State of OklahomaState of OklahomaPurchase Card ProceduresPurchase Card ProceduresEffective December 14, 2010Effective December 14, 2010

Issued by Central Purchasing

Last update 7/26/12

IntroductionIntroductionThe State of Oklahoma P-Card is a Visa

Purchasing Card issued by the Bank of America (BOA)

The BOA P-Card contract is administered by Central Purchasing

There are no fees associated with the programThe terms of the Statewide Contract allow

Higher Education and Political Subdivisions to participate in the program; however they are entitled to implement their own policy governing the use of the card;

It is the only credit card authorized by the State of Oklahoma

Implementation & Implementation & MaintenanceMaintenance

To Join the Program:

◦ Submit a request on entity letterhead, signed by

the Entity’s Chief Administrative Officer, to the

State P/Card Administrator via email or fax and

include the Entity’s P/Card Administrator name and

contact information

◦ State P/Card Administrator will forward an

“Implementation Actions” worksheet advising the

next steps

Implementation & Implementation & MaintenanceMaintenanceChanging the Entity’s P/Card Administrator

or Back-up:

◦ Submit a request on entity letterhead, signed by

the Entity’s Chief Administrative Officer, to the

State P/Card Administrator via email or fax advising

of the changes

Executive Steering Group

State Purchasing Director

State P/Card Administrator

State Entity P/Card

Administrator

State EntityApproving Officials

State EntityApproving Officials

P/Cardholders P/CardholdersP/Cardholders P/Cardholders

OrganizationOrganization

Conditions of Conditions of ParticipationParticipationState Entities must abide by the terms of

these ProceduresA “Request for Exception” form can be

completed requesting to make a purchase contrary to the Procedures

◦ Found on the DCS website at www.dcs.ok.gov,

Central Purchasing > P/Card Information > P/Card

Forms > Form 030

◦ Forward to the State P/Card Administrator by email

or fax for approval prior to making the purchase (if

declined, cardholder will not be able to make the

purchase with the P/Card)

Conditions of Conditions of ParticipationParticipationState Entity’s P/Card Procedures must be

included in Entity’s Internal Purchasing procedures

◦ Must designate where P/Card transaction

documentation is securely retained

Revised Internal Purchasing Procedures must be submitted to Central Purchasing within six (6) months of completing P/Card implementation

Conditions of Conditions of ParticipationParticipationAudit

◦ All transactions are subject to audit by

State Auditor and Inspector

DCS

OSF

◦ Detailed transaction documentation supporting

P/Card transactions shall be securely retained by

the State Entity and made available upon request

◦ State Entity P/Card Procedures shall designate

where P/Card transaction documentation is securely

retained

Open BooksOpen Books◦ All transactions are listed on the State of Oklahoma

Open Books website, listing

Cardholder’s last name, first initial

Vendor

Amount of transaction

Itemized Description if vendor is a “Level 3” vendor

Open BooksOpen Books

Revenue SharingRevenue SharingProvided to all participants based on

◦ Total Dollar Spend

◦ Average Transaction Size

◦ Speed of Pay

Divided among participants based on agency spend

DefinitionsDefinitions Cycle – means the period of time between billings; our

cycle closing date is the last business day of the month;

Low Dollar Acquisition – means an open market acquisition

that is fair and reasonable and does not exceed

$5,000.00;

Merchant Category Code (MCC) – means a standard code

the credit card industry uses to categorize merchants

based on the type of goods or services provided by the

merchant;

Merchant Category Code Group (MCCG) – means a defined

group of merchant category codes. MCCGs are used to

control whether or not P/Cardholders can make purchases

from particular types of merchants;

DefinitionsDefinitionsSingle Purchase Limit means the maximum

spending limit a P/Cardholder is authorized to charge in a single transaction.

◦ Cannot split purchases for the purpose of evading:

Statutory Single Purchase Limit of $5,000 (not including

Central Purchasing Statewide Contracts, Regulated

Utilities, Interagency Payments, & Professional Services

as defined in 18 O.S. § 803)

Limits established for an individual P/Card;

A competitive bidding requirement

DefinitionsDefinitionsSplit Purchase means dividing a known

quantity or failing to consolidate a known quantity of an acquisition for the purpose of evading a competitive bidding requirement;

Statewide Contract means a contract issued by DCS Central Purchasing for specific acquisitions for a specified period, with a provision allowing the agencies and Political Subdivisions to place orders as acquisitions are needed;

Transaction Documentation means all documents pertaining to a transaction

ParticipantsParticipantsState Entity P/Card Administrator and Back-upsState Entity Approving Officials and Back-ups

◦ Must be one level above P/Cardholder

P/Cardholders

◦ Includes Lodging Only P/Cardholders

Does not include

◦ Those assigned to create the P/Card voucher or

payment

◦ Those designated as Accountants in Works

when this is their only role in the P/Card program

Employee StatusEmployee StatusP/Card participants must be a full time or

permanent part time employee of a State Agency

◦ Cannot be a temporary or contract employee

TrainingTraining All P/Card participants must complete initial training

conducted by Central Purchasing;

All participants must complete refresher training every

five (5) years:

◦ Conducted by Central Purchasing; or

◦ Conducted by State Entity P/Card Administrator (must provide

Central Purchasing with proof of attendance)

If P/Cardholder will be making “Lodging” purchases only,

training may be conducted by State Entity P/Card

Administrator (must provide Central Purchasing with

proof of attendance)

State Entities new to the P/Card program must attend

OSF P/Card Voucher Training

Purchase Card Employee Purchase Card Employee AgreementAgreement All participants must read and sign the

Purchase Card Employee Agreement

If participant holds multiple roles, separate agreements must be completed for each role

State Entity P/Card Administrator is responsible for completing and maintaining page 2 of the Agreement

State Entity P/Card Administrator retains original and provides P/Card participant with a copy

P/Card Management & P/Card Management & ReportsReportsState EntityP/Card Administrator is

responsible for performance or appropriate delegation of the following duties:

◦ Processing and retaining P/Card Program Reports:

Monthly Statement;

Invoice;

RPT 170 Transaction Report

TXN Detail w/Level 3 - Gen Purchase Report

◦ Other reports are available in Works and urge P/Card

Administrators to utilize these as well

◦ Processing and retaining P/Card Employee

Agreements

P/Card Management & P/Card Management & ReportsReports State Entity P/Card Administrator is responsible for

performance or appropriate delegation of the following

duties:

◦ Establishing written P/Card program policies and procedures;

◦ Processing authorized requests for P/Cards, maintaining control

over active cards, and closing accounts;

◦ Establishing and maintaining usage controls and determining

cardholder’s need for the P/Card;

◦ Auditing of reports and transactions to identify unauthorized use;

◦ Auditing a random selection of cardholder’s monthly statements

for accuracy

◦ Setting Lodging Only P/Cards in “Suspense” status in Works with

Credit Limits at $0.00 when not in use

P/Card Management & P/Card Management & ReportsReports State Entity P/Card Administrator is responsible

for performance or appropriate delegation of the following duties:

◦ Retaining detailed transaction documentation

supporting P/Card transactions

Make available upon request

◦ Establish procedures for maintaining necessary

data before it is removed from Works

Paper Copies

Electronic Copies, must meet OSF Information Security Policies, Procedures and Guidelines Oklahoma Archive Commission Rules

P/Card Management & P/Card Management & ReportsReportsPayment Center

◦ Official VISA Site

◦ https://www.centresuite.com/Centre/Public/Logon.aspx?ReturnUrl=%2fcentre%2fDefault.aspx%3fpaymentcenter&paymentcenter

◦ P/Card Administrators Only Print Company Statement

Compare to Works Totals

File with Monthly P/Card Records

Issuing the P/CardIssuing the P/CardOnce training is completed, the

State Entity P/Card Administrator

orders the card online

Must provide:

◦ Monthly credit limit;

◦ Single Transaction limit;

◦ MCCGs

Issuing the P/CardIssuing the P/CardFront of P/Card includes:

◦ Cardholder’s name and agency name

◦ “State of Oklahoma” and State Seal

◦ State Tax ID Number

Issuing the P/CardIssuing the P/CardOnce P/Card is ordered, it is

◦ Delivered to the State P/Card Administrator

Checked for accuracy

Training is verified

◦ Forwarded to State Entity P/Card Administrator for

distribution

◦ Must sign the Employee P/Card Agreement upon

receipt of the P/Card

Property of the StateProperty of the StateCorporate Liability card;Upon termination of employment with the state

agency, cardholder must surrender the card to the State Entity P/Card Administrator prior to leaving;

State Agency and State P/Card Administrator may also request the cardholder to surrender the card;

Upon surrendering of card; State Entity P/Card Administrator shall document page 2 of the Employee P/Card Agreement and destroy the card;

◦ State Entity P/Card Administrator shall also deactivate the

card in Works and delete the User information

Card ReplacementCard Replacement

Expired Cards

◦ BOA will automatically issue a replacement card

prior to expiration

Defective Cards

◦ State Entity P/Card Administrator can order

replacement cards online

Cut expired, defective, or canceled cards through magnetic strip and forward to Approving Official who forwards it to the State Entity P/Card Administrator for documentation and destruction

Card SecurityCard SecurityP/Card is limited to person whose

name is on the card;Do not loan your card;Do not use another person’s card; If possible, file card in a secure, locked place

when not in use;Must return card to the State Entity P/Card

Administrator if leave employment

◦ State Entity P/Card Administrator must close out

page 2 of the Employee P/Card Agreement

Lost, Stolen or Lost, Stolen or CompromisedCompromisedCardsCards Immediately report any lost, stolen or compromised

cards to BOA at (888) 449-2273

Complete a Lost/Stolen P/Card Notification form found

on the DCS website at www.dcs.ok.gov, Central

Purchasing > P/Card Information > P/Card Forms >

Form 31

◦ Forward the original to your State Entity P/Card

Administrator, keep a copy of the form with your Statement,

and forward a copy to your Approving Official

◦ Remember – the State Agency is responsible for

purchases on lost, stolen or compromised P/Cards

until BOA is notified

Statutory ReferencesStatutory ReferencesAll purchases shall be made in accordance

with State statutes, rules, and these Procedures, which include but may not be limited to:

◦ Central Purchasing Act, 74 O.S. § 85.1 et seq.

◦ State Travel Reimbursement Act, 74 O.S. § 500 et

seq.

◦ DCS, Central Purchasing Codified Rules, OAC 580:16

◦ Office of State Finance (OSF) State Travel Procedures

◦ State Agency Internal Purchasing and P/Card

Procedures

Purchasing RequirementsPurchasing RequirementsP/Card purchases must comply with statutes,

rules, and procedures, as well as:

◦ State Use Contracts

◦ Mandatory Statewide Contracts

◦ Oklahoma Corrections Industries (OCI)

◦ Internal Purchasing Procedures

Remember required forms

◦ OSF Form 115 for IT or Telecommunications

◦ Accessibility

◦ Inventory requirements

Using the P/CardUsing the P/Card P/Card is issued in your name and shall be used only by

you;

P/Card can be used at merchants accepting VISA.

Merchants may require a minimum purchase amount of

$10.00 (does not include Statewide contracts);

Purchases can only be made within your Single

Transaction Limit and Credit Limit assigned to your card;

Cardholder is responsible for reconciling all transactions;

P/Card is not intended to avoid or bypass appropriate

purchasing or payment procedures;

P/Card is not for personal use

P/Cardholder shall ensure prices paid are

fair and reasonable

Methods of PurchaseMethods of PurchaseWalk-In;Telephone; Internet

◦ Make certain internet site is a secure location, for

example:

“s” on the end of https means it is a secure site; or

Lockbox will appear on the site

P/Card LimitsP/Card LimitsThere is no limit on the amount of a P/Card

transaction for the following:

◦ Statewide Contract purchases

◦ Regulated Utilities

◦ Interagency Payments

◦ Professional Services as defined in 18 O.S. § 803

For any other transaction with a state purchase card, the transaction shall not exceed $5,000

P/Card LimitsP/Card LimitsP/Card limits shall be based on need and/or

past usage

◦ May set the Single Transaction Limit less than $5,000

◦ May set the Single Transaction Limit greater than

$5,000

Statewide Contract purchases

Regulated Utilities

Interagency Payments

Professional Services in accordance with 18 O.S. § 803

◦ Do not set Single Transaction Limit inappropriately

high

Utility BillsUtility BillsP/Card may be used to pay utilities:

◦ Regulated Utilities:

Unlimited Dollar Amount;

Print page verifying it’s a regulated utility and file with

statement;

◦ Non-Regulated Utilities:

Yearly total must be less than $5,000;

◦ Identification of Regulated vs Non-Regulated Utilities

Oklahoma Corporation Commission website –

www.occ.state.ok.us

Divisions > Public Utility then select the applicable utility

Interagency PaymentsInteragency Payments Interagency is defined according to 74 O.S. § 1003

(Interlocal Cooperation Act) and includes, but not limited to:

◦ Political subdivisions

◦ Federal Government

◦ Public Trusts

Interagency payments between State Agencies,

Universities, and Colleges:

◦ Should be made by voucher, selecting the payment method “WIR”

◦ DCAR Newsletter, Vol. 21, No. 7, dated February 18, 2011 (page 3)

◦ Agencies can choose to take P-Card payments from other agencies.

Advance (Pre-)PaymentsAdvance (Pre-)PaymentsP/card purchases are subject to Office of

State Finance Procedures Manual, Section 319, Special Procedures, Chapter L., Advance Prepayments

Can use p/card for conference registration when:

◦ Discount is provided for paying in advance;

◦ Can substitute a participant;

◦ If event is canceled, cardholder receives a full

refund

State Sales TaxState Sales Tax State of Oklahoma is exempt from Oklahoma State Sales

Tax

State Entities also have immunity from taxes imposed by

Oklahoma municipalities, which includes, but not limited

to:

◦ City Sales tax;

◦ Occupancy tax;

◦ Tourism tax;

See DCAR Newsletter Vol 20, No. 6, dated 03/11/2010

regarding immunity from local taxes

Convenience FeesConvenience FeesConvenience Fees are fees that might be

charged by vendors for accepting credit cardsStrictly regulated by Visa and MasterCardConvenience Fees may be allowed for certain

transactions if charged in compliance with Visa rules

The following fees are NOT allowed by Visa regulations:

◦ Credit Card Fees

◦ Processing Fees

◦ Surcharges

Convenience FeesConvenience Fees Convenience fees may be allowed by merchants

who offer an alternate payment channel (i.e., mail, telephone, or e-commerce)

Merchant must adhere to the following rules:

◦ Fee is being charged for a bona fide convenience of

using an alternative payment channel outside the

merchant’s normal business practice

◦ The customer must be given the opportunity to cancel

prior to the completion of the transactions

Convenience FeesConvenience Fees Merchant must adhere to the following rules

(Cont’d.):

◦ The fee:

Must be disclosed to the customer as a charge for the

alternative payment channel convenience

Is applied only to non face-to-face transactions

Must be a flat or fixed amount, regardless of the amount of

payment due

Is applied to all forms of payment products accepted in the

alternative payment channel

Is included as part of the total transaction amount

Cannot be added to a recurring transaction

Is assessed by the merchant that provides the goods or services

to the cardholder and not a third party

Convenience FeesConvenience FeesVisa is very clear about what a convenience

fee is and how and when they can be charged. As a result, many vendors that charge fees do so incorrectly and are therefore out of compliance with Visa regulations

Convenience FeesConvenience Fees Examples of common violations

◦ Charging a tiered or percentage based fee

◦ Charging a fee for transaction below or above a certain dollar amount

◦ Charging the fee in person, for face-to-face or point of sale transactions

◦ Charging only for Visa or credit card transactions. Convenience fees

must be applied to all payment methods accepted via that channel

◦ Calling the fee a processing fee, credit card fee or surcharge

◦ Charging higher prices for credit card purchases versus checks or cash

◦ Charging a convenience fee via the internet when that is the vendor’s

only “normal business practice”.

Convenience FeesConvenience FeesExample of an allowable convenience fee:

A utility that charges a convenience fee for paying a bill via the phone or internet versus having to come to an office and drop off a payment. As long as the convenience fee is a flat fee and is charged to all transactions accepted via the phone or internet (such as all card types, electronic checks, etc), it is acceptable on a P/Card transaction

Prohibited PurchasesProhibited Purchases Split Purchasing;

Entertainment;

Per diem food;

Transportation – except airfare and vehicle rental on SW

contract;

Cash or cash advances;

Purchase of goods or services for personal use or not

for official State use;

Any transaction or series of transactions exceeding your

p/card limits;

Motor fuel and automotive general maintenance;

Automatic Drafts;

Gift Certificates except for employee recognition in §74-

4121

Travel PurchasesTravel PurchasesExcept for airfare and lodging, all other

travel-related expenses are prohibited on the P/Card, such as:

◦ Meals, including room service

◦ Hotel Telephone or Internet

◦ Parking

◦ Taxi Cabs

Traveler must pay out of pocket for all other travel related expenses

Travel Claim may be submitted by the Traveler for reimbursement of travel related purchases prohibited on the P/Card

Travel PurchasesTravel Purchases In the case of inadvertent personal charges,

the Traveler shall reimburse the State for any and all personal expenses charged to the P/Card

Repayment can be made by

◦ Check or cash submitted to the State Entity; or

◦ By an adjustment reducing a subsequent travel

voucher

Travel PurchasesTravel PurchasesProcedures to reimburse the State for

personal charges Actual check or cash to the Agency

Deposits must be cross-referenced to the P/Card voucher with erroneous charge Voucher comment field must reference deposit

number and enter brief description

Travel PurchasesTravel PurchasesProcedures to reimburse the State for personal

charges

◦ Adjustment reducing a subsequent travel voucher

Reduction made as a negative amount on subsequent

travel voucher to appropriate hotel accounting code

Must cross-reference the erroneous P/Card voucher with the

subsequent travel voucher being reduced Enter brief description in Comment field on Invoice page

on both vouchers On subsequent travel voucher being reduced, enter

voucher number of P/Card voucher having the over-payment

On P/Card voucher having over-payment, enter voucher number of subsequent travel voucher having the adjustment

Travel PurchasesTravel Purchases Inadvertent personal charges placed on

P/Card

◦ Non-repayment shall result in loss of lodging P/Card

privileges and other disciplinary or criminal actions

◦ The travel agent can put the Frequent Flyer Account

number on the itinerary again as they used to.  The

responsibility is on the traveler to not use State miles

for personal trips and they have to sign the affidavit

saying they won’t.  The burden is placed on them.

Travel PurchasesTravel Purchases Airfare and Lodging considered separate transactions

Active State Employees or Officials of the State

Non-State Employees (as allowed by STRA) when

◦ Performing substantial and necessary services to the State

and

◦ Directed or approved by appropriate department official

Does not apply to Contractors or their agents

Must follow the STRA statutes and OSF State Travel

Procedures

◦ OSF may audit travel documentation

◦ Non-compliance may result in loss of P/Card travel privileges

and/or additional travel training being required

Travel Purchases - AirfareTravel Purchases - AirfareReservations made through Agency Travel

Coordinator

◦ Use a Travel Agent on Statewide Contract (SW100)

Unlimited Dollar amount

◦ Travel Agent searches airfare and compares the

lowest fare found to what is on Statewide Contract

SW100B City Pairs and books whichever fare is the

lowest meeting the traveler’s needs

SW100B City Pairs is Refundable airfare

◦ Use statutory exception (74 O.S. § 85.45k(B)) to

Travel Agent on Statewide Contract (SW100)

$5,000 per employee per transaction

Travel Purchases - AirfareTravel Purchases - Airfare Statutory exceptions (74 O.S. § 85.45k(B)) to using SW

Travel Agent:

◦ State agency can acquire air travel at less cost

Must get a quote from the Travel Agent and keep with

transaction documentation

◦ Air travel originates outside the state and it is impractical

for the agency;

◦ Air travel is due to an emergency and time does not permit

use of the contract travel agency;

◦ Air travel is part of a package arrangement by an

organization that schedules a meeting or conference

Reason for the exception must be documented in the

Allocation description field in Works.

Travel Purchases - Travel Purchases - LodgingLodging Reservations made by:

◦ Agency Travel Coordinator

Card is in Travel Coordinator’s name

Must complete Lodging Letter and send to hotel

◦ Traveler

Card is in the Traveler’s name

◦ Limit of $5,000 per employee per transaction

◦ State Entity P/Card Administrator must set limits to

$0.00 and place cards in “Suspense” status when

not in use

Travel Purchases - Travel Purchases - LodgingLodging Reservation made by State Entity Travel

Coordinator:

◦ Travel Coordinator verifies lodging establishment and

price is in compliance with the STRA and OSF State

Travel Procedures

Designated Hotel

GSA established per diem rates

◦ Travel Coordinator makes reservation and supplies

lodging establishment with letter

Found on DCS website

Identifies traveler

Advises traveler will not have a card

Provide traveler with a copy of the letter

Travel Purchases - Travel Purchases - LodgingLodging Reservation made by State Entity Travel

Coordinator (Cont’d)

◦ Lodging may be charged in advance

Print out cancelation policy

Place with the cardholder’s statement

◦ Traveler receives itemized receipt

Provides receipt to Travel Coordinator

◦ Travel Coordinator reconciles statement with

transaction documentation

Signs and dates statement

Forwards statement to their Approving Official for

review and signature

Travel Purchases - Travel Purchases - LodgingLodging Reservation made by Traveler:

◦ Card issued to Traveler

Prior training is required

◦ Obtain approval in writing from the Travel

Coordinator verifying lodging establishment and

price is in compliance with the STRA and OSF State

Travel Procedures

Designated Hotel

GSA established per diem rates

◦ Traveler makes lodging reservation

Travel Purchases - Travel Purchases - LodgingLodging Reservation made by Traveler (Cont’d)

◦ Lodging may be charged in advance

Print out cancelation policy

Place with the cardholder’s statement

◦ Traveler receives itemized receipt from lodging

establishment;

◦ Traveler reconciles statement with transaction

documentation

Signs and dates statement

Forwards statement to their Approving Official for

review and signature

Documentation in WorksDocumentation in WorksThe Allocation Description field must be

populated with a brief description for the following purchases:

◦ Statewide Contract – must also include the

Statewide Contract Number (specific field for this);

◦ Regulated Utility;

◦ Professional Service;

◦ Interagency Payment;

◦ Travel

Documentation in Works - Documentation in Works - TravelTravelMust list the following information for travel

in the Allocation Description field in Works:

◦ Airline Purchases

Traveler’s Name and Employee ID Number

Itinerary or Ticket Number

Date of Travel and Purpose of Travel

If authorized non-state personnel, include traveler’s

name, justification for travel; to and from destination;

and dates of travel

If reservation is not made through a Travel Agent on

Statewide Contract, must list applicable statutory

exception

Documentation in Works - Documentation in Works - TravelTravel Must list the following information for travel in

the Description field in the Allocation tab in Works:

◦ Lodging Purchases

Traveler’s Name and Employee ID Number

Number of Nights

City and State

Purpose of Travel

Room Rate: Designated hotel Standard GSA lodging rate Federal high GSA lodging rate

ReceiptsReceipts Itemized Receipt must be obtained for all

purchases

◦ Vendor

◦ Date of Purchase

◦ Description

◦ Unit price and quantity

◦ Transaction total

Include with Statement at end of cycle

Receiving DocumentsReceiving DocumentsGoods or services received at time of purchase

◦ Receipt for purchase will serve as the receiving document

◦ Must be signed and dated (original signature not required)

Goods or services received after time of purchase

◦ The document accompanying the goods or services (such as

packing slip) serves as the receiving document

◦ Must be signed and dated (original signature not required)

◦ Itinerary shall serve as the receiving document for airfare

(traveler’s signature not required)

Include with Statement at end of cycleSignature stamps are not permitted

ReturnsReturns

Return item to merchant in manner agreed upon

Merchant issues credit Merchant provides credit receipt

documentation

◦ Place with end of month transaction documentation

for reconciling

Include with the payment at end of month

◦ Credit may not appear until subsequent statement

DisputesDisputesDisputes may be reported to BOA who will

assist the State in resolving the dispute;Must be initiated within 30 days of the

purchase date;Always try to resolve with the vendor first

prior to contacting the bank if possible; Include with the payment at the end of the

month – if win the dispute, a credit will appear in a subsequent statement.

Records RetentionRecords Retention Maintain in a central and secure location; Records include any transaction documentation, such

as, statements, receipts, disputes, correspondence, etc.;

Includes documentation in paper or electronic form and must meet:

◦ OSF Information Security Policies, Procedures & Guidelines

◦ Oklahoma Archive Commissions Rules

Must be maintained for seven (7) years;

◦ If audit or litigation occurs, the records are required to be

retained for two (2) years after issues are resolved or until

the end of the seven (7) year period, whichever is longer

Reconciliation - Reconciliation - CardholderCardholder

Cardholder makes purchase of goods or services in

compliance with these procedures and retains transaction

documentation for reconciling at end of month;

Merchant delivers goods and submits transaction to bank;

Allocation Description field in Works is updated;

Statement is printed from Works;

Cardholder reconciles statement with transaction

documentation;

Cardholder signs, & dates statement, attaches transaction

documentation;

Cardholder forwards statement and documentation to

Approving Official for review

Reconciliation – Approving Reconciliation – Approving OfficialOfficial Approving Official reviews Cardholder’s reconciled

statement and transaction documentation for: Accuracy;

Completeness;

Appropriateness of the purchase;

Verifying transactions were conducted according to Statutes, Rules and Procedures

◦ Issues between Approving Official and Cardholder are to be resolved with the State Entity P/Card Administrator and may be escalated to the State P/Card Administrator, if needed;

◦ To indicate concurrence, Approving Official shall sign and date the statement and forward the statement and documentation for payment

Encumbering FundsEncumbering Funds Purchase Order

◦ PO should have sufficient encumbrance to cover all

transactions prior to making the transaction (Encumbrance

Law §62-34.62)

Change Orders to amend the encumbrance may be processed as

necessary

◦ Establish a Purchase Order in PeopleSoft using:

Vendor ID - 0000001101

Vendor Location – 0002

Item Number – 1000010910

Category Number – 84141602 (defaults in with Item Number)

Set Matching to “No Match”

Account Number – 601100

Mark as “Amount Only”

General Ledger General Ledger InformationInformation All transactions must be coded with the correct GL

information in Works for downloading to PeopleSoft;

Can be performed by the Cardholder, Manager, or

Accountant;

Codes may default into the transaction, but must

verify they are correct;

Must complete at a minimum:

◦ Account Number

◦ Fund Type and Class

◦ Dept ID

◦ Business Unit

◦ PO Number and Lines

PaymentPaymentProcessing Schedule

◦ P/Card closing period is last business day of the

month

◦ Billing and closing cycles are posted on the DCS

website

www.dcs.ok.gov, Central Purchasing > P/Card

Information > P/Card Cycle Dates

◦ Must meet due dates in order to make payment to

BOA by required due date

PaymentPayment

The State makes one combined payment to the bank each month;

Disputes are included in the payment and will receive a credit in a subsequent statement (if win dispute)

Late payment or non-payment of P/Card purchases will result in State Entity’s P/Cards being frozen or canceled, and may include additional action to obtain the payment and/or interest accrued

PaymentPayment Voucher Procedures:

◦ Create the accounts payable voucher for full amount of

invoice using the PeopleSoft batch voucher request

process for “Procurement Card”

◦ Actual payee will be automatically populated on the

voucher payment page with the bank’s Vendor ID and

Location

◦ Review the process error reports online, correct any

errors, and rerun the process if necessary

◦ Submit the voucher, invoice and batch slip to OSF by the

time specified

If operating in accordance with the OSF Voucher Imaging

Program, only the Voucher Register Batch Slip Notice for the

P/Card payment will be submitted

PaymentPaymentCredit Balance

◦ Payment will not be processed for a State Entity

with a cumulative credit balance

However, the agency must build the voucher and

attach the invoice;

Retain the voucher, invoice, and batch slip until there

are debit vouchers sufficient to offset the credit;

Once there are sufficient charges to recoup the credit,

the batch slip listing the unpaid vouchers from the prior

and current billing cycles should accompany the

vouchers with the required invoice documentation

PaymentPaymentPeopleSoft Voucher class

◦ Class is offered by OSF usually each month during

the p/card payment cycle;

◦ New agencies are required to attend this class

Contact InformationContact InformationState P/Card Team: Tammy Howard, CPO

◦ Tammy.Howard@osf.ok.gov

◦ 405-522-1654

Vickie Rivas, CPO

◦ Vickie.Rivas@osf.ok.gov

◦ 405-522-4970

Contact InformationContact InformationBank of America Customer Service and

Lost/Stolen Notification

◦ (888) 449-2273

Technical Help Desk

◦ (800) 822-5985, option 3

For State Entity P/Card Administrators

◦ Debra Sullivan, Account Specialist

◦ (800) 822-5985, Ext. 67616 or

◦ Press Option 2 and ask Team Servicing for “Debbie”

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