PURCHASING CARD PROCEDURES. Accounting & Financial Services and Procurement Services

Transcription

1 PURCHASING CARD PROCEDURES Accounting & Financial Services and Procurement Services February 19, 2010

2 Murray State University Purchasing Card Procedures Table of Contents I. INTRODUCTION II. CARD CONTROL A. Obtaining a Purchasing Card B. Card Cancellation C. Purchasing Card Renewal D. Lost or Stolen Purchasing Cards E. Purchasing Card Information Revision F. Preventing Fraud III. CARDHOLDERS RESPONSIBILITIES A. Receipt of Materials and Services B. Equipment Inventory/High Risk Items C. Record Keeping & Reconciliation Purchases Made in Person Faxed or Mailed Purchases Internet Purchases D. Audits E. Charge Errors, Disputes, Returns & Credits IV. USING THE CARD A. Sales & Use Tax B. Purchasing Card Abuse V. GRANT PURCHASING CARDS VI. FOUNDATION PURCHASING CARDS VII. MSU PURCHASING CARD SERVICE APPENDIX 1 - DISCIPLINARY ACTION APPENDIX 2 - APPLICATION APPENDIX 3 - DISPUTE FORM APPENDIX 4 - TRANSACTION SUMMARY FORM APPENDIX 5 - ASSET INFORMATION FORM

3 Page -2- I. INTRODUCTION The purpose of the Murray State University Purchasing Card Program is to establish a more efficient cost-effective method of purchasing and paying for small dollar-value transactions within established usage limits. The Program is designed to replace small dollar-value purchases, requisitions, and prepayments and to eliminate use of petty cash and employee reimbursements for small dollar purchases. The Program is also designed for telephone and internet orders, particularly for vendors who will not accept a purchase order and will ship immediately by using the purchasing card. The Purchasing Card may be used with any merchant or service provider that accepts MasterCard. The (PCard) Purchasing Card Program should complement the existing purchasing and payment process. It is not a method to bypass appropriate purchasing policies and procedures. These procedures provide the guidelines under which you may use your purchasing card. Please read these procedures carefully. The purchasing card will be issued after receipt of the signed Purchasing Cardholder Agreement in Procurement Services. When you receive your card, you will need to call the telephone number indicated to activate the card for immediate use. Record keeping is essential to ensure the success of the program. This is not an extraordinary requirement - standard reimbursement policies require retention of receipts and other pertinent documentation. As with any charge card, you must retain the sales slip, cash register receipt, invoice order form and packing slip for your protection. In addition, a Transaction Summary (Appendix 4) is recommended to expedite reconciliation and approval. Cardholders are responsible for the security of their card(s) and the transactions made with reference to their card number. Card(s) will be issued in the name of the cardholder. It is important to remember that University funds are committed each time the card is used. Use of the card that is not in accordance with the guidelines established for this program may result in personal liability. II. CARD CONTROL The appropriate Account Manager must make the decision as to who receives a purchasing card. Employees who are in a position to actually make purchases are ideal cardholders. Prior to the issuance of each purchasing card, the cardholder will be required to attend a training workshop, and sign a cardholder agreement. Only the cardholder named on the front of the purchasing card may use the card. The purchasing card should be safeguarded against use by unauthorized employees or other persons in the same manner you would secure your personal charge card. Each department needs to determine how to secure the purchasing card(s) in their area.

4 Page -3- All cards will be issued in the cardholder's name. Even though the card is issued in the cardholder's name, it is the property of Murray State University and is only to be used for official purchases as defined in these procedures. Procurement Services will be responsible for all issues related to card control. Procurement Services will maintain a list of cardholders, along with established spending limits and other elements as reported on the application. For purchasing card services call Procurement Services at A. Obtaining a Purchasing Card The following steps must be completed to obtain a purchasing card: Complete and sign the Purchasing Card Application (Appendix 2). Your supervisor, who is responsible for the assigned budget account number referenced on the Purchasing Card Application, must approve the application. Forward the signed Purchasing Card Application to Procurement Services. Procurement Services will receive the cards from the issuing bank and notify the cardholder when they are available to be picked up. The cardholder must receive the purchasing card in person at the required training session and sign a Purchasing Cardholder Agreement. Photo identification may be required. Purchasing Cards are available on restricted accounts with appropriate approval. The Grants Accountant, in the Accounting & Financial Services Department, will approve all card applications using a grant or contract account number. Upon each renewal of the grant, you must notify Procurement Services and provide the new project end date, the new account number, and the card number. The appropriate changes will be made to your card. If the grant is not renewed, you must follow the instructions listed below for card cancellation. B. Card Cancellation To cancel a purchasing card, the card should be cut in half and a new Purchasing Card Application completed and indicate "Cancel Card" in appropriate area. Both purchasing card and application must be forwarded to Procurement Services. The purchasing card should be cancelled for the following reasons: The cardholder's termination of employment with the university. The cardholder's transfer to another position within the university.

5 Page -4- The deletion of the university budget account number on which the PCard was issued. The revocation of the card, due to misuse, by the cardholder's supervisor, Accounting & Financial Services, Procurement Services, or Executive Management. C. Purchasing Card Renewal A renewal purchasing card will automatically be mailed to Procurement Services prior to the expiration date on your card. Cards will be distributed before the expiration date. D. Lost or Stolen Purchasing Cards If a purchasing card is lost or stolen, the cardholder should immediately notify JP Morgan Chase at and the Office of Public Safety at Representatives from both offices are available 24 hours a day, seven days a week. As soon as possible, during working hours, notify Procurement Services at If the cardholder requests emergency purchasing card replacement (within 24 hours), JP Morgan Chase will assess a $25 fee. This fee will be charged to the cardholder's account. If the cardholder can wait a week to ten days for their replacement purchasing card, emergency replacement should not be requested. No fee is assessed for the normal replacement period. E. Purchasing Card Information Revision Should any information on the original Purchasing Card Application need to be revised, a new application must be completed and forwarded to Procurement Services detailing the changes that need to be made. F. Preventing Fraud The cardholder should use basic security measures, as outlined below, to guard against fraud: DO Sign your card as soon as it arrives. DO Keep the card in a secure location; guard the card number carefully. DO Save receipts and statements in a secure area (they may contain your card number). DO Keep an eye on the card during the transaction, and retrieve it as soon as possible. DO Always know where your card is. If you can not find the card, assume the worst: Have your account canceled and request a new card. DO Be aware of what you are signing: Your signature can copy through to other slips deliberately placed underneath.

6 Page -5- DO Audit your monthly statement closely. Make sure all charges shown are legitimate charges. DO Visit reputable, familiar merchants whenever possible. DO Report possible fraud immediately to Procurement Services at DO NOT Give your card number to anyone over the phone unless you know you are dealing with a reputable vendor. Review Purchasing card transactions posted to your account periodically through the month to identify any fraudulent activity. III. CARDHOLDERS RESPONSIBILITIES Along with the authority to use the purchasing card come the responsibilities of securing the purchasing card, obtaining and retaining appropriate documentation for purchases, and reconciling purchasing card transactions. A. Receipt of Materials and Services The cardholder is responsible for ensuring receipt of materials, contacting the vendor to resolve any delivery problems, discrepancies and damaged goods claims. For telephone or catalog orders, make sure complete shipping address and instructions are given along with your name. Items purchased with the purchasing card should not be sent to Central Receiving. Vendors should be given complete departmental mailing addresses. For example: Employee Name, Department Name, Street Address (including building & room number), City, State and Zip. All shipping addresses should be to a University Location. Request all vendors to include sales receipt(s) in shipment of order. Cardholder should retain all receipts, packing slips, and other shipping documentation. The cardholder is responsible for coordinating the return of damaged or unwanted items directly with the vendor rather than processing through Procurement Services. Central Receiving is not responsible for processing items. B. Equipment Inventory/High Risk Items Tangible items purchased with a card and costing over $500 or more per item should be included in the University s equipment inventory records. It is the responsibility of the cardholder and the department to make sure that inventory records are updated. Inventory updates are essential for insurance purposes. An Asset Information Form (Appendix 5) should be completed for each individual piece of equipment costing over $500. This form should be mailed to the Property Services Coordinator in the General Services Building or faxed to After the form is received in inventory control, an MSU property sticker will be issued for the item(s). Departments should ensure items purchased with a PCard are included in the annual inventory reviews. A copy of the Asset Information Form, along with an MSU sticker number, must be included with the expense report.

7 Page -6- All Questions related to inventory should be directed to the Property Services Coordinator at C. Record Keeping & Reconciliation The cardholder is responsible for retaining all credit card receipts, cash register receipts, packing slips, etc. Cardholders should always obtain an itemized receipt* for each transaction. If a cash register tape does not have descriptions, write them on the tape. Any transaction without a properly substantiated receipt is subject to reimbursement of the university by the cardholder. *An itemized receipt is defined as an invoice, cash register receipt, sales slip, or packing slip which contains an itemized list of goods purchased, with dollar amounts, and the name and location of the supplier. An employee of the supplier must sign handwritten receipts. If charge or credit slips have been misplaced, copies can be obtained by calling the JP Morgan Chase Customer Service Department at There is a $5 charge for each copy which will be billed to your purchasing card. Please note that credit card slips are not sufficient for audit purposes, receipts must be itemized. 1. Purchases Made in Person Retain the itemized receipt in addition to the credit card copy to properly substantiate the purchase. 2. Faxed or Mailed Purchases Retain a copy of the order as faxed or mailed and the fax confirmation (if available) for your records. 3. Internet Purchases At least one of the following types of documentation is required: Print out of the online order confirmation - must be itemized. Print out of the confirmation - must be itemized. Only local meals are allowed on the Purchasing card and they must be an allowable expense per University Discretionary Expenditure Regulations. Receipts must be itemized and must include the group name, reason for the meeting and list of attendees. Credit card slips are not sufficient for audit purposes. You must also include these three things for any food/beverage purchase. Travel related expenditures are allowed on the PCard, except for meals and mileage for personal vehicles. Receipts must be itemized, and a signed copy of the Travel Request must be attached to the expense report. The issuing bank will electronically send transactions to Accounting and Financial Services on a daily basis. These transactions will in turn be charged to the appropriate university account on a daily basis. Please allow 48 hours for new charges to appear.

8 Page -7- Transactions will appear on the e-print account statements the same as other payments. The transaction date and vendor will appear for each transaction. You will need to log onto the issuing bank s website in order to print your statement every month. The transactions on this report should be the same as those reported on the Expense Report on e-print and the Transaction Summary Form for the same period. If there were no transactions for a given month then the cardholder will not receive a statement. The website address is Reconciliations should be completed by the last day of the following month. The reconciliations, along with the appropriate receipts and other documentation, must be retained in the cardholders department. A separate Transaction Summary Form (Appendix 4) is strongly recommended, for ease of reconciling your statement. The standard Records Retention Schedule, published by the Kentucky Department for Libraries and Archives, requires this type of supporting documentation be retained for at least three years. If a receipt is missing or is an unallowable expense, the cardholder should reimburse the University for the transaction by completing a Cash Transmittal form and submitting the reimbursement to the Cashier s Office. A copy of the Cash Transmittal form and a copy of the receipt should be kept with your Expense Report and monthly reconciliation. If sales tax was paid, the cardholder should attempt to contact the vendor to have the sales tax removed. Recurring sales tax charges may result in suspension of your card account A copy of your signed credit card statement must be sent to Procurement Services by the last day of the following month. The cardholder and account manager must sign the credit card statements. If the statements are not sent to Procurement Services by the last day of the following month, your card account will be suspended. Any cardholder whose card is suspended for 3 months will have their card privileges revoked. D. Audits Accounting & Financial Services, Procurement Services, and the University s Internal Auditor will audit accounts to ensure reconciliations are completed in a timely manner and that cards are being used according to these procedures and University Discretionary Expenditure Regulations. Three audits are possible daily audits, monthly audits, and audits by external auditors. Daily audits are transactions that get reviewed daily for sales tax, split purchases, and unallowable purchases. A monthly audit consists of the purchases for multiple months being reviewed. These audits may either be mailed in or conducted in the cardholder s office. Monthly audits are chosen at random, unless a specific audit request has been made. External Auditors will randomly choose specific reconciliations to review during their annual audit. E. Charge Errors, Disputes, Returns & Credits The cardholder is responsible for contacting the vendor and/or the issuing bank about any erroneous charges, returns, or disputed items. Disputed billing can result from failure to receive goods or services charged, fraud or misuse, altered charges, defective merchandise, incorrect amounts, duplicate charges, credits not processed, etc. In case of fraud or theft, please notify the Office of Public Safety as soon as possible at The cardholder should contact the vendor first to resolve any questionable charges.

9 Page -8- If an agreement cannot be reached with the vendor, the issuing bank s Customer Service Department should be contacted at The issuing bank must be notified of any disputed item within 60 days from the last cycle in which the item was purchased. The cycle closes at the end of each month. The cardholder will need to complete a Dispute Form (Appendix 3) and fax or mail the form to the bank. During the investigation, the issuing bank will issue a credit to the cardholder's account for the questioned amount. After the bank has completed the investigation, the cardholder will be notified of the resolution. If the dispute is not settled in the favor of the cardholder, the account will be charged for the disputed amount. IV. USING THE CARD The Purchasing Card Program provides for items costing less than $2,500. No single purchase is to exceed $2,500, including shipping and handling. However, if higher limits are justified for certain cards, exceptions can be requested in writing through Procurement Services. The request must accompany the original card application. If the increase is requested after receiving the card, the cardholder s supervisor should submit a written request to Procurement Services to request the increase and include the cardholder s name and last 4 digits of the MasterCard number. The card is not to be used for the following commodities: Travel related expenditures for meals and mileage Alcoholic beverages Cash advances 1099 Reportable Payments o Independent contractors o Individuals providing a service (i.e. game officials, speakers, consultants, farriers) o Rental payments to an individual, sole proprietor, or partnership o Payments for medical services o Payments for legal services Prescription drugs and controlled substances Personal items Radioactive and hazardous materials Gift Cards or Gift Certificates On-campus purchases (i.e. University Store, Food Services, Printing Services, etc.,) should continue to be processed with an Inter-Account Bill.

10 Page -9- A. Sales & Use Tax Murray State University, as an agency of the Commonwealth of Kentucky, is exempt from payment of Kentucky sales tax. The University is also tax-exempt in the States of Illinois, Tennessee, and Missouri. Most states do recognize the university's tax exempt status. The cardholder should emphasize this tax-exempt status at the time of purchase. The taxexempt numbers are as follows: Kentucky: A-355 Illinois: E Tennessee: Missouri: If a card account is established with an MSU Foundation account number, purchases should be made under the Foundation s tax-exempt number C Vendors may obtain information about the university's tax-exempt status by calling Procurement Services at (270) The cardholder is responsible for communicating the tax-exempt status when making a purchase. If Vendors request a tax exemption certificate the cardholder should call or send their request to Procurement Services. This office will respond directly to the vendor. If you must pay sales tax in order to purchase the product, you should not purchase it. B. Purchasing Card Abuse The Purchasing Card is a corporate charge card and will not affect your personal credit. It is your responsibility to ensure that the card is used in accordance with these Procedures, as well as University Policies and Procedures relating to the expenditure of University funds. Failure to comply with program guidelines may result in permanent revocation of the card, notification of the situation to management, and disciplinary action in accordance with University Policies and Procedures relating to disciplinary action (Appendix 1) and termination for cause. V. GRANT PURCHASING CARDS All Grant Purchasing Card Reconciliations, along with copies of the receipts, must be sent to Accounting by the last day of the following month. You do not need to send your Expense Report to Procurement. All grant reconciliations will be audited every month. Grant PCards will be closed at the end of the grant. Grant PCards must follow the same procedures as non-grant cards.

11 Page -10- VI. FOUNDATION PURCHASING CARDS Foundation PCards will have a $500 single transaction limit and a $1000 monthly credit limit. Foundation Expense Reports require two approval signatures. All statements must have the two signatures before they are sent to Procurement Services. Foundation Expense Reports must be received in Procurement Services by the last day of the following month. Foundation reconciliations will be audited in the same manner as University Audits, but will be conducted by Foundation personnel.

12 Page -11- VII. MSU PURCHASING CARD SERVICE Purchasing Card Administrators David Blackburn Director, Procurement Services Telephone: (270) Fax: (270) Jackie Dudley Director, Accounting & Financial Services Telephone: (270) Fax: (270) MSU Purchasing Card Specialists Darcie Liddle Procurement Services Telephone: (270) Fax: (270) Camela Ramey Accounting & Financial Services Telephone: (270) Fax: (270) MSU and Foundation Tax-Exempt Status Procurement Services Telephone: (270) Fax: (270) JP Morgan Chase (issuing bank) U.S.Customer Service: (800) Outside U.S. Customer Service: (847) Lost Cards Issuing Bank- U.S: (800) Issuing Bank - Oustside U.S.: (847) Procurement Services: (270) Public Safety: (270) (if lost/stolen on campus)

13 PCARD Disciplinary Actions Appendix 1 Page -12- Disciplinary Action Abuses Single Occurrence Second Occurrence Ongoing Occurrence Personal Purchases Cardholder required to reimburse the University, also action taken up to and including permanent suspension. Other disciplinary action may be taken by the University, up to and including termination. Split Purchases to avoid $2,500 single purchase Written warning in form of audit finding Temporary suspension Permanent Suspension limit Non-Compliance with Discretionary Expenditure Written warning in form of audit finding, cardholder Temporary suspension Permanent Suspension Policy may be required to either reimburse the University or move the charge via Inter-Account Bill to an account that will allow the charge. On-Campus Purchases Written warning in form of audit finding Temporary suspension Permanent Suspension Payment of Sales Tax Written warning in form of audit finding, cardholder Temporary suspension Permanent Suspension required to contact merchant and request credit for the sales tax. Safety Issues Back not Signed Reconciliation/Retention Errors Reconciliation not completed by last day of the following month. Itemized receipts and approved travel rquest when required are not retained No record of reconciliation Statement to E-Print Reports Written warning in form of audit finding, if cardholder refuses to sign then action up to and including permanent suspension. Written warning in form of audit finding Written warning in form of audit finding, cardholder may be asked to reimburse the University for any charge that cannot be substantiated with an itemized receipt. Written warning in form of audit finding Temporary suspension Permanent Suspension Temporary suspension Permanent Suspension Temporary suspension Permanent Suspension The above issues are not meant to serve as a definitive list of all possible issues which would require disciplinary action. Any other issues not listed will be treated in a similar manner as determined by the card auditors and administrators. In addition to the disciplinary actions mentioned above cards with audit findings will also be subject to more frequent audits until the auditor is satisfied that the finding was an isolated incident and not an indication of a pattern of abuse.

14 Application Page -13- Appendix 2 APPLICATION TYPE: CONTACT INFORMATION: Applicant: New Cardholder Change MSU FOAPAL Number Change Credit Limit Cancel Card FIRST NAME MI LAST NAME Title: Employee Title: Faculty Staff MSU Department: Murray State University Purchasing Card Application Complete the following application and mail or fax ( ) to Procurement Services Campus Address: Campus CARD INFORMATION: MSU FOAPAL NUMBER: Campus Phone: Campus Fax: CHART FUND ORGANIZATION PROGRAM TRANSACTION LIMIT: $2,500 (University) $500 (Foundation) SECURITY QUESTIONS: (you may be ask these questions by the bank when you activate your card) Date of Birth: Last 4 digits of SSN: Mother's Maiden Name: CERTIFICATION STATEMENT: The named cardholder and their department agree, upon receipt of the monthly statement from JP Morgan Chase, to verify the accuracy of the billings and to keep a file for three (3) years of the statement along with supporting purchasing card receipts (the receipts are to be a descriptive itemization including items purchased, amounts, price and vendor). It is the cardholder's and department's responsibility to audit all purchases made on the Purchasing Card. The audit/review of each monthly statement must be completed by the cardholder and the account manager of the MSU ledger account assigned to the card. NOTE: Monthly charges will automatically be paid by Accounting & Financial Services. Disputes over charges and credits to statements are to be worked out by the cardholder with JP Morgan Chase. If a card is lost or stolen, the cardholder or user department is responsible to notify JP Morgan Chase, Procurement Services, and Public Safety immediately. It is the department's responsibility to notify the Procurement Services when the cardholder is terminated from the University or moved to another position so the card can be cancelled. To cancel a card, complete this application with Application Type marked "Cancel Card." As holder of this purchasing card and as the designated department approver, I agree to accept the responsibility for the protection and proper use of this purchasing card, as enumerated above and in the Purchasing Card Procedures. SIGNATURES: Cardholder Applicant Date 1st Approver (or higher authority level if Cardholder is the Account Manager) Date 2nd Approver (or higher authority level if Cardholder is the Account Manager) (Required by applicants on MSU foundation accounts only) Date

15 Dispute Form Appendix 3 Page -14- Dispute Form: This form has been provided for your convenience. If you believe that a transaction on your statement is in error you can use this form to contact us. Regulations require that you notify us in writing within 60 days from the statement billing date of the disputed charge. Any response received after this time frame may result in our inability to assist you with your dispute. Please be advised that Visa & MasterCard require that attempts be made to resolve your dispute with the merchant before notifying us. Please complete and mail or fax this form to Commercial Card Services, ATTN: Dispute Dept., P.O. Box 2015, Elgin, Illinois, , CCS-Disputes@Chase.com, or Fax to (847) Name: Account #: Merchant Name: Transaction Date: Posting Date: Reference #: Transaction Amount: $ Please Circle one of the following choices applicable to your dispute. Include all necessary information/documentation. 1. I do not recognize the above-mentioned charge. I have attempted to contact the merchant to obtain further information. 2. I have been billed more than once by the same merchant. I authorized one charge with this merchant only. My card was in my possession at the time of the transaction. Valid Charge Invalid Charge $ Reference # Transaction Date: $ Reference # Transaction Date: 3. I canceled: Service / Airline Ticket / Hotel Reservation on (date). Cancellation# 4. I have not received the merchandise that was to be shipped to me on (date). I have requested credit. 5. Merchandise that was shipped to me arrived damaged or not as described. I returned it on (date) and asked the merchant to credit my account. I am providing a copy of my returned mail receipt. 6. Merchant was to issue credit for merchandise I returned to the store. I have enclosed a copy of my credit receipt. 7. I have been charged for a purchase that was paid for by other means. I am providing a copy of the documentation showing the other method of payment. 8. 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. 9. I did not authorize the above-mentioned charge. I have attempted to contact the merchant to resolve dispute. (If this is a VISA account, Visa regulations require that your account be closed prior to pursuing this dispute reason. Please call Customer Service at to assist you in closing your account.) 10. Other: I am attaching detailed information that describes the dispute. Work Phone ( ) Fax Signature Date

16 Transaction Summary Appendix 4 Page -15- Murray State University Purchasing Card Transaction Log Cross Order Delivery Name of Purchaser Moved To Ref # Date Date Vendor Name Description Amount if not cardholder Account/Code **Reconciled TOTAL Account Reconciler's Signature Date Reconcilitation Period Cardholder's Signature Date Account Manager's Signature Date Second Approvers Signature (Foundation Accounts) Date ** You must reconcile to your account statement from JP Morgan Chase

17 Asset Information Form Appendix 5 Page -16- INV-IC-001.1/REVISED 07/08 ASSET INFORMATION FORM Appe ASSET NUMBER ROOM DEPT BLDG MANUFACTURER'S NAME MODEL SERIAL NUMBER ASSET TYPE QTY. STANDARD DESCRIPTION ACQUISITION DATE ORIGINAL COST FUND ORGANIZATION PROGRAM ACCOUNT - LOCATION DEPARTMENT NAME NOTE: COMPLETE SHADED AREAS AND ATTACH A COPY OF ALL APPLICABLE SUPPORT DOCUMENTATION (RECIEPT, QUOTE, PACKING SLIP, AND/OR INVOICE) MAIL TO INVENTORY SERVICES OR FAX TO QUESTIONS SHOULD BE DIRECTED TO INVENTORY SERVICES AT