures State Contracts P-Card Modification and Statement Deadline Calendar PACS Manual Lost Receipt Form How to contact us 32