CITIBANK PROCUREMENT CARDS 2010-2011 FISCAL YEAR Procurement Card Training.
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Transcript of CITIBANK PROCUREMENT CARDS 2010-2011 FISCAL YEAR Procurement Card Training.
CITIBANK PROCUREMENT CARDS2010-2011 FISCAL YEAR
Procurement Card Training
Welcome
Procedure ManualCardholder Allocation GuideLevel Manager Guide
•Overview of Program•General Information
•User Procedures
Procurement Card Procedure Manual
Procurement Card Overview
Provides University employees with a more efficient way to purchase day-to-day supplies
The use of the procurement card is not intended to bypass appropriate purchasing procedures set forth by the State of Texas
The program is administered through the Purchasing department
Program Contacts
Mickie ScantlingProcurement Card Auditor
Bryan GlennDirector of Purchasing
Important Points
The procurement card is only issued to the cardholder. No one else is allowed to use the card.
The cardholder is responsible for all transactions made with his or her procurement card.
Cardholders are responsible for allocating charges on a monthly basis and submitting supporting documentation to the Purchasing office by the fourth working business day of each month.
Cardholder Responsibilities
Attending TrainingCard SecurityMaking Appropriate PurchasesSubmitting LogsCorrections
Department Head Responsibilities
Approving TransactionsCorrections
Purchasing Department Responsibilities
Provide TrainingAudit LogsAssist CardholdersBilling Transactions
Allowable Purchases
Office, lab, or classroom supplies
BooksFlowers*Janitorial SuppliesMeals/Food for
business-related meetings*
Medical SuppliesPostage & ShippingPromotional ItemsRegistration Fees SubscriptionsTools/HardwareVideosCopier Rental
*Only on local accounts
Unallowable Purchases
MembershipsCash RefundsCash AdvancesAlcoholic BeveragesComputer hardware
or softwareGasolineInsurance
ServicesPersonal PurchasesCapitalized or
controlled equipment (televisions, computers, etc.)
Employee travel expenses
Gift cards for University employees
Sales Taxes
All purchases made with the procurement card are exempt from sales tax
Cardholders will be held responsible for refunding or reimbursing any sales taxes paid on the procurement card
The only exception to this rule is for business meals
A business meal is defined as: “a meal consisting of both University and
non-University employees with a specific University business function”
Split Purchases
An instance where a cardholder makes a purchase larger than the delegated limit, and the vendor runs the credit card multiple times in order to bypass the cardholder’s single purchase limit.
This is a violation of the state’s purchasing guidelines and should not be practiced.
Account Selection
The cardholder will use Citibank’s website on a monthly basis to allocate each transaction to an account within their department
Accounts are sorted by Division and Department
There are restrictions on what items may be paid using a state-funded account (begins with 10, 15, 18)
Items such as food, decorations, gifts, and flowers may not be purchased using state funds
Account Structure
XX-XXXXXXX-XX-XXXX
Funding Source
Department
Object
Object Code
Funding Sources
• 10 – State Appropriations• 11 – Designated Funds• 12 – Auxiliary Funds• 15 – M&O Accounts• 18 – ARRA Accounts• 19 – Restricted Funds (Grants)• 40 – Renewals & Replacements• 50 /51 – Foundation• 52 - Alumni
Department & Object
Department Unique 7-digit number for the department
Object Will either be 62 or 92 62 – Budgeted funds for fiscal year 92 – Term of grant or until money is expended
Object Codes
Four digit codeAn object code is a basic description of the
purchase that was madeThe cardholder will select an object code that
is an appropriate description of the item(s) purchased
Any purchases made with state funding cannot have an object code in the 6000 level, such as 6012 or 6280
Receipt of Goods & Services
When allocating, the cardholder must indicate if the goods and services purchased have been received
There is a drop-down menu beside each transaction for the cardholder to verify if the goods were or were not received
If the goods were not received, the cardholder should select “no” and complete an exception form as backup documentation
The cardholder must also notify Purchasing once the goods have been received
Supporting Documentation
Detailed expense descriptionInclude a receipt or missing receipt formMeal purchases must include a list of who ate
the meal/food purchased, as well as the business purpose of the meal
Gift card purchases must include a gift card purchase form
Receipts should be taped down neatly to computer paper.
Please do not tape over the totals on the receipts because the tape causes the numbers to fade.
Audit Process
Envelope is filled out completelyReporting period is correctAll backup documentation is includedTransactions were appropriate for University
businessThe vendor was appropriateCardholder used account numbers from
his/her departmentObject codes were suitable for purchaseNo split purchases were madeNo sales taxes charged
Corrections
The auditor will contact the cardholder via email with any corrections that need to be made
The cardholder will have one week to make necessary corrections
If issues have not been corrected after a week, the auditor will contact the cardholder and department head with instructions to make corrections
Suspensions
The Purchasing Office reserves the right to suspend credit card privileges to cardholders due to non-compliance with the procurement card procedures and guidelines
To reinstate privileges, cardholders will be required to write a memo to Purchasing stating they will operate within proper guidelines and procedures in the future
The employee will also be required to attend procurement card training before privileges are restored
Purchasing Website
Training Materials, Forms, and Allocation due dates are located on the purchasing website:
http://www.wtamu.edu/administration/purchasing-and-inventories-procurement-card.aspx
You can also access the link to Citibank’s website from the procurement card webpage.