Purchasing Card Training

Purchasing Card Training

WELCOME

Your Purchasing Card Team:

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

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

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

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

Role Definitions

•

Back-up Card Coordinator

–

Must be able to modify and perform all duties in

absence of Card Coordinator

•

Budget Authority Designee

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

Limits and Restrictions

•

Up to $2500 Single Transaction

limit

•

Monthly spending limit is set

by Budget Authority – up to

$10,000

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

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

Card Surrender

•

Change Departments

•

Leaving UNCW Employment

•

Upon request of Budget

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 1-866-500-8262

– P-Card Administrators

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

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,

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

Dispute of Statement Item(s)

•

Try to resolve as much as possible with the vendor.

•

If unsuccessful, contact Purchasing Card

Billing cycle is from the 10

_{of a month thru the 9}

_of

the next

(e.g., April Statement: March 10th _{– April 9}th ₎

• Statements should be received approximately the 17th 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.

Reconciliation

•

Tape

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

Reconciliation (cont’d)

Cardholder – Prepare & Sign Statement

Card Coordinator – Reviews transactions and updates

funds

Budget Authority Signs

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 email

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!!

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)

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:

Compliance (cont’d)

• Infraction to an individual card

– 1st violation– Card frozen until resolved, – 2nd time frozen for 30 days after resolution.

– 3rd violation – BA must justify why the cardholder needs

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

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.

On Campus Acceptable

Purchase

There is only 1 one place on campus you may

use your card!

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: 10th of a month thru the 9th of the next (3/10 – 4/9 April Statement)

Reporting lost or stolen card and fraudulent activity

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