PURCHASING CARD

P-Card Training

Training

P-Card Training

Agenda

• General Overview• Spend Limits• Usage of the P-Card• Returns and Disputes• Reconciliation Process• Summary

What is a P-Card?• A Visa card issued by Bank of America• Accepted in person, by phone, fax and on

the internet• Must be a State employee• Authorization required

P-Card Training

Overview

P-Card Training

P-Card Issuance Requirements

• Cardholder must be permanent, part-time or full-time employees whose job requires the use of a purchasing card or related account.

• Cards are not issued in a department name to be shared by other employees.

• Cards are not issued to employees of foundations associated with Clayton State University.

Overview

P-Card Training

• P-cards are limited to one per cardholder• Complete a Purchasing Card Request form found on

website.• Approved by Head of Department etc.• Submit form to us.• Complete a Background and Credit Check

Authorization form• Signed employee agreement.• Mandatory P-card training.

http://adminservices.clayton.edu/procurement

Overview

P-Card Security• Responsibility for P-card rests with the cardholder• Cardholders are accountable for all transactions

on their card• Protect your p-card number as your own personal

credit card• Card sharing is prohibited do not “lend” your card to anyone.• Familiarize yourself with Legislative, State and

University policy and procedures located on the Procurement Services website

http://adminservices.clayton.edu/procurement

P-Card Training

Overview

Compliance Official Code of Georgia Annotated (O.C.G.A.) Applicable requirement of Georgia

Procurement Manual State Purchasing Card Policy Internal policies & procedures governing

procurement & p-card program

http://statepurchasing.doas.ga.gov/vgn/images/portal/cit_1210/21/9/102587319PCard_Policy.pdf

Usage

P-Card Training

Background and Credit Checks

Criminal background checks for existing and new purchasing card holders

Credit Checks are for new purchasing card holders only Background check reveals misdemeanors or felonies

related to financial wrongdoing, theft or other act of dishonesty, the cardholder’s privileges are terminated.

Credit check reveals numerous delinquent credit reporting lines will result in termination of cardholder’s privileges.

Usage

P-Card Training

Spend Limits

P-Card Training

Spending Limits

Single Transaction/Daily Limit is less than $5,000

Cycle Limits may go up to $25,000 without special approval from DOAS

Spend Limit

P-Card Training

Spending Cycle

P-Card Training

• 16th of each month • Ex: January 16, 2010

• Single transactions take place

• Ex: Purchase(s) of goods and services

• 15th of each month• Ex: February 15, 2010

• Bank of America Statement

• WORKS Memo• Supporting Documents

Statement

Begins

Purchasing

Transactions

Statement Ends

Finalize Reconcil

iation

Point-of-sale denials• Cycle limit has been reached (ex.$10,000)

• Purchase exceeds transaction limit ($5,000)• Merchant Category does not comply

Usage

P-Card Training

Sales Tax• Make vendors aware of tax exemption prior

to purchase• Credits cannot be obtained by any other method,

including, but not limited to , cash, gift card, gift certificate, or store credit.

• Out of state purchases may require sales tax

Spend Limit

P-Card Training

Usage of the P-card

P-Card Training

P-Card May be Used for:• Subscriptions • Registrations• Lab/Research Sup • Nursing/Dental Sup• Printing/Publications• Office Supplies• Office Furniture• Express/Expedited Mail

Services

• Non Inventory Equipment

(Items under $3,000)• Services • Items on State Contract• Software (MSD/UGA)• Airline travel/Rental Cars• Convenience Fees• Promotional items

Usage

P-Card Training

Services to Include

• Payment of cell phone/pager service (Must submit itemized bill-complete billing)

• Rentals such as vehicles, small item rentals• Contract Affidavit is required for any labor or

services equal to or greater than $2500

Usage

P-Card Training

Advanced Airline Travel• Air travel for Clayton State employee and Students• No statewide contract for airlines• Can use Travelocity, Orbitz, Cheap Tickets,

Expedia for flight reservation. • Travel must take place in same fiscal year• Travel Authorization Form is required• All airline tickets must be purchased within 30 days

of flight.

Usage

P-Card Training

Automobile Rental

• Must use the Mandatory Statewide contract Vendor- Enterprise and Hertz

• Used for official Clayton State business• Gas cannot be purchased for rental car

this is a reimbursable expense. • Travel Authorization Form is required

Usage

P-Card Training

What’s NOT

Allowed on the P-CARD

P-Card May Not Be Used for:

• Alcohol• Tobacco products• Gift cards, gift

certificates or other cash equivalent items

• Cash Advances• Food• Personal items

• Purchases for resale• Memberships and/or

fees to wholesale shopping clubs

• Entertainment, including in-room movies, tours and shows

Usage

P-Card Training

P-Card May Not Be Used for:• Automotive Fuel• Equipment (single item equal or greater $3000)• Mechanical repairs and maintenance of State-

owned or rental vehicles• Professional Services• Personal Services• Employee travel: lodging, transportation,

personal vehicles and meals, misc. travel fees

Usage

P-Card Training

• Firearms/explosives• Computers, laptops, tablets, notebooks,

iPads– All hardware must be approved by OITS and

ordered through Procurement Services

P-Card May Not Be Used for:Usage

P-Card Training

Athletic Team/Student Club Event:• May purchase food and lodging for Student Activities• Must have itemized receipt showing all meals

purchased• Roster of participants showing name and Original

signature of each student (for activities not open to the entire campus- e.g. athletic teams, student clubs)

• Must have a flyer, an e-mail or copy of team schedule showing the meal was an authorized student activity

Usage

P-Card Training

Team/Club Travel

• May use the card for airline lodging and rental car, van, etc. for students/team on University sponsored trips

• Sponsors who are State Employees must submit reimbursement via online PS travel & expense module.

Usage

P-Card Training

RETURNS AND DISPUTES

P-Card Training

Returning Purchases• Request a return address from vendor• Obtain return authorization number (if

applicable)• P-card credit to be issued by vendor• Request a fax or e-mail confirmation of the

credit for reconciling your records– Must have company name, credit amount and

identify item credited

Returns

P-Card Training

Resolving Disputes

If you cannot settle with the supplier/vendor:• Contact Bank of America• Notify P-card Administrator• Attach a copy of dispute documentation to

monthly statement.• Check each statement to assure credit has

been issued

Disputes

P-Card Training

Card is Lost/Stolen

• Immediately notify Bank of America at

1-888-449-2278

• Notify campus P-card coordinator

P-Card Training

RECONCILING P-CARD

•Record Keeping•WORKS Payment Manager•Monthly Statements•Approver Responsibilities

P-Card Training

WORKS• All P-card transactions post in real time online• Must add a business purpose in the comment field• Allocate each transaction• Reconciliation must occur by the last business day

of each month• Always maintain copies of documentation in your

department

P-Card Training

Reconciliation

• Due by the 5th of each month (ex)• Attach VISA approval form• Signed by Cardholder• Signed by Approver, VP, AVP, Dean, Director

or Head of Department.• May have more than one approver• Compile “VISA Packet”

Reconciliation

Monthly Statements

P-Card Training

Monthly StatementsVisa Packets should:• Include all receipts/invoices to support charges• If you state Business Purpose in WORKS, then

you do not have to writer on receipt/invoice• Itemized list of purchase-no acronyms• Print CSU GL Memo Statement report from

WORKS

Reconciliation

P-Card Training

September 30, 2008 P-Card Training

Missing Receipt• Cannot obtain or locate receipt/invoice for

verification to statement• Must be less than $100• Complete a Missing Receipt Report

located on website• Attach to “VISA Packet” as receipt.• No more than three (3) times per fiscal

year

Reconciliation

P-Card Training

Approver Responsibilities• Person with budget authority for the department is

responsible for the action of the cardholder(s)• Assure that all transactions are reconciled and proper

documentation is attached to Visa Packet• Ensure Visa Packets are submitted by the 5th of the month• Signing the VISA approval form indicates

acknowledgement of all purchases• Verify that all documentation is attached and purchases

have been approved

Reconciliation

P-Card Training

Forms

• Missing Receipt Form• Request for Purchasing card form• Employee Agreement Form• Visa Approval Form• Background and Credit Check

Authorization Form

P-Card Training

• If in doubt…….

ASK BEFORE

YOU PURCHASE

P-Card Training

Misuse of the Card

Minor Violations: (examples)• Failure to reconcile Works by the last business day

of the month• Failure to reconcile and submit the Visa Packet by

the fifth day of the following month• Improper documentation• Excessive use of the Missing Receipt Form

Summary

P-Card Training

Misuse of the CardMajor Violation: (examples)• Failure to attend annual training• Splitting orders to avoid submitting proper

documents and bid process• Allowing others to use your P-card• Personal Purchases

This misuse can result in disciplinary action or termination of

employment by the Vice-President of Business & Operations

Summary

P-Card Training

Policy Not Followed

First Offense of a Minor Violation:• Written Warning • Cardholder must reply to warning

Second Offense of a Minor Violation:• Up to 60-day suspension of P-card privileges • Same notification as First offense

P-Card Training

Policy Not FollowedThird Offense of Minor Violation or First Offense

of Major Violation:• Up to 90 days or permanent termination of P-card

privileges • May be required to take the online P-card

refresher course and pass the 20-question test• Written notification to appropriate officials• Written justification from departmental head to

retain P-card privileges

P-Card Training

Summary

• Responsibility of card• Spending Limits • Reconciliation process• Authorization and approvals• Document, Document, Document• CSU Official business only

P-Card Training

Contact Information

• Procurement Services website http://adminservices.clayton.edu/procurement/

• Contact us via e-mail or phone

P-Card Training

QUESTIONS?

Thank you!

P-Card Training