FY 2014 P-CARD REFRESHER TRAINING Krishna Nichols – P-Card Administrator [email protected]...

FY 2014 P-CARDREFRESHER TRAINING

Krishna Nichols – P-Card [email protected]

706-721-9441

FY14 P-card Refresher Training

mailto:[email protected]

NEW CARD DESIGN

New cards and all replacement cards will now feature the new card design• Light Grey/Blue with GRU logo• “Tax Exempt” and FEIN printed on front• Cardholder Name followed by Georgia Regents

University


Review

Approval Process in Works:•Cardholder – Approver(Manager) – Auditor (Krishna)•P-Card cycle starts and resets on the 28th of each month•Balances become available once the Approver signs off•All transactions that post to Works must be allocated and signed-off.

– Exception: the charge is in dispute and Krishna/BOFA has been notified

• All transactions must be allocated and signed-off around the 5th

of each month.• Activity schedule available online for monthly deadlines


Review (continued)

Reconciliation:•Be sure to allocate all charges in Works to the correct PC#/CFC/account code combination•Add comments in Works and on paper documentation •Comments in Works CANNOT be edited so be mindful•All charges on the Bank of America statement must match the charges on your Monthly Report/Activity Log•Include special approvals or any additional documentation with your receipts•Sign Bank of America Statement


Review (continued)

• Statement Packets need to include the following items (in order)

- SIGNED Bank of America Statement

- Activity Log/Monthly Report from Works

- Detailed Receipts and related paperwork(in statement order)


P-Card “Don’ts”• No Food• No Travel (Registration is still allowed)

- Don’t even use it to hold a room• No Furniture• No equipment over $2,999.99 (including

shipping/handling/set-up/installation)• No personal items such as

- Hand sanitizer, facial tissues, dust busters, fans, heaters, microwaves, coffee makers


P-Card Don'ts (continued)

• No orders over $4,999.99• No splitting purchases

– This means splitting an order to avoid the single transaction limit. This is NOT ALLOWED and can result in loss of P-Card.

– If you have an order that is more than $4,999.99 please contact the P-Card Administrator (Krishna) to discuss the best means of making the purchase.


P-Card Do’s• Below is just a small list of the allowable purchases.

Please refer to the P-Card Purchasing Do’s and Don’ts handout that was given to you in training and available on the website.– Books, Reprints, Pre-printed Matter– FedEx/UPS (All receipts must include the ship to address)– Dues/Membership (Must include the Accounts Payable

Memorandum Form; Cannot be an automatic renewal

(No Amazon Prime Membership!)– Registrations (Use of the P-Card is strongly encouraged, except

where this includes food & lodging that is priced separately)– Software (Less than $999.99 per item and does not store PHI or

IPI data elements)

Sales Tax

Georgia Regents University is a tax exempt entity. The P-Card holder needs to inform the vendor of our tax exempt status prior to purchase. The tax exempt form is available on the website below.

http://www.gru.edu/supply/pcard/


Cardholder Responsibilities• Use P-Card for legitimate business purposes only• Safeguard the P-Card

- Keep in a locked drawer/file cabinet that only the P-Card holder has access to.

• Do not allow others to use your P-Card• Obtain a receipt for all transactions.• Understand allowable purchases and non-allowable

purchases (If in doubt, always check with Krishna)• Make sure that GA sales tax is not charged when making

a purchase with the P-Card


Cardholder Responsibilities • Reconcile statements and receipts every month around

the 5th. - Failure to meet the deadlines in place will result in infraction letters and possible suspension of P- Card

use.• Immediately report lost or stolen cards to BOA and

P-Card Administrator(Krishna)• Immediately report fraudulent charges to BOA and

P-Card Administrator(Krishna)


Approver Responsibilities

• Be familiar with GRU’s purchasing card policies and procedures.

• Review and approve monthly transactions in WORKS

by the deadline (Not just sign the statements)• Approvers must be aware that they are just as

responsible as the P-Card holder for transactions• Attend annual training for review of P-Card policies and

procedures.


Q & A

• What is the difference between my monthly credit limit and my available funds?– Monthly Credit Limit is the line of credit that you have

been authorized to spend within a cycle period– Available Funds is the Monthly Credit Limit minus any

outstanding transactions that have not been signed-off by an Approver…it doesn’t matter when the transactions posted…two months ago or two days ago

– Pending charges will also be included in the “Balance” or total spend

Q & A

• How do I check my balance?– When you sign in, your name and information are in

the bottom pane on the home screen• Available Credit, Monthly Credit Limit, and Single

Transaction Limit are listed there– To see your balance with pending charges added in,

Click on Tools, then Search, then Authorization Log• Make sure your card is selected, then click Finish• All recent authorized charges will be listed• The authorization log will also give reasons for

decline

Works Home Page

Available Funds Single Transaction Limit

Monthly Credit Limit


Q & A

• I need to make a purchase that is greater than my single transaction limit or exceeds my available balance. How can I place the order without splitting the transaction?

– At any time, a temporary increase in either the Single Transaction Limit or the Monthly Limit can be done at the request of the Approver, if within P-Card guidelines

– The increase is nearly instant.


Q & A

• What happens if I do not allocate and sign-off on my transactions in a timely manner?– If you do not allocate and sign-off on transactions, it

could cause problems if the transactions post to the wrong budget or under the wrong account number

– Your available credit will not be refreshed, eventually causing problems with vendors when your card is declined

– Habitually late allocation and sign-off could result in infraction letters and revocation of p-card privileges


Q & A

• How can I change the allocation information or add comments to a transaction that I have already signed-off on?– You can’t change the allocation information…email Krishna with

all the information and she can do it– However, you can see the transactions after signing-off and you

can add further comments:• Click on Tools, then Search, then Transactions• Click on the calendar beside “Posting Date” and select a

date range for the search, click finish• You can also enter an amount range to narrow down the

results• Click Search, then select the transaction you need from the

results pane at the top to review the details


selected line highlighted in yellow


No option to “Add/Edit”


Q & A• What do I do if I see a charge in Works that I did not make?

– Fraudulent charge - call Bank of America at (866)500-8262 to report it

• They will review recent charges on your account to verify which ones are valid, issuing a credit for those that aren’t

• May send you a form that must be submitted back to them• A new card will be issued with a new number and mailed to

Krishna– Disputed charge – call Bank of America at (866)601-9490

• Documentation must be submitted for the disputed charge• Temporary credit may be issued until dispute is resolved

– Notify Krishna in either circumstance, as these fraudulent or disputed transactions must be noted on the master reconciliation


Q & A

• What do I do if I get charged sales tax?– Contact the vendor to get a refund– Email or fax a copy of the sales tax exemption form to

the vendor if necessary– Put comments on P-Card documentation– Put comments in Works– Sign-off on transaction…don’t leave it pending– When credit posts for taxes, allocate to the same

account as the original charge


Q & A

• Do I need to get a credit for a returned item or sales tax in the same month as the original charge?– No

• Put comments in Works and on documentation• Allocate and sign-off on original charge• When credit posts, allocate to same account as

original charge

Q & A

• Why do I need an Activity Log and a Works Summary Report/Transaction Log? Aren’t those the same?– The purpose of the Activity Log is to provide

documentation that you are keeping track of the orders that you are placing, including expected delivery dates and actual received dates…even orders that you have placed, but are not yet received

– The purpose of the Works Summary Report is to ensure that you have allocated the transactions to the correct budget and to serve as a summary to provide additional details to approvers

Q & A

• Do I need to do anything when I notice that my P-Card is about to expire?– Renewal cards are automatically sent each month to

Purchasing– You will be notified by email if there are any

requirements to be completed prior to receipt of the replacement card

Q & A

• What do I need to do if my approver is on an extended leave of absence?– Contact Krishna to setup a secondary person in

charge of the department– The secondary person can be set up in Works as a

backup approver and trained on p-card regulations– If there are transactions that “disappear”, those can

be swept and allocated appropriately by Krishna, then the Activity Log and Statement can be signed by the backup approver to show review and “sign-off”

Q& A• Can I use my P-Card instead of going to Health

eShop?– No - if the vendor is a Health eShop vendor, or if there is

a vendor in Health eShop that offers a comparable item

• Exceptions require prior approval and comments should be added to documentation and Works

– No – if the item is from a Health eShop vendor, but not available in Health eShop (“restricted” items), then a “regular” special request requisition needs to be entered

– Yes – if the item, or comparable item, is not available from a vendor in Health eShop

Q & A

• Can I pay for a membership with my P-Card?– Yes. If it is an institutional membership that is in the

department’s name or if it can be transferred to a different person if needed

– What if it’s an individual membership?• Fill out an Individual Membership Form showing

authorization from the department head and attach to your documentation

• If in doubt…fill out the form

Coming in

January

THE NEW WORKS

FY 2014 P-CARD REFRESHER TRAINING Krishna Nichols – P-Card Administrator [email protected]...

Documents

Transcript of FY 2014 P-CARD REFRESHER TRAINING Krishna Nichols – P-Card Administrator [email protected]...