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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:
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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
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BILLING ADDRESS
NC State University2721 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-authorization-reimbursements/travel-guidelines/
Vendors – Preferred (Marketplace) and prohibited
http://materialsmgmt.ofb.ncsu.edu/Sourcing-Procurement/Sourcing-and-Procurement-Services.php
CPI program for IT purchases http://oit.ncsu.edu/it-purchases Spending Guidelines - refer to Controller’s website:
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Purchasing & the PCard
Buying Goods & Serviceshttp://materialsmgmt.ofb.ncsu.edu/Sourcing-Procurement/Buying-Goods-and-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 Cards5
Documentation
Detailed receiptfor 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 non-employee 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.
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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
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Statement Deadlines
Complete statements due by 20
thof following
month.
Scanned to the Financial system (allow time)
•
First time Late – On hold until received
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Second time Late – On hold for 4 weeks,
memo from Department Head required.
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Third time Late – On hold for 4 weeks,
memo from Department Head and
refresher training required.
Important Information
Purchase Declined?
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Transaction Limits/MCC Code/CVV/Expiration Date•
Contact PCard Administrator Lost or Stolen Card?
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Contact PCard Administrator•
Call Bank of America at 1.888.449.2273•
Keep at home for night and weekends Validation of Charges
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Dispute Form•
Fax to Bank of America8
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 usethe Chip with the 4-digit PIN code.
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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
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Statement Review
- Tape is not coveringprinted 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 Instructions10
Checklist
Type of payment
Documentation
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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
(Rev 4/15)
Purchase Card Program
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.
TA00088514
TA00088514
TA00088525
KISSinsights
Billed to
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D11te Description
J
Tl1ank you for using KISSinsigllts. We appreciate your !)usiness. KISSinsiQ!llS
INVOICE
Amount Subtoltll Pnicl Totnl DueAllow 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
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
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
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.
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.
NOTE: All statements are required to be scanned into Financial system by 5:00 PM on 20th of the
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: Disputed Amount:
Original Sales Slip Requested: ____Yes ____No
_______________________ _______________________ __________ __________ (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.
