A.
Enrollment
B.
Usage
C.
Limits
◦
Log onto FAMIS Portal:
◦
From Purchasing/Payments menu,
select Procurement Card, then
select Enrollment Application
◦
Enter applicant & accounting info and submit
◦
WC# will be generated –
record this number for
Log into FAMIS via the following link:
◦
Principals require Superintendent approval prior
to approval by the CFN
◦
Non-Principals require level 200 FAMIS principal
approval prior to approval by the CFN
◦
Emergency purchases; admissions; postage
◦
Procurement guidelines apply:
◦
Cardholders required to
obtain 3 bids
when:
Purchases exceed $250, or
Purchases where aggregate amount for
a single vendor
◦
Purchases banned via P-Card
Personal services
Open purchase orders
Cash advances
Split billing
Out of town travel
◦
Key dates
End FY11 - June 24, 2011 4pm EST
Goods must be received by -
June 30, 2011
P-CARD CERTIFICATION CALENDAR
CARD-HOLDER
Month
Enrollment
Certification
JUN
Yes
Certify May transactions by 6-21-10
JUL
Yes
Certify June transactions by 7-20-10
AUG
Yes
Certify July transactions by 8-17-10
SEP
Yes
Certify August transactions by 9-28-10
OCT
Yes
Certify September transactions by 10-27-10
NOV
Yes
Certify October transactions by 11-23-10
DEC
Yes
Certify November transactions by 12-21-10
JAN
Yes
Certify December transactions by 1-18-11
FEB
Yes
Certify January transactions by 3-02-11
MAR
Yes
Certify February transactions by 3-29-11
◦
$15,000 maximum credit limit
P-Card balance cannot exceed this amount at any
time
◦
$2,500 single transaction limit
No individual purchase can exceed this amount
◦
8 transaction per day maximum limit
P-card will be declined after 9
th
transaction in same
◦
Cardholders
must
certify purchases monthly
DFO Emails all cardholders an initial time and a
follow-up email to only those who have
uncertified transactions to remind cardholders
to certify
Certify-by dates:
Log onto P-Card Expense Reporting
Log into Expense Reporting via the following link:
Late certification penalties
◦
1
st
time failure to certify on time
Card suspended
Card holder certifies late
Cardholder emails
the WC# AND statement that
all certifications have been completed
Card reinstated within
48 hours
◦
2
nd
time failure to certify on time
Same, except
90 days
from date of certification to reinstatement
◦
3
rd
time failure to certify on time
Employee termination/retirement
◦
School must notify bank (800-270-7760)
Get available balance and process a decrease
◦
Also notify Frank Lanore (718-935-5406)
◦
Card is de-activated by bank and in FAMIS
◦
Copy the card then destroy it
Fiscal year end
◦
All cards deactivated annually
You now have online access to view your P-card
transactions, print statements and obtain the
available balance (from previous day) via the
JPMorgan Chase PaymentNet application.
Please follow the link below to access this site.
In order to log-on you need the following
information:
◦
Organization ID
= us63352
◦
User ID
- Consists of your last name as it appears
on your P-card, followed by the last 4 digits of
your P-card. No spaces or non-alphanumeric
characters (ex. lanore1234)
Upon initial log-in, user will be prompted to
change their Pass Phrase.
◦
The Pass Phrase is case sensitive and is required to be a
minimum of 6 characters.
A separate user id is assigned for each active
Enter your 16 digit account number and click the
Process Criteria
button
1234567891234567
The filename will come up as “Submitted”. Click on the refresh
button until the filename indicates “Cardholder Status Report”
To find your balance look under the “Available Limit”
column.
Please note that this is your balance as of the
EXPENSE TAKE ACTION SOP / RULE
DOCUMENTATION
Keep monthly P-card statements in chronological order. Attach receipts for purchases made that month. Check to ensure the statement matches your purchases and receipts. Obtain credits timely for returned merchandise.
1.2.4 – OTPS 4.8 - OTPS 7.2.2 - OTPS
RENTAL CARS Occasional car rentals to meet DOE trip or business needs are permitted only when justified for DOE
business.
2.5.1 - OTPS 2.7.1 - OTPS
INSURANCE Trip insurance is NOT reimbursable; neither rental car nor personal car insurance is reimbursable – do
not purchase optional collision/damage waiver and personal effects insurance when renting a car.
2.17.3.3 - TRAVEL & CONFERENCES 2.17.4.4 - TRAVEL & CONFERENCES 2.17.4.5 - TRAVEL & CONFERENCES
TOWED VEHICLE FEE Towing fees are not reimbursable unless the expense is for an approved use of a DOE-owned vehicle. 2.17.3.3 - TRAVEL & CONFERENCES 2.17.1 - TRAVEL & CONFERENCES
USE A LOG Use and continually update a usage log. See sample form in SOP. Verify bank statements against
LOG monthly. 4.8 - OTPS
SALESTAX EXEMPTIONS
Review receipts before completing purchases of goods – and provide tax exemptions certificates – we are sales tax exempt in New York State. Lodging taxes paid for lodging in New York State is not reimbursable. Taxes on meals purchased during overnight travel are included in the GSA reimbursable rate.
2.15 - TRAVEL & CONFERENCES 2.5.12- OTPS
EXPENSE
TAKE ACTION SOP / RULE
SPLIT BILLING Complete the purchase with one vendor in one transaction. Do not make multiple payments for one
purchase.
4.2.2 - OTPS 4.9 - OTPS
FOOD
There are only 6 approved reasons for reimbursable food at work: food should not be purchased routinely. You may buy light refreshments ($3 per person) or modest meals ($ 8 per person) as follows:
1.When an out- of –town official, consultant, private firm or other party not paid by the DOE meets with DOE employees,
2. When the DOE invites potential bidders to a formal RFP conference,
3. At a meeting lasting more than 2 hours held at the organizers worksite and 50 or more people who are away from their worksite attend,
4. At an all day meeting of unpaid volunteers,
5. At a periodic meeting with key managerial staff organized by office head, lasting more than 2 hours 6. At a meeting starting 2 hours before work or 2 hours after the normal workday so long as attendees are not paid overtime or receive a meal allowance.
You should use OSF catering as a first choice and supervisors must approve the expense.
2.5.6 - OTPS 2.7.6 - OTPS
