NC State University Visa Purchasing Card Purchase Card Staff Sharon J. Parrish PCard Administrator 515-6130 sharon_parrish@ncsu.edu Ashru Shah PCard Manager 515-8097 ashru_shah@ncsu.edu Jill Dillon PCard Administrator 515-6133 jill_dillon@ncsu.edu Purchase Card Home Page: http://materialsmgmt.ofb.ncsu.edu/pcard-services/pcard-program.php 1
PCard Roles Cardholder or Reconciler? Backup reconciler recommended to have more than one assigned reconciler. Supervisor or Department Head Information Standard Visa with Employee s Name Corporate Account-Issued by Bank of America Tax-Exempt number on the card Card tied to specific Project-ID Daily Reconciliation of Charges Multiple Users Discouraged Cancel when leaving or transferring 2
BILLING ADDRESS NC State University 2721 Sullivan Drive, Campus Box 7212 Raleigh, NC 27695 Billing Phone Number: (919) 515-8097 SHIPPING INFORMATION: When placing orders, give the vendor your Name, campus shipping address and phone number. **NCSU Ship-to address (not home address) Rules and Regulations Small Purchase and Travel Policies established by the University apply to all charges. http://controller.ofb.ncsu.edu/travel-authorizationreimbursements/travel-guidelines/ Vendors Preferred (Marketplace) and prohibited http://materialsmgmt.ofb.ncsu.edu/sourcing-procurement/sourcingand-procurement-services.php CPI program for IT purchases http://oit.ncsu.edu/it-purchases Spending Guidelines - refer to Controller s website: http://controller.ofb.ncsu.edu/guidelines-references/ 3
Purchasing & the PCard Buying Goods & Services http://materialsmgmt.ofb.ncsu.edu/sourcing-procurement/buying-goodsand-services.php Purchases with Specific Requirements http://materialsmgmt.ofb.ncsu.edu/sourcing-procurement/buying- Goods-and-Services.php State Term Contract Vendor Link http://www.doa.state.nc.us/pandc/keyword.htm Better Pricing http://materialsmgmt.ofb.ncsu.edu/sourcing-procurement/better-pricing.php Merchant Category Codes MCC Vendors register under a specific code at their bank Spending groups Types of purchases Purchase List What is allowed? Some MCC codes blocked to control purchases: Restaurants Personal Services, 1099 Services, Gift Cards No Alcohol 4
Documentation Detailed receipt for each transaction should include: Description, Unit Price, Extended Price, Shipping, Total Amount and no Sales tax. NCSU ship-to address (no home address) Types of Receipts: Vendor letterhead, detailed packing slip, courier receipts (Fedex or UPS), recurring charges: web print-out Food Purchases: Reason for purchase, list of attendees and no State funds (Form AP107 non-travel meals) Travel Authorization referenced (Form AP104 for nonemployee travel) Business purpose clear on each receipt Spending Limits Standard Limits $2,500 per transaction* $5,000 per day $25,000 per month Limits can be raised upon request. *No splitting of charges is allowed. Extended Limits $5,000 per transaction* $10,000 per day $25,000 per month Upgrade based on College and PCard administrative approval. Limits raised upon completion of form. 5
Travel and the PCard Travel Authorization before booking travel Hotels/Car Rental/Airfare/Bus/Train/Taxi/Parking fees Room, tax and Internet only (occupancy tax OK) No incidental charges (laundry, movies, room service or phone calls) Personal meals are not allowed (due to per diem) Conference registrations acceptable Extra meal charges allowed if business related i.e. Awards banquet Meals are allowed if part of registration fee fee includes breakfast and lunch For car rental - no additional (CDW/LDW) insurance Schedule/Deadlines http://materialsmgmt.ofb.ncsu.edu/pcard-services/pdf/billingcyclecalendar.pdf 6
Statement Deadlines Complete statements due by 20 th of following month. Scanned to the Financial system (allow time) First time Late On hold until received Second time Late On hold for 4 weeks, memo from Department Head required. Third time Late On hold for 4 weeks, memo from Department Head and refresher training required. Important Information Purchase Declined? Transaction Limits/MCC Code/CVV/Expiration Date Contact PCard Administrator Lost or Stolen Card? Contact PCard Administrator Call Bank of America at 1.888.449.2273 Keep at home for night and weekends Validation of Charges Dispute Form Fax to Bank of America Include with your statement as your receipt 7
Important Information Chip/PIN cards are here! Please read the brochure that comes with your new card. The PIN technology is very helpful for international travel. Cardholders can swipe the magnetic stripe and sign or use the Chip with the 4-digit PIN code. Forget your PIN? Visit our web page to get the instructions for PIN retrieval: http://materialsmgmt.ofb.ncsu.edu/pcard-services/pcard-program.php International Travel: The Cardholder should call BOA at 1-866-500-8262 and provide the exact trip dates and destination. Statement Processing Statement printed from NCSU Card Center Tape small receipts on all sides to 8 ½ by 11 Don t cover details Verify amounts match Write CPS/CPC number on matching receipt Put itemized receipts in statement order Sign, print, and date in ink Give statement package to reconciler Review and confirm information is correct *See Sample Statement attached 8
Statement Review - Tape is not covering printed information - $ Amounts match - Signatures are in ink - CPS/CPC numbers - All receipts are there and itemized - No splitting of charges - Confirm purchase supported by project-id - Food/Reason/No State funds - Business purpose clear on every receipt - State Contract Vendor - External Review & Reporting - Card put on hold or closed if continued misuse NCSU Card Center NCSU CARD CENTER (MyPack Portal) Request changes to your card Print your own Statement Inactivate your card if leaving NCSU or transferring departments View Card Summary (Spend types, Project ID and reconcilers) View Request History Card Center Instructions http://materialsmgmt.ofb.ncsu.edu/uploads/pdf/cardcenter_instruct.pdf 9
Type of payment Checklist Documentation Itemized Receipts from Merchant/Supplier Business Purpose Extended absence or leave notify us to put the card on Hold. Sales Tax Exemption Controller: http://controller.ofb.ncsu.edu/tax-compliance/ PCard Calendar and FAQ s http://materialsmgmt.ofb.ncsu.edu/pcard-services/faqs.php 10
Purchase Card Program (Rev 4/15) Reconciler Checklist: 1) Statements are printed clearly and legibly. (do not alter the format when printing) 2) Complete and detailed Receipts: a. Receipts are in order as they appear on the statement. b. Amount of statement and receipt match. c. All receipts are provided and itemized by the vendor. d. CPS or CPC number is written on each page of the receipt or supporting documentation. e. Business purpose is clear on each receipt. f. Tape receipts smaller than 8.5 x 11 on all four sides completely. Do not cover printed information (tape will erase ink). g. Receipts that are larger than 8.5 x 11 should be reduced by copier. h. Receipts that are longer than 8.5 x 11 (grocery store receipts) can be cut and taped down. Discard any ads or non-essential information. 3) Recommended: a. Make a copy of the receipt and tape the original next to it so that if you tape over ink, a readable copy will be included. b. Phone bills or other double-sided receipts should be photocopied and submitted as single-sided documents. Original should be retained by department. 4) IMPORTANT: Be sure that the full credit card number is not printed on any documentation. (use white-out to block the #) Do not include copies of personal checks used for reimbursement. 5) If food, flowers, or water were purchased, ensure that a reason is provided along with a list of attendees. 6) Signatures, printed name and the date are in ink. 7) Other documentation: Employee travel TAA number (travel authorization) should be referenced on related receipts. Non-employee travel - submit form AP104.
KISSinsights INVOICE Billed to II D11te Description J Amount Subtoltll Pnicl Totnl Due Tl1ank you for using KISSinsigllts. We appreciate your!)usiness. KISSinsiQ!llS
Allow List (Rev Feb 2013) What s Allowed NCSU business purchases only. Your card can be used for the Type of Spending requested and approved on your PCard application: o Standard - includes routine supplies, materials and service expenses. Also registration fees, books, memberships, subscriptions, etc. This does not include travel type expenses. o Travel - includes expenses such as airfare, hotels, car rental/gas, other transportation and parking. Not to be used for personal meals while in travel status. o Meals - refers to the purchase of food and beverages for entertainment purposes only. Not to be used for personal meals while in travel status. What s NOT Allowed This is not an all-inclusive list. It is intended as a guide only. Exceptions can be requested on a case-by-case basis. Amusement & Entertainment Amusement Parks - Aquariums Athletic Fields Bands & Orchestras Billiard & Pool Hall Establishments Bowling Alleys Carnivals/Circuses/NC State Fair Commercial Sports Dance Halls, Schools & Studios Motion Picture Theaters Professional Sports Clubs Public Golf Courses Sports Promoters Theatrical Producers Ticket Agencies Timeshares Tourist Attractions & Exhibits Video Amusement Game Supplies Video Game Arcade Automobiles & Vehicles Motor Home Dealers Motorcycle Shops & Dealers Snowmobile Dealers Motor Home & Recreational Vehicles Business Services Consumer Credit Reporting Agencies Inbound Telemarketing Merchants Insurance Sales Premiums/Underwriting Manual Cash Disbursements Money Transfer Securities Brokers & Dealers Automated Cash Disbursements Direct Marketing Insurance/Travel Svce Outbound Telemarketing Merchants Clothing Stores Furriers & Fur Shops Contracted Services Insulation Contractors Masonry Contractors Plastering Contractors Stonework Contractors Tile Setting Contractors Government Services Court Costs - Fines Bail & Bond Payments Tax Payments
Allow List (Rev Feb 2013) Miscellaneous Stores Antique Reproduction - Antique Shops Bars/Beer, Wine & Liquor Stores Cigar Stores & Stands Cosmetic Stores Crystal & Glassware Stores Fireplace & Accessories Stores Hearing Aids Sales, Service & Supply Pawn Shops Record Shops Philatelic & Numismatic Supplies Salvage & Wrecking Yards Stamps & Coin Stores Personal Service Providers Barber & Beauty Shops Counseling Service Debt/Marriage/Personal Health & Beauty Spas Massage Parlors Tax Preparation Service Repair Services Clock & Watch Repair Shops Jewelry Repair Shops Retail Stores Duty Free Stores Mobile Home Dealers Transportation Boat Leases/Rentals Cruise Lines Wholesale Trade Precious Stones & Metals Watches & Jewelry Professional Services Accounting/Auditing Services Attorneys & Legal Services Automobile Associations Bookkeeping Services Business & Secretarial Schools Child Care Services Chiropodists - Chiropractors Dentists Doctors ALL TYPES Elementary & Secondary Schools Nursing & Personal Care Facilities Ophthalmologists - Optometrists Opticians, Optical Goods & Glasses Political or Religious Organizations Trade & Vocational Schools
NCSU PURCHASE CARD BILLING CYCLE CALENDAR 2015 Monthly Billing Cycle Billing Cycle Final Date for Online Statements Available Statements & Receipts Statement Name Dates Reconciliation For Printing Due to Financial System (by 5:00 PM unless noted) December 2014** 12/19/2014 11/21 thru 12/19 12/22/2014 by 12PM**** 12/23/2014 1/20/2015 January 2015 1/20/2015 12/20 thru 1/20 1/22/2015 1/26/2015 2/20/2015 February 2015 2/20/2015 1/21 thru 2/20 2/24/2015 2/26/2015 3/20/2015 March 2015 3/20/2015 2/21 thru 3/20 3/24/2015 3/26/2015 4/20/2015 April 2015 4/20/2015 3/21 thru 4/20 4/22/2015 4/24/2015 5/20/2015 May 2015 5/20/2015 4/21 thru 5/20 5/22/2015 5/26/2015 6/22/2015*** June 2015** 6/19/2015 5/21 thru 6/19 6/22/2015 by 5:00 PM 6/24/2015 7/20/2015 July 2015 7/20/2015 6/20 thru 7/20 7/22/2015 7/24/2015 8/20/2015 August 2015 8/20/2015 7/21 thru 8/20 8/24/2015 8/26/2015 9/21/2015*** September 2015** 9/18/2015 8/21 thru 9/18 9/22/2015 9/24/2015 10/20/2015 October 2015 10/20/2015 9/19 thru 10/20 10/22/2015 10/26/2015 11/20/2015 November 2015 11/20/2015 10/21 thru 11/20 11/23/15 by 5:00 PM**** 11/24/2015 12/21/2015*** December 2015** 12/18/2015 11/21 thru 12/18 12/21/2015 by 5:00 PM**** 12/23/2015 1/20/2016 *Shortened due to year end closeout. ** Billling cycle ends the previous business day since 20th falls on weekend. *** Statement deadline extended thru next business day since 20th falls on a weekend/holiday. ****Due to the University Holiday schedule, reconciliation must be completed by 5:00 pm on this date. NOTE: All statements are required to be scanned into Financial system by 5:00 PM on 20th of the following month. Any statements not in by that time will be placed on hold the next business day. If statement is late for a second time, the hold will remain in effect for four (4) weeks from date the statement is received and also requires a memo from the Department Head.
BUSINESS CARD CLAIMS STATEMENT OF DISPUTED ITEM Instructions: Your company should first make good-faith efforts to settle a claim for purchases directly with the merchant. If assistance from Bank of America is required, please complete this form. Mail completed form with required enclosures within 60 days from the billing close date to: Bank of America Commercial Card Services Operations P. O. Box 53101 Phoenix, AZ 85072-3101 or FAX (888) 678-6046 Company Name: Account Number: Cardholder Name: This Charge appeared on my statement, billing close date: Transaction Date: Reference Number: Merchant Name/Location: Posted Amount: Original Sales Slip Requested: Yes No Disputed Amount: (Cardholder Signature) (Authorized Participant Signature) (Date) (Phone Number) Please Check Only One (After choosing one of the following options, feel free to provide additional details regarding the transaction on a separate piece of paper) 1. Unauthorized Transaction: I did not authorize, nor did I authorize anyone else to engage in this transaction. No goods or services represented by the above charge were received by me or anyone I authorized. My Bank of America card was in my possession at the time of the transaction. 2. Charge Amount Does Not Agree With Order Authorizing the Charge: The amount entered on the sales slip was increased from $ to $. I have enclosed a copy of the unaltered sales slip. 3. Merchandise or Services Not Received: I have not received the merchandise or services represented by the above transaction. The expected date of delivery of services was. (Please describe your efforts to resolve this matter with the merchant, the date(s) you contacted them and their response.) 4. Defective or Wrong Merchandise: I returned the merchandise on because it was (check one): defective; wrong size; wrong color; wrong quantity. (Please describe your efforts to resolve this matter with the merchant, the date(s) you contacted them, their response and proof of the return of merchandise. Please provide a detailed description of the wrong or defective nature of the merchandise.) 5. Recurring Charges After Cancellation: On (date), I notified the merchant to cancel the monthly/yearly agreement. Since then my Bank of America account has been charged time(s). (Please enclose a copy of the merchant s confirmation of your cancellation request.) 6. Recurring Charges Already Paid by Other Means: I already paid for the goods and/or services represented by the above charge by means other than my Bank of America Commercial Card. (Please provide a copy of the front and back on the cancelled check, money order, cash receipt, credit card statement, or other documentation as proof of purchase/payment. Describe your efforts to resolve this matter directly with the merchant, the date(s) you contacted them, and their response.) 7. Credit Appears as a Charge: The enclosed Credit Voucher appeared as a charge on my Bank of America Commercial Card account. 8. Credit From Merchant Not Received: I did not receive credit for the enclosed Credit Voucher within 30 calendar days from the date it was issued to me by the merchant shown above. (Please describe your efforts to resolve this matter with the merchant, the date(s) you contacted them and their response. Provide a detailed statement explaining your reason(s) for disputing this charge.) 9. Hotel Reservation Cancelled: I made a reservation with the above hotel which I later cancelled on (date) at (time). I received a cancellation number which is. (Please describe how the reservation was cancelled, proof of cancellation and attempts to resolve this issue with the merchant. I was not given a cancellation number. I was not told at the time that I made the reservation that my account would be charged for a No Show. I was not informed of the cancellation policy. 10. Double or Multiple Charges: My Bank of America Commercial Card Account has been double charged. The valid charge appeared on (date). The duplicate charge(s) appeared on. 11. Do Not Recall the Transaction: The statement has an inadequate description of the charge. Please supply supporting documentation. 12. Other; Above Descriptions Do Not Apply: Please attach a detailed letter explaining the reason for your dispute and your attempts to resolve this issue with the merchant.